Card Files (Staff)

Card Files (Staff)


  

Create a New Staff Card

1. To create a new staff card, in your Transvirtual web portal, go to Transport > Configuration and Setup > Card Files (Customers/Suppliers/Staff), click on Staff (Users) tab, the staff list will display as shown below.                         
2. On staff (Users) page, click on the New User, a pop up for create a new user will display as shown below.
  
3. Now, manually enter a username, ensure it ends with a @yourcompanyname (no need to include a .com) i.e., tom@yourcompanyname and enter password.
When creating the password make sure that you enter at least 6 characters.
4. If the user will be scanning and delivering consignments, then make sure to Enable Mobile Device Access toggle by clicking on it in Yes position.
5. Once done click on Add button, the newly added user will display on the staff list as shown below.

6. To add more information and advanced user settings, go to Edit/Modify User detail section of this article.

To Add/Update User Detail

1. To edit the user details, on staff list page, first double clicks on the applicable user, view/edit card file page will display as shown below. 

2. On view/edit card file page, you will see different tabs, i.e., Details, Completed Forms, Driver Details, Files/Images and Notes.

Details

1. To update any of the field, first double left clicks and then manually update/add the details and then click on save button to add or update the changes.
2. You can click on toggle button to enable or disable the respective field.
By default, details tab of selected user will display as shown above and this details tab has different - different subsections as describe below.  
This detail section further divided into several sections as describe below.

General Information
1. This section will describe general information and assignments within Transvirtual.
2. You can update the following field as describe below.
  1. First Name: Users First Name.
  2. Last Name:  Users Surname.
  3. Email Address:  Users Email Address.
  4. Mobile Number:  Users Mobile Number.
  5. Time Zone: Users Time Zone - This is used extensively throughout Transvirtual to display timing for events both relative to the user but also users across timezones.
  6. Headport Assigned: Users default Headport.
  7. Employee Code: Could be used in sending data through EDI in place of using a name.
The following 3 must be used together. They allow the auto login of a user to a specific page. This is generally used for in conjunction with devices &/or display information about the current work.
  1. Auto Login URL: This is Auto-Generated on User Creation.
  2. Auto Login Location IP: You must set your public IP address if you require auto login to function. This ensures your auto login is bound to your single location. To obtain your IP, website such as www.whatismyipaddress.com can assist you.
  3. Auto Login Redirect To: Enter the full Transvirtual URL of the page you would like to auto load against the auto login feature.
  4. Enable Google Authenticator: 2-Step Authentication is available for logins and is important to protect vital financial and client data.
Enable this setting and follow the prompts to complete the setup.

Actions
This section helps you to either download the app via mobile link sent to your number or can change the password as shown below.



1. If you want to download the mobile app, then click on the Send Mobile App Download Link via SMS link to a mobile number to download the Android application will be sent, now follow the instructions and download the app via the link.
2. If you want to change the user password, then click on Change Password, change user password popup will display as shown below.
   
3. Now, manually enter the New Password and Confirm Password in the related field and then click on Save button to update the password.

Customer Enquiry Groups

General Information
1. This section helps you to assign the customer enquiry groups for the user. To assign, simply click on the checkbox, the user will assign to selected groups as shown below.

    
2. These group permissions are populated on the Configuration > Lists and Zones > Dictionary Lists, click on the Customer Enquiry Groups. This allows you to add the user to the appropriate groups.

Mobile Settings

General Information

In this section you set settings for mobile devices within Transvirtual against the user.

1. To update any of the field for mobile settings, first double left Click or single click on the sliders to change the value/name, complete the changes and then click on the Save button.
2. You can update the following the fields as describe below.

a. Sync Blackout Periods (Start & End): Are used to ensure that information (i.e., Consignments) are not sent to mobile devices between a start and end time. These can be set in the global settings to have a default for all mobile devices (Click Here for instructions) but can be overridden on a user basis. These are set to 5 minutes intervals in both AM and PM. When you select either the Start or End time you will be presented with a selection box like the following:
                                                         
Select the hour, and then the minute as shown above and then click on the Save button.
b. Enable Mobile Access: Enables this user to log on via a mobile device via the Transvirtual app. Additionally, if enabled this user will display as an option for allocations.
c. IT Support Only: Removes GPS Tracking for this user, use toggle button to enable or disable this setting.

Permission Groups

General Information
This section helps you set the security groups for the user. To set security group, simply click on the checkbox, the permission group(s) will assign to the selected user as shown below.
     
You can add multiple permission groups to a single user.
These group permissions are populated on the Configuration > General > Security Groups, the security groups list page will display. Here, you can see the different-different security groups and can add new security groups also.

Visible Alerts

General Information

This section helps you to turn on visible alerts for the user. These alerts will appear in the top right of the header as a red notification. You can enable these setting by clicking on the applicable checkbox as shown below.

   

Field Information:

  • When Driver has Requested Mobile Access: When a user's signs up via the mobile app they will need your company Transvirtual number to connect to your system. A notification will be displayed for you to authorise access to these devices.

  • When Customer has Requested Transvirtual Link: Your customers who are Transvirtual users can request to link accounts. This gives you seamless access to consignment data relating to freight they have assigned to you. The customer will also have access to consignment status data as it moves through your delivery network.

  • When Agent has Requested Transvirtual Link: Your agents who are Transvirtual users can request to link accounts. This gives you seamless access to consignment data relating to freight you are assigning to them. Your agents will also have limited access to consignment data that you assign to them.

  • When customer (or agent) adds comment to a consignment: When a customer, or agent, adds new comments to a consignment (within the communications tab) they are flagged. If you enable this setting, you will be alerted to new comments.

  • Customer Export Rule Requires Approval: Enables notification when customers send export rules to your Transvirtual account.  

  • Authority to Leave entered by Receiver: Allow Authority to Leave in Tracking option must be enabled from the Settings Page for this option to work. When a receiver enters an Authority To Leave (ATL) on the delivery day before the driver arrives, an alert will be displayed to notify the driver of the ATL update.

  • Additional Service Requires Approval: If a delivery was unable to be delivered and requires an additional service, this will notify the user that this service requires approval.

User Edit/Modify - Printer Settings

This feature allows you to send different print jobs direct to a nominated printer (e.g., label or connote) bypassing the print dialogue window and removing the requirement to open PDF's in another tab/window. It provides a single click solution which streamlines and improves the efficiency of printing with Transvirtual.

Add/Edit Driver Details

Driver details page will show you the details related to Driver Licence along with driver skills and Licence image. These details help to track the driver licence such as Licence Expiry date, Licence Type etc. and take necessary action accordingly.

The Driver details tab will only appear if the staff member enables the mobile app. 
   
- The above setting can be found in user detail tab.

1. On staff detail page, click on Driver Details tab, the driver details will display as shown below.
2. On driver details page, there are different sections where you can add/update driver licence detail, driver skills and licence image as describe below. 

To Add/Update Licence Detail

1. To add/update the Licence Detail, on driver details tab, enter the details as follows.
      a. First Name: Enter the driver first name.  
      b. Last Name: Enter the driver's last name here.
      c. Licence Number: Enter the Licence Number.      
      d. Expiry Date: Licence Expiry date.
      e. Licence Type: With the help of drop and down select the licence type.
      f. Address: Driver address enter here.
      g. Suburb: Manually enter the suburb details.
      i. Date of Birth: Enter the driver date of birth with the help of Calander.
      j. Conditions: Manually enter the driver condition.
      k. Card Number: Card number if any.
To know more about Licence type, click here.
2. Once you added/updated the details, click on Save to update the changes as shown below.
                                                                              

Licence Image

1. If you wish to upload the licence image, then on the bottom of the driver detail page, either select the image from the database by clicking on it or drop and down the image in the specified field as shown below.
                                                                        
2. If you want to view/remove the image, then click on applicable button as shown below.                                                                            
   
3. If you are trying to remove the image then click on Remove button, a confirmation pop up will come here click on Yes, delete, the applicable image will be deleted as shown below.
 

Driver Skills

1. On driver detail page, right side of the screen there is a section specified for driver skills, this section shows the skills related to this driver as shown below.
   
2. On driver skill section, you can edit, delete and add a skill.

To add a Driver Skill

1. To add a driver skill, on driver skill section, click on Add Driver Skill as shown above, a pop up for Edit Driver Skill will display as shown below.
   
 
2. With the help of drop-down button, select the Driver Skill and then enter the Expiry Date with the help of Calendar, now click on Save button, the skill will add in driver skill list as shown below.
     

If you wish to know more about driver skill, click here.
To Edit/Delete a Driver Skill

1. If you want to edit the driver detail then click on Edit Icon, the edit driver skill pop up will display, here you can update the driver skill and expiry date and then click on Save to update the changes as shown below. 
   
2. If you wish to delete the driver skill then click on Delete Icon, a confirm dialog pop up will display, click on Yes, the selected skill will delete from the database as shown below.
   

Files/Images

1. To upload image/files, first click on Files/Images tab, the images/files page will open as shown below.
                                              
2. There are two ways upload images/files in this tab. 
      a. Drag the file and drop on the related column.
      b. Click on the box and select the appropriate file from the database.
3. If needed you can view the file history where you can see the file type, Username (Who uploaded the file), Date and Title.                                           
4. to update any existing file, first select the file detail of selected file will come on right-hand side of the screen as shown above.
5. On file detail section, you can Download or Delete the file by clicking on the related button, the file will be download or deleted.
6. If needed, you can add Notes manually in the Notes field or you can update the Title by manually enter the title name.
7. Once you done with the changes click on the Update button to save the changes.

Notes

This field help to add Notes for vehicle.
1. To add a note, on Notes tab, click on the Add button, the add comment pop-up will come on screen as shown below.
 2. Now add a comment in the comment section and then click on the Add button, the newly added comment will be visible on User comments screen.

Searching/Finding a User

1. On staff list page, you can see there are different search/filters to find a user.
2. This page allows you to filter the users on a number of fields stored against each customer. In this case, Under the "Login Name" column there is a search box you can enter part of the name. Push the Enter key on the keyboard and you will be showed a list of the customers that match the search criteria as shown below.

Delete a User

1. To delete any user, first select a customer and then double click on it to see the detail of that user a sshown below.

2. Now, click on the Delete User as shown above, a confirmation popup will display as shown below.
                                                                                                                              
3. Click on Yes, the user details will be deleted from the database.

Re-Adding a Deleted User

Users that are deleted through the Web Portal are only disabled and not presented in the User list. Working through the following instructions shows you how to find and re-enable a User that has been deleted.
1. To open the Staff List page, go to Transport > Configuration and Setup > Card Files, click on staff, the Staff List will open.
2. In the top right-hand corner, there is a tick box labelled "Show Deleted". If you select this tick box it will refresh the user list, and any deleted user(s) will be highlighted in orange as shown below.
3. This page allows you to filter the customers on a number of fields stored against each customer. In this case, Under the "Login Name" column there is a search box you can enter the part of the name and push the Enter key on the keyboard and you will be showed a list of the customers that match the search criteria.
4. If you wish to see the detail of any staff then double click on the it, the detail of selected staff will display.

Reset a Login Password

 
  1. Locate your user from Transport > Configuration and Setup > Card Files, click on Staff tab.
  2. Double Click on user card you wish to reset the password. and select Change Password from the top right-hand side of the user card.
  3. Enter new password for the Staff/User login and click on Save to update the changes.

Staff List Import

This import can only be done by a Transvirtual staff member! Please contact us to help you achieve this.
1. This process uses a csv/excel file to create staff users in bulk. If you require this, contact Transvirtual and we will send you two files: an 'Import' file and a 'Values' file.
2. The Import file is what needs to be filled out and sent back to us and the Values file will contain the data you can use to fill out the Import file, it will help with ensuring all entered data is formatted correctly. The Import file you receive will look like the below:

3. You will be required to populate this file with the appropriate values for each new user you wish to create. An example could be the below:
Timezone: This is the timezone the user will operate out of. Common examples are Brisbane timezone users need to be set as E. Australia Standard Time (from the Values file) and Sydney timezone users need to be set as AUS Eastern Standard Time (from the Values file).
Employee Code: A unique code you can assign to each user if you wish but not required.
Customer Name: This column allows you the ability to link a user to a customer - in this case you would actually be creating a customer login for that customer.
Agent Name: This column allows you the ability to link a user to an agent - in this case you would actually be creating an agent login for that agent.
Permission Group: The level of access you wish the user to have to your Transvirtual account. Most of your users may be drivers or operations. If so, ensure they are in the relevant Security Group.
If this field is left blank in the Import file, the user will default to the group specified here:

   

This can be changed under Configuration > General > Global Setup > General tab > Other (bottom-right of page).
If creating customer or agent logins, they also default to the specified group as above, if the Permission Group field is left blank.
Force Password Reset: Typing YES means that the user will be forced to create their own custom password after they login (recommended).
Mobile Enabled: Typing YES means the user will have access to use the same login on the mobile app. Recommended for drivers or operational staff that require device usage (scanning/deliveries through Sign on Glass, etc).
The rest of the columns are self-explanatory but let us know if we can assist with these.
4. Each row represents a unique user you wish to create. At a minimum you only need to enter a Username and Firstname for each new user in this file.
However, we recommend that the Headport, Security Group, Email Address and Password also be included.
5. The other file that you will be sent will be a Values file. This Values file will contain options on what can be entered under each column in the Import file that will be used to create the new users. It will look a bit like as shown below.

        
The highlighted text in the above image represents column names in the Import file.
For Example: in the above image there are two options under ForcePwdResetList.

      
These are the ONLY two available options to be entered into the below section in the import file:

     
6. You can see that YES has been typed which means that each of these new users will be forced to reset and change their password. It will be useful if you want each user to define their own custom password (recommended).
7. The Values file contains data for the columns in the Import file. For the import to work correctly the column data for each row MUST match exactly to exiting options from the Values file you will receive - this does not apply to username, names, passwords etc where there will be no existing data, and each value will need to be unique. Things like Headports, Time-zones, etc will need to be entered EXACTLY as per what is listed in your Values file.
Any columns that exist in the Values file MUST be used to populate the corresponding column in the Import file.
8. Once the import file has been filled out, send to Transvirtual. It will then be checked to ensure no errors and imported from there if okay or sent back to you to change/modify if errors are present.

Extra Information

How to Setup the Printer

When enabled in your browser this utility automatically prints labels and consignment notes without requiring any user interaction. Each time a consignment is created, the labels and connote will be printed automatically. This feature is particularly useful for users who frequently create a large number of consignments.
Step-by-step Guide

It may take 10-20 seconds for the options to display. If you have already installed the utility and you are prompted to reinstall it, reload/refresh the page from your browser and wait for the utility to reload. 

For additional help you can contact support@transvirtual.com.au.

 
Printing from your browser will normally require a number of mouse clicks:

  1. Click 'Print' from the menu to open the 'Print Dialog Box'.

  2. Select your desired printer.

  3. Click 'Print' button again to trigger print job.

To assist users that are creating large numbers of consignments each day, we have implemented the Browser Print Processor. This utility allows the browser to send print jobs directly to your local printers without any user interaction required. Different printers can be nominated for consignment notes and labels. With this option enabled, as soon as a consignment is created and saved the connote/label will be sent to the appropriate printer.

Step 1 - Install the Browser Print Service Utility

1. Go to the Printer Settings section of your profile page. The quickest way to get there is to click on your login name to the right of the header bar and click on the Profile as shown below.



2. On your profile page, scroll down and go to printer setting, select and download the utility that corresponds to the platform you're using. You may be presented with a warning message. Ensure you allow the utility to run and remember your settings.

If you wish to download the printer for Linux or Mac then click on applicable download link as shown above.
You can also download the printer by clicking on this link. https://portal.transvirtual.com/Resource/DownloadThirdPartyApp/wcpp_windows but this link is applicable for Windows only.


Step 2 - Run the Application

You may need to refresh your page when completed. You will then have the opportunity to nominate which printers you would like to assign to print both consignment notes and labels, as shown below.


Step 3 - Turn Consignment and Label Printing Settings ON/OFF

From the consignment creation page, you can use the sliders in the bottom right box to turn the printing options ON or OFF.


Note: If using this function, it is recommended that Adobe Acrobat is installed on your computer and set as the default PDF application (the app that will open any PDFs that you generate).
The reason for this is that this printer app is designed to use this app as the default. Other applications may work for this but, if possible, installing Adobe Acrobat and setting as the default is advised.
Setting Adobe Acrobat as the default app to open PDFs is usually straight-forward - often you will be prompted to do so; if not you can open Adobe Acrobat and set as a default from within the app itself.


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