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Automatic Deactivation Policies

Dockflow automatically deactivates tradeflows based on specific conditions to keep your dashboard focused on active shipments. This guide explains when and why tradeflows are deactivated, how to prevent unwanted deactivations, and how to manually override automatic policies.

Overview​

Automatic deactivation:

  • Reduces clutter - Keeps your dashboard focused on active shipments
  • Improves performance - Reduces data processing overhead
  • Maintains data accuracy - Flags shipments with missing or stale data
  • Enables manual override - You retain full control to reactivate when needed
Key Concept

Deactivation doesn't delete data. Deactivated tradeflows are preserved in your system and can be reactivated at any time. Think of it as archiving rather than deletion.

Deactivation Policies​

Dockflow implements four automatic deactivation scenarios based on shipment lifecycle and data availability.

Policy 1: Empty Container Returns​

Trigger: All containers in a shipment have been returned empty at the destination

Process:

  1. System detects all containers marked as empty returns
  2. A flag is set on the tradeflow
  3. After 7 days, the tradeflow is automatically deactivated

Conditions:

  • Applies only to tradeflows that are at least one month old
  • All containers must show empty return status
  • 7-day grace period allows time to verify completion
Why This Policy Exists

Empty container returns typically signal the end of a shipment's lifecycle. The tradeflow has served its purpose: goods were delivered, containers were emptied, and empties were returned. Deactivating these keeps your active shipment list relevant.

Example scenario:

- Container ABCD1234567 discharged at Rotterdam on Dec 1
- Cargo delivered and container emptied on Dec 5
- Empty return registered at terminal on Dec 8
- Flag set: "Empty Return Confirmed"
- Tradeflow auto-deactivated on Dec 15 (7 days later)

How to prevent deactivation:

  • Manually reactivate the tradeflow before the 7-day period ends
  • Useful if you're still tracking post-delivery activities
  • Reactivation resets the 7-day countdown

Policy 2: Missing Carrier Data​

Trigger: API-created shipments without carrier data confirming departure or arrival

Process:

  1. Tradeflow created via API integration
  2. System searches for carrier data (departure/arrival confirmation)
  3. No containers or sailing data found
  4. Approximately 1 month after expected arrival date, tradeflow is deactivated

Conditions:

  • Only affects shipments created through API
  • Must lack both departure and arrival confirmation
  • No containers identified in system
  • Evaluated against expected arrival date, not creation date
Why This Policy Exists

API-created shipments without carrier confirmation may be:

  • Cancelled bookings that never materialized
  • Incorrectly entered data
  • Shipments that used different reference numbers
  • Planning entries that weren't finalized

Deactivating these prevents tracking ghost shipments.

Example scenario:

- API creates tradeflow on Jan 1 with expected arrival Feb 1
- No B/L or container numbers provided
- No carrier sailing confirmation received
- System checks for data through Feb 28
- No confirmation found
- Tradeflow auto-deactivated around Mar 1 (1 month after expected arrival)

How to prevent deactivation:

  • Ensure API integrations include B/L or container numbers
  • Provide carrier and vessel information
  • Manually add container data if missing
  • Reactivate if shipment was valid but data delayed

Policy 3: Unverified Shipment References​

Trigger: Continuous search for bill of lading, booking, or container numbers yields no results

Process:

  1. System searches for shipment identifiers (B/L, booking, container)
  2. Searches continue across carrier and terminal data sources
  3. After 1-2+ months of unsuccessful searches, tradeflow is deactivated

Conditions:

  • Applies to all tradeflows with reference numbers
  • System must fail to find data across all sources
  • Duration varies (1-2+ months) based on data availability patterns
  • More lenient for new carriers or terminals with limited data history
Why This Policy Exists

If Dockflow cannot find your shipment reference in any data source after weeks of searching, the reference may be:

  • Incorrect or mistyped
  • From a carrier not integrated with Dockflow
  • A cancelled booking
  • Using alternative references you haven't provided

Deactivation flags these for review.

Example scenario:

- Tradeflow created with B/L "ABCD123456789"
- System searches carrier databases daily
- No matching B/L found after 6 weeks
- Tradeflow auto-deactivated
- User discovers typo: should be "ABCD123456798"
- User reactivates, corrects B/L, tracking resumes

How to prevent deactivation:

  • Double-check reference numbers for accuracy
  • Provide multiple references (B/L, booking, container numbers)
  • Verify carrier is supported by Dockflow
  • Manually add tracking data if carrier integration unavailable
  • Reactivate and update if references were initially incorrect

Policy 4: Prolonged Inactivity​

Trigger: No activity, manual modifications, or status changes for an extended period

Process:

  1. System monitors tradeflow activity
  2. No updates detected for approximately 9 months
  3. Tradeflow is automatically deactivated

Conditions:

  • Approximately 9 months of zero activity
  • No manual edits or updates by users
  • No new data from carriers, terminals, or other sources
  • No status changes or milestone updates
Why This Policy Exists

Tradeflows inactive for 9 months are likely:

  • Completed long ago
  • Abandoned shipments
  • Test or duplicate entries
  • No longer relevant to operations

This policy acts as a final cleanup for forgotten tradeflows.

Example scenario:

- Tradeflow last updated April 2025
- No subsequent carrier data
- No user edits or views
- No milestone changes
- By January 2026 (9 months later), auto-deactivated

How to prevent deactivation:

  • Periodically review and update tradeflows
  • Add notes or manual status updates to reset activity timer
  • Manually deactivate completed shipments promptly (resets for future use)
  • Reactivate if shipment becomes relevant again
Activity Resets Timer

Any activity resets the inactivity countdown:

  • Manual status update
  • Adding or editing notes
  • Updating reference numbers
  • Receiving new carrier data
  • User viewing and editing tradeflow details

Manual Deactivation and Reactivation​

While automatic policies handle most cases, you retain full manual control.

Manual Deactivation​

You can deactivate any tradeflow at any time, regardless of automatic policies.

How to manually deactivate:

  1. Navigate to the tradeflow you want to deactivate
  2. Open the tradeflow details
  3. Find the Status or Actions menu
  4. Select Deactivate
  5. Confirm the action

When to manually deactivate:

  • Shipment is cancelled
  • Duplicate tradeflow exists
  • Shipment completed and no longer needs tracking
  • Testing or training entries
  • Customer requests removal
Manual Deactivation Best Practice

Manually deactivate completed shipments promptly rather than waiting for automatic deactivation. This keeps your active shipment list clean and reduces noise for your team.

Manual Reactivation​

Reactivate any deactivated tradeflow whenever needed.

How to manually reactivate:

  1. Navigate to the Dashboard
  2. Apply a filter to show inactive/deactivated tradeflows
    • Click Filters
    • Add condition: Status = Deactivated (or Inactive)
    • Click Apply
  3. Find the tradeflow you want to reactivate
  4. Open the tradeflow details
  5. Find the Status or Actions menu
  6. Select Reactivate
  7. Confirm the action

When to manually reactivate:

  • Automatic deactivation was premature
  • New data becomes available for the shipment
  • Shipment was delayed but is now moving
  • Need to review historical shipment details
  • Customer requests reactivation for reference
Reactivation Restores Full Functionality

Reactivating a tradeflow fully restores:

  • Visibility in dashboard views
  • Automatic tracking and data updates
  • Flag assignments and automations
  • Scheduled report inclusion
  • All historical data and notes

Impact of Deactivation​

What Happens When Deactivated​

Visibility:

  • Tradeflow removed from default dashboard views
  • Not included in active shipment counts
  • Excluded from standard searches (unless filtered explicitly)
  • Hidden from scheduled reports (unless configured to include inactive)

Data:

  • All historical data preserved
  • Notes, documents, and attachments retained
  • Milestone history maintained
  • Reference numbers and metadata unchanged

Tracking:

  • Automatic data updates stopped
  • Automations and flags suspended
  • Notifications paused
  • Carrier/terminal data polling ceased

Access:

  • Still accessible via filters (show inactive/deactivated)
  • Direct links to tradeflow remain functional
  • Admin users can view and manage
  • Can be searched by reference numbers

What's NOT Affected​

Deactivation does not:

  • Delete any data
  • Affect billing or reporting (historical data intact)
  • Remove from API access
  • Change permissions or sharing settings
  • Impact related tradeflows or containers
Data Preservation

Think of deactivation as "archiving" rather than "deleting." All information is preserved and can be restored at any time.

Managing Deactivations​

Monitoring Deactivation Activity​

Stay informed about automatic deactivations:

Review deactivation logs:

  1. Navigate to Dashboard → Filters
  2. Add filter: Status = Deactivated
  3. Sort by deactivation date (most recent first)
  4. Review recently deactivated tradeflows

Set up deactivation alerts:

  1. Create a scheduled report showing deactivated tradeflows
  2. Filter: Status = Deactivated, Deactivated Date = Last 7 Days
  3. Schedule: Weekly delivery
  4. Recipient: Operations manager or admin

Create automation for notification:

Trigger: Status Change to "Deactivated"
Action: Send Email to Operations Team
Email: "Tradeflow [Reference] was automatically deactivated"

Preventing Unwanted Deactivations​

Strategy 1: Regular maintenance

  • Weekly review of upcoming deactivations
  • Update or reactivate as needed
  • Add notes to reset activity timer

Strategy 2: Improve data quality

  • Ensure accurate reference numbers
  • Provide complete shipment information
  • Verify carrier is supported by Dockflow

Strategy 3: Manual management

  • Manually deactivate completed shipments promptly
  • Reactivate shipments that need continued tracking
  • Use manual status updates to signal ongoing relevance

Bulk Reactivation​

For multiple tradeflows:

  1. Navigate to Dashboard
  2. Filter to show deactivated tradeflows
  3. Select multiple tradeflows (checkbox selection)
  4. Use bulk actions menu
  5. Select Reactivate
  6. Confirm bulk action
Bulk Actions Require Care

Bulk reactivation restarts tracking for all selected tradeflows. Ensure you actually need to track these shipments before bulk reactivating.

Best Practices​

Proactive Management​

  1. Regular reviews - Weekly review of aging tradeflows
  2. Prompt deactivation - Manually deactivate completed shipments quickly
  3. Data accuracy - Ensure reference numbers are correct from the start
  4. Status updates - Add notes periodically to maintain activity

Data Hygiene​

  1. Correct errors quickly - Fix typos in reference numbers before deactivation occurs
  2. Remove duplicates - Manually deactivate duplicate entries
  3. Complete information - Provide full shipment details (B/L, booking, containers)
  4. Verification - Confirm carrier support before creating tradeflows

Team Communication​

  1. Document policies - Ensure team understands automatic deactivation rules
  2. Define responsibilities - Assign who manages deactivations and reactivations
  3. Establish workflows - Create procedures for reviewing deactivated tradeflows
  4. Training - Educate team on manual override capabilities

Reporting and Analytics​

  1. Track deactivation reasons - Analyze why tradeflows are deactivated
  2. Identify patterns - Look for common issues (typos, missing data, carrier gaps)
  3. Improve processes - Address root causes of unwanted deactivations
  4. Measure impact - Monitor how deactivation affects dashboard utility

Troubleshooting​

Unexpected Deactivations​

If tradeflows are deactivated unexpectedly:

  1. Check deactivation reason - Review tradeflow notes or logs
  2. Verify data sources - Ensure carrier data is being received
  3. Review reference numbers - Confirm accuracy of B/L, booking, container
  4. Check last activity date - Determine which policy triggered deactivation
  5. Reactivate if needed - Restore tradeflow and address root cause

Cannot Reactivate​

If reactivation fails:

  1. Check permissions - Ensure you have admin rights
  2. Review tradeflow status - Confirm current status is "Deactivated"
  3. Try from details page - Reactivate from tradeflow details rather than list view
  4. Clear cache - Browser issues may prevent action
  5. Contact support - Persistent issues may require technical assistance

Repeated Deactivations​

If the same tradeflow keeps getting deactivated:

  1. Address root cause - Identify which policy is triggering deactivation
  2. Fix data issues - Correct reference numbers, add missing data
  3. Manual updates - Periodically update to maintain activity
  4. Consider manual management - If automatic policies don't fit, manage manually
  5. Evaluate necessity - Determine if tracking is actually needed

Missing Tradeflows​

If tradeflows seem to disappear:

  1. Check deactivation status - Filter to show deactivated tradeflows
  2. Review filters - Ensure dashboard filters aren't hiding them
  3. Search by reference - Use B/L or container numbers to find
  4. Check view settings - Verify view includes all statuses
  5. Review deletion logs - Confirm tradeflows weren't deleted (rare)

Frequently Asked Questions​

Q: Can I disable automatic deactivation? A: No, automatic deactivation policies are system-wide and cannot be disabled. However, you can always manually reactivate tradeflows as needed.

Q: Are deactivated tradeflows counted toward my account limits? A: No, deactivated tradeflows do not count against active shipment limits or quotas.

Q: How long are deactivated tradeflows retained? A: Indefinitely. Deactivated tradeflows are preserved in the system and can be reactivated at any time.

Q: Can I export deactivated tradeflows? A: Yes, filter your dashboard to show deactivated tradeflows and export as usual. All deactivated data is exportable.

Q: Will deactivated tradeflows appear in historical reports? A: Yes, if your report includes historical date ranges, deactivated tradeflows will appear in the data if they were active during that period.

Q: What happens to flags on deactivated tradeflows? A: Flags are preserved but inactive. If you reactivate the tradeflow, flags remain assigned and can trigger automations again.

Q: Can partners see deactivated tradeflows? A: By default, no. Deactivated tradeflows are hidden from standard views for both your organization and partners. Partners can access via direct links if previously shared.

Q: Does deactivation affect API integrations? A: API access to deactivated tradeflows remains functional. You can query deactivated tradeflows via API and reactivate them programmatically.

Support​

Questions about deactivation policies?