Auto Assignment
Transvirtual allows users the ability to automatically assign work to Agents or Employees and there is no manual intervention is required-freeing up time for other tasks.
How to Create a New Rule
1. To create a new rule, first go to Auto Assignment Rules page, by clicking on Configuration > Rules and Automation > Consignment or PUD Auto Assignment, the auto assignment page will display as shown below.
2. Here you will see a list of your current rule(s) (If any). Now click on the New Rule button, create a new auto allocation rule popup will come as shown below.
3. Enter in the details for this rule i.e., Name, Priority and Auto Allocation Type.
1. The priority is used to tell the system which rules will be looked at first, the higher the number means the higher the priority.
2. You can choose what type of assignment this will be by using the drop-down list. Delivery Assignment Only means this rule will only assign work that is for a delivery type, nothing else.
4. Once you complete the step 3, click on Create button to add a new rule.
5. The newly added rule will be display on the rule list with Orange color.
The Orange color indicates that this rue is not yet Active.
6. Now, click on the new rule, detail of the selected rule will display on the right side of the screen as shown below.
How to Update the Rule
1. To update any rule, first click on the selected rule, the rule detail will display on the right side of the screen as shown below.
2. Now fill the following details as describe below:
a. Name: If you want you can update the rule name manually.
b. Priority: This will help you to set the priority, higher the number means higher the priority.
c. Assign Start/End Time: You can enter a start and end assign time if you wish, which will only assign work between these times.
d. Auto Allocation Type: This will help you to choose whether the Freight Assignment Rule is applicable for Delivery, Pickup or both. You can choose it with the help of drop-down button.
e. Allocate Delivery Trigger: This helps you to when you like to trigger this allocation. You can choose it with the help of drop-down button.
This can be any from the list, but 'creation' is a good default.
f. Assign to Agent/Employee: This helps you to choose whether this freight is to assign an Employee or agent when this rule is applied.
g. Enable Rule: Allows you to activate the rule when configured by clicking on toggle button in Yes position and then click on Update button to save the changes. Once you completed the color of the rule will be in White which means that this rule is enabled as shown below.
Clicking on the blue/white question mark icon next to each field will give you an explanation on what each field is used for/does.
Data Filter
1. To see the data filter tab, at the bottom of the page there is a Data Filter section. The Data Filter is the driving force behind when the rule will and won't apply to a consignment. To modify the data filter, you will need to use the drop-down logic selector at the bottom of the page.
3. To set a data filter, fill the details as Select Field, Logic and Select Value section.
4. Now, click on the Add Rule to save the changes. Once done you will see that the Data Filter has text (logic) in it.
In this example, this auto assignment rule will apply when the receiver suburb is Sydney.
Delete the Rule
1. If you want to delete the rule, simply click on the delete icon, a confirm dialog will pop-up, click on Yes button, the rule will be deleted from database as shown below.
Auto Assignment Using Linehaul Scanning
The above information runs through how to setup an auto-assignment rule without performing any device scanning. But what if you want to assign freight automatically from Linehaul Scanning on a device? This can also be done but it simply requires a bit of configuration. See below for an example on how this could be setup.
Scan tags are useful for further refining of scans, they can be used to add extra information to a scan.
1. First setup your auto-assignment rules and setup your scan tags, to do this, go to Configuration> Lists and Zones > Dictionary Lists, scroll down and click on Scan Tags, the scan tag(s) list will display on the right side of the screen as shown below.
2. If you want to add a new scan tag, click on Add button, Add a new rule value to the dictionary popup will come, where you have to enter the Dictionary Value and then click on Add as shown below.
For example, Linehaul scan with a tag of Driver 1, this can be used to let you know that this scanned freight is being handed over to Driver 1 who will then complete the delivery from there.
3. Setup scan tags with your agent or driver names. If you have a driver called "Driver 1", setup a scan tag exactly matching to this. Once all the scan tags have been setup, we will use these in our auto-assignment rules.
Setting up scan tags in the dictionary list means these tags are not forced and so the user doing the scanning does not have to select a tag. There is also the option to setup forced scan tags under Configuration > Lists and Zones > Scan Types, the freight scan overrides page will display.
4. Setting the tags up here means that anyone doing Linehaul scanning in your account MUST select it within the available tags listed. They cannot proceed with Linehaul scanning without a selected scan tag.
It is up to you as to which way is the better of the two options, but forcing can be useful especially when requiring scan tags for auto-assignments, as forcing the user to select a tag means there is no possibility of them forgetting to add a tag, if this were to happen any auto-assignments based on scan tags wouldn't work.
5. The next thing to setup is your auto-assignment rules. To do this refer how to create rule paragraph which is described in the beginning of the article.
Data Filter
1. Once you created the rule, scroll down the rule detail page and go to data filter section.
2. On data filter page, fill the details i.e., Select Field, Logic and Select Value then click on Add Rule, the data filter will be created as shown below.
3. In this example, we are using Scan Tag in Select field column, Logic will be Equal and Select value will be Test 01, as shown above.
4. You can add multiple data filters. For instance, when working with Linehaul-based scanning assignments, it’s useful to narrow down assignments to a specific Linehaul destination. This is because drivers or agents typically cover only certain regions, so filtering by destination ensures that the assignments are relevant to their areas of responsibility. In this example, we are using Linehaul Headport Depot in Select Field, Equal in Logic and Brisbane in Select Value field and then click on Add Rule, the rule will display on the data filter screen as shown below.
It is very important to limit each auto-assignment rule to a Linehaul location where possible as this helps refine the data and assignment process. You may have lots of scan tags setup, in which case each of the agents or drivers you use may only service one area for you. If this is the case, you would need to make sure the data filter is limited to a destination for each of your rules.
4. Now, fill the details at the top of the page as shown below.
5. The allocation type was set when the rule was created but you can change again (if needed).
6. The allocate delivery trigger will need to be set to either Scanned Linehaul or Linehaul Manifest created.
It is up to you which of these options is best; keep in mind that if you pick Linehaul Manifest Created, and if the user doing the scanning forgets to create the manifest after all the scanning, the auto-assignment will not work. Therefore, it may be safer to select Scanned Linehaul as this means the trigger happens as soon as freight gets a Linehaul scan - it doesn't require a manifest be created.
7. The assign to agent/employee field needs to be set. To do so, click on the drop-down of the source to choose either Employee or Agent, and then click on the drop-down arrow to the right to select the relevant agent or employee. This will be who is assigned the connote when the auto-assignment triggers as shown below.
8. The assign Start and End times are the optional fields. These fields let you specify when the auto-assignment should be active.
a. If you set Start and End Time: The auto-assignment will only be active within these times. Outside this window, the auto-assignment will still happen, but the assignment will be on hold until the "Start" time is reached. This means the connote will show the assignment to the agent or driver but won’t be active until the specified start time.
b. Without Setting Time: The auto-assignment will happen at any time.
Using these times can be useful for scheduling assignments, such as ensuring that jobs only appear on a driver’s device during their shift, and possibly you wouldn't want any jobs auto-assigned to them to appear on their devices until the assign start time etc.
9. Once you have the settings configured it is a good idea to review before enabling an auto-assignment rule with the help of toggle button.
For our above example we are going to assign connotes to employee ShubhamDemo when a Linehaul scan with a destination of Brisbane and a scan tag of Test 01 has been performed. We are going to assign both pickups and deliveries to ShubhamDemo (whatever is scanned with the above criteria essentially).
10. Once you completed the above steps, click on Update to save the changes.
11. Once you completed the Auto-allocation details, now perform the Linehaul scanning.
For Example: Scanning the provided code, will assign the connote to ShubhamDemo. If ShubhamDemo is a registered employee or user, the connote will then appear on his device, as shown below.
If ShubhamDemo was an agent, then the job would just assign to that agent and wouldn't display on any devices; simply because an agent is usually company (collection of users) and not a single user. Assigning to an agent is useful though for pricing in terms of costs involved in a connote etc.
12. To update the scan tag, tap on the drop-down button next to the scan tag and select the appropriate one from the list.
If you want to see the history of this scanning, go to consignment and filter the applicable consignment, now go to History tab of any scanned connotes you will then see that the auto-assignment to your specified driver (employee) or agent has occurred as shown below.
13. This job will now appear on that user/employee's device.
If you scan 10 consignments in the same manner, the user will then have all 10 jobs on their device etc.
Consignments already assigned to a driver can’t be automatically reassigned. The driver must first finish their assigned tasks or remove the consignment from their device before it can be considered for auto-assignment.
Consignments already assigned to a driver can’t be automatically reassigned. The driver must first finish their assigned tasks or remove the consignment from their device before it can be considered for auto-assignment.
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