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Managing Notifications

Notifications ensure your team stays informed about critical shipment events. While flags provide visual indicators in the dashboard, notifications deliver active alerts via email. This guide explains how to configure notification delivery methods, manage recipients, and optimize your alerting strategy.

Overview​

Dockflow notifications:

  • Deliver real-time or scheduled alerts - Choose immediate emails or daily summaries
  • Target specific recipients - Send to individuals, teams, or roles
  • Integrate with flags - Notifications are configured per flag
  • Provide backup coverage - Ensure alerts are never missed with backup contacts
  • Enable proactive management - Stay ahead of issues with timely notifications
Flags vs. Notifications

Flags mark shipments requiring attention and provide visual indicators in the dashboard.

Notifications actively alert users via email about flag assignments.

Both work together: Flags provide visibility, notifications ensure awareness.

Understanding Notification Architecture​

How Notifications Work​

1. Event Occurs (e.g., container discharged)
      ↓
2. Automation Triggers
      ↓
3. Flag is Set on Container
      ↓
4. Notification Configuration Checked
      ↓
5. Email Sent to Recipients (if configured)

Key Concepts​

Flags are passive, notifications are active:

  • A flag without notifications simply marks the shipment
  • Notifications require explicit configuration
  • You can have flags without notifications, but not notifications without flags

Notification independence:

  • Each flag has its own notification configuration
  • Different flags can have different delivery methods
  • Recipients can vary by flag type

Delivery methods are mutually exclusive:

  • Each flag uses either Direct Email OR Daily Report
  • Cannot send both for the same flag
  • Choose the method that fits each flag's urgency

Delivery Methods​

Dockflow offers two notification delivery methods:

Direct Email (Real-Time)​

Sends an individual email immediately when a flag is set.

Characteristics:

  • Timing: Sent within seconds to minutes of flag assignment
  • Volume: One email per flagged container
  • Format: Individual message with full container details
  • Use case: Time-sensitive events requiring immediate action

Advantages:

  • Immediate awareness of critical events
  • Detailed information for each occurrence
  • Enables rapid response
  • Clear audit trail (one email per event)

Disadvantages:

  • Can overwhelm inboxes with high volumes
  • May cause alert fatigue if overused
  • Separate emails can fragment information

Example email subject:

Dockflow Alert: Container ABCD1234567 - Discharge Event

Example scenario:

Multiple containers in a shipment are delayed
→ You receive separate emails for each delayed container
→ 5 delayed containers = 5 individual emails
When to Use Direct Email

Choose Direct Email for:

  • Critical events requiring immediate action
  • Low-frequency flags (won't overwhelm)
  • Situations where immediate response prevents escalation
  • High-value or time-sensitive shipments
  • Flags that require individual container attention

Examples:

  • Customs hold
  • High dwell time exceeding SLA
  • Reefer container temperature alerts
  • VIP customer shipments
  • Critical documentation missing

Daily Report (Consolidated)​

Sends a single summary email containing all flagged containers from the past 24 hours.

Characteristics:

  • Timing: Sent once daily at a scheduled time (typically early morning)
  • Volume: One email per day, regardless of flag count
  • Format: Summary table with all flagged containers
  • Use case: Regular monitoring without inbox overload

Advantages:

  • Reduced inbox clutter
  • Consolidated view of all issues
  • Easier to prioritize and triage
  • Suitable for high-volume operations
  • Better for strategic oversight

Disadvantages:

  • Delayed awareness (up to 24 hours)
  • May miss time-sensitive issues
  • Less detail per container
  • Requires proactive review

Example email subject:

Dockflow Daily Report: 23 Flagged Containers - January 28, 2026

Example scenario:

Multiple containers flagged throughout the day
→ All included in single morning report
→ 50 flagged containers = 1 consolidated email
When to Use Daily Report

Choose Daily Report for:

  • High-volume operations (many flags per day)
  • Informational flags not requiring immediate action
  • Strategic oversight and planning
  • Recipients who prefer consolidated views
  • Flags used for trending and analysis

Examples:

  • Standard arrivals and departures
  • Routine milestone notifications
  • Performance tracking flags
  • Audit and compliance monitoring
  • Weekly planning and coordination

Recipient Options​

Configure who receives notifications for each flag.

Recipient Types​

Never​

No notifications sent for this flag.

When to use:

  • Flag is for visual dashboard tracking only
  • Notifications not needed or would add noise
  • Team monitors dashboard proactively
  • Testing flags before enabling notifications

Example:

Flag: "Container in Transit"
Recipients: Never
Reason: Informational only, no action required

Lead Contact​

Sends notification to the tradeflow's designated lead contact.

When to use:

  • Shipment-specific accountability
  • Customer service workflows
  • Account management structure
  • Flags requiring context knowledge

Example:

Flag: "Customer Documentation Required"
Recipients: Lead Contact
Reason: Lead contact knows customer communication history

How lead contacts are determined:

  • Set in tradeflow details
  • Typically the primary coordinator for that shipment
  • Can be updated per tradeflow
  • Defaults to creator if not specified
Lead Contact Benefits

Using Lead Contact dynamically routes notifications to the right person for each shipment, without needing separate automations for different account managers or coordinators.

Team​

Sends notification to all members of the associated team.

When to use:

  • Shared responsibility among team members
  • Operations teams managing multiple shipments
  • Coverage during absences
  • Collaborative problem-solving needed

Example:

Flag: "High Dwell Time"
Recipients: Team
Reason: Operations team triages and assigns follow-up

How teams are determined:

  • Set in tradeflow details
  • Maps to teams defined in organization settings
  • Can include 2-20+ members
  • All team members receive notification
Team Size Considerations

Large teams mean many emails per flag. Ensure team members expect and need these notifications. Consider using Daily Report method for large teams to reduce overall email volume.

Always​

Sends notification to specific users for every occurrence, regardless of shipment assignment.

When to use:

  • Testing and validating automations
  • Supervisory oversight
  • Compliance or audit requirements
  • Centralized monitoring

Example:

Flag: "Customs Hold"
Recipients: Always → Compliance Manager
Reason: Manager must be aware of all customs holds for reporting

Configuration:

  1. Select "Always"
  2. Choose specific users from dropdown
  3. Select multiple users if needed
  4. All selected users receive every notification for this flag
Testing with "Always"

When testing new flags or automations:

  1. Set recipient to "Always" with your email only
  2. Verify notifications work correctly
  3. Adjust to appropriate recipient type once validated
  4. Prevents accidental spam to team during testing

Backup Contact​

Sends notification to a designated backup user when no other recipient is configured or available.

When to use:

  • Failsafe to prevent missed notifications
  • Coverage for unassigned shipments
  • Catch-all for edge cases
  • Ensure critical flags are never missed

Example:

Flag: "Discharge Event"
Recipients: Lead Contact
Backup Contact: Operations Manager
Result: Lead contact receives notification, OR operations manager if no lead contact assigned

How backup contacts work:

  1. System checks for primary recipient (Lead Contact, Team)
  2. If primary recipient exists and is valid, send to primary
  3. If no primary recipient or primary is invalid, send to backup
  4. Backup ensures no flag goes unnoticed
Backup Contact Best Practice

Always configure a backup contact for critical flags. This ensures notifications are delivered even when shipments lack lead contact or team assignments.

Configuring Notifications​

Accessing Notification Settings​

  1. Log in to your Dockflow account
  2. Navigate to Automations in the main menu
  3. Click the Flags tab
  4. You'll see a list of all flags in your organization

Viewing Current Configuration​

The Flags list displays:

  • Flag name - Identifier for the flag
  • Color - Visual indicator
  • Notification method - Direct Email, Daily Report, or None
  • Recipients - Who receives notifications
  • Status - Active or inactive

Editing Notification Settings​

For each flag:

  1. Locate the flag in the Flags list
  2. Click Configure Notifications or the settings icon
  3. Select delivery method:
    • Direct Email (immediate)
    • Daily Report (consolidated)
  4. Choose recipient type:
    • Never
    • Lead Contact
    • Team
    • Always (specify users)
  5. Set backup contact (optional but recommended)
  6. Save changes

Changes take effect immediately for future flag assignments.

Batch Configuration​

To configure multiple flags at once:

  1. Navigate to Automations → Flags
  2. Select multiple flags (checkbox selection)
  3. Click Bulk Edit Notifications
  4. Apply same settings to all selected flags
  5. Confirm changes
Bulk Edit Caution

Bulk editing applies the same notification settings to all selected flags. Ensure this makes sense for all flags you've selected before confirming.

Notification Content​

Direct Email Format​

Subject line:

Dockflow Alert: Container [Number] - [Flag Name]

Email body includes:

  • Container number
  • Flag name and description
  • Tradeflow reference (B/L, booking)
  • Current location and status
  • Key milestones (last departure, expected arrival)
  • Link to full tradeflow details in Dockflow
  • Timestamp of flag assignment

Example:

Container: ABCD1234567
Flag: Discharge Event
B/L: MAEU1234567890
Status: Discharged at Rotterdam Terminal
Vessel: MSC SOFIA
Discharged: January 28, 2026 08:45 GMT
Next Step: Customs clearance required

View full details: [link to Dockflow]

Daily Report Format​

Subject line:

Dockflow Daily Report: [Count] Flagged Containers - [Date]

Email body includes:

  • Summary count by flag type
  • Table with all flagged containers:
    • Container number
    • Flag name
    • B/L or booking reference
    • Current status
    • Time flagged
  • Filters and sorting options
  • Link to dashboard view with all flagged containers

Example:

Daily Summary - January 28, 2026

Flagged Containers: 23
  - Discharge Event: 12
  - High Dwell Time: 8
  - Documentation Required: 3

Container          Flag                 B/L              Status
ABCD1234567       Discharge Event      MAEU123...       Discharged
EFGH9876543       High Dwell Time      MSCU456...       At terminal (7 days)
IJKL1122334       Docs Required        HLCU789...       Awaiting clearance
[... 20 more rows ...]

View all flagged containers: [link to filtered dashboard view]

Optimization Strategies​

Reducing Alert Fatigue​

Alert fatigue occurs when users receive too many notifications and start ignoring them.

Symptoms:

  • Unopened notification emails
  • Delayed response to critical issues
  • Complaints about email volume
  • Important alerts missed

Solutions:

  1. Audit flag necessity

    • Review all active flags
    • Disable notifications for non-critical flags
    • Keep only actionable flags

  2. Use Daily Report for high-frequency flags

    • Switch informational flags to Daily Report
    • Reserve Direct Email for urgent issues
    • Reduce total email count

  3. Target recipients precisely

    • Use Lead Contact instead of Team when possible
    • Limit "Always" recipients
    • Remove unnecessary recipients

  4. Combine related flags

    • Consolidate similar flags
    • Use fewer, more meaningful flags
    • Reduce redundant notifications

Balancing Speed and Volume​

Find the right balance between immediate awareness and manageable email volume:

Flag TypePriorityVolumeRecommended Method
Critical exceptionsHighLowDirect Email
Standard milestonesMediumHighDaily Report
Informational trackingLowHighDaily Report or Never
Customer escalationsHighLowDirect Email
Routine operationsMediumMediumDaily Report

Segmenting by Role​

Different roles need different notifications:

Operations Team:

  • Direct Email: Customs holds, high dwell, temperature alerts
  • Daily Report: Standard arrivals, departures, discharges

Customer Service:

  • Direct Email: Delays affecting customer commitments
  • Daily Report: Routine milestones for proactive updates

Management:

  • Daily Report: All flags for oversight
  • Direct Email: Only critical escalations

Finance:

  • Daily Report: Arrival confirmations for invoicing
  • Never: Operational flags not relevant to billing

Progressive Escalation​

Use notification timing for escalation workflows:

Initial flag:

Flag: "High Dwell Time - Day 3"
Recipients: Lead Contact
Method: Daily Report

Escalation after 5 days:

Flag: "High Dwell Time - Day 5"
Recipients: Team + Operations Manager
Method: Direct Email

Critical escalation after 7 days:

Flag: "High Dwell Time - CRITICAL"
Recipients: Always → Senior Management
Method: Direct Email

Best Practices​

Notification Design​

  1. Clear flag names - Recipients should understand the issue immediately
  2. Actionable flags - Only notify when action is needed
  3. Appropriate urgency - Match delivery method to required response time
  4. Defined ownership - Clear who should respond to each flag
  5. Documented procedures - Team knows what to do when notified

Recipient Management​

  1. Right person, right time - Target notifications to those who can act
  2. Avoid over-notification - Don't send to people who don't need it
  3. Regular review - Audit recipient lists quarterly
  4. Vacation coverage - Use Team or Backup Contact for continuity
  5. Role-based, not person-based - Use teams and lead contacts instead of specific users when possible

Testing and Validation​

  1. Test before production - Validate notifications with "Always" → yourself
  2. Verify delivery - Confirm emails arrive and aren't spam-filtered
  3. Check content - Ensure emails contain useful information
  4. Validate timing - Confirm Direct Emails are immediate, Daily Reports on schedule
  5. Iterate based on feedback - Adjust based on recipient input

Maintenance​

  1. Regular audits - Review notification configuration quarterly
  2. Remove obsolete flags - Delete flags no longer needed
  3. Update recipients - Adjust as team structure changes
  4. Monitor engagement - Track if notifications are being acted upon
  5. Continuous improvement - Refine based on usage patterns

Troubleshooting​

Notifications Not Being Received​

If users report missing notifications:

  1. Check spam/junk folders - Email filters may block
  2. Verify email address - Ensure user profile has correct email
  3. Confirm notification enabled - Check flag configuration isn't set to "Never"
  4. Review recipient selection - Ensure user is included in recipient type
  5. Check delivery method - Daily Reports send once per day, not immediately
  6. Validate flag assignment - Confirm flag is actually being set
  7. Test with sample - Manually assign flag to test delivery

Too Many Notifications​

If users complain about email overload:

  1. Audit flag configuration - Review all flags with Direct Email
  2. Switch to Daily Report - Convert high-frequency flags
  3. Reduce recipient scope - Use Lead Contact instead of Team
  4. Disable unnecessary notifications - Set non-critical flags to "Never"
  5. Consolidate flags - Combine similar flags to reduce count
  6. Educate on email filters - Help users create rules to organize

Wrong People Being Notified​

If notifications go to incorrect recipients:

  1. Check recipient type - Verify Lead Contact/Team/Always settings
  2. Review tradeflow assignments - Ensure lead contacts and teams are correct
  3. Audit "Always" lists - Remove users who shouldn't receive all notifications
  4. Verify team membership - Confirm team rosters are up to date
  5. Check backup contacts - May be triggering unexpectedly

Delayed Notifications​

If notifications arrive late:

  1. Verify delivery method - Daily Reports are inherently delayed
  2. Check email server issues - Corporate email may have delays
  3. Review automation logs - Confirm when flag was actually set
  4. Consider data sync timing - Source data may arrive delayed
  5. Contact support - Persistent delays may indicate system issues

Frequently Asked Questions​

Q: Can I customize the email template for notifications? A: Currently, email templates are standardized. You can customize flag names and descriptions, which appear in notifications, but not the overall template format.

Q: Can I send notifications to external email addresses? A: No, notifications can only be sent to registered Dockflow users. This ensures data security and compliance.

Q: What time are Daily Reports sent? A: Daily Reports are typically sent early morning (6:00-8:00 AM) in your organization's configured timezone. Exact timing may vary based on data processing schedules.

Q: Can I receive notifications via SMS or mobile app? A: Currently, notifications are email-only. Mobile app push notifications may be added in future releases.

Q: Do notifications work with shared flags? A: Yes, but notifications must be configured in each organization. Sharing a flag doesn't automatically create notifications for partners - they must set up their own notification preferences.

Q: Can I disable all notifications globally? A: No, there's no global disable. You must set each flag to "Never" individually. This prevents accidental silencing of critical alerts.

Q: How many recipients can I add to "Always"? A: There's no hard limit, but we recommend fewer than 10 to avoid notification fatigue. Use Team for larger groups.

Q: Will I be notified about flags set before notification was enabled? A: No, notifications only trigger for flags set after you enable notifications. Historical flags don't generate retroactive alerts.

Support​

Need help configuring notifications?