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Sharing Flags with Partners

Flags help identify shipments requiring attention, but by default they're only visible within your organization. Dockflow allows you to share flags with partners to improve collaboration, streamline communication, and enhance supply chain transparency.

Overview​

Flag sharing enables:

  • Partner visibility - External partners see flags on shared tradeflows
  • Proactive communication - Alert partners to issues without manual notification
  • Collaborative problem-solving - Work together to address flagged shipments
  • Reduced inquiries - Partners stay informed without contacting you
Use Cases
  • Share "Delayed" flags with freight forwarders for proactive rescheduling
  • Alert customs brokers to "Documentation Required" flags
  • Notify customers of "Ready for Pickup" or "Delivered" flags
  • Warn partners about "High Dwell Time" at terminals

Understanding Flag Visibility​

Default Behavior​

Private flags (default):

  • Only visible to users within your organization
  • Partners cannot see the flag or its status
  • Useful for internal tracking and workflow management

Shared flags:

  • Visible to all partners involved in the tradeflow
  • Partners see the flag name and status
  • Enables collaborative issue resolution
Who Sees Shared Flags?

Shared flags are visible to all partners involved in the corresponding tradeflow, including shippers, consignees, freight forwarders, customs brokers, and any other entities with access to the shipment.

Method 1: Sharing Existing Flags​

The quickest way to extend flag visibility is to convert existing private flags to shared status.

Step-by-Step Process​

1. Navigate to Flags​

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

2. Review Flag List​

The flags list displays:

  • Flag name - Descriptive identifier
  • Status - Private or Shared
  • Color - Visual indicator
  • Assigned count - How many shipments have this flag
  • Toggle switch - Privacy control

3. Toggle Flag to Shared​

  1. Locate the flag you want to share
  2. Find the toggle switch labeled Private or Shared
  3. Click to toggle from "Private" to "Shared"
  4. The flag immediately becomes visible to partners
Immediate Effect

When you toggle a flag to "Shared," all existing and future instances of that flag become visible to partners immediately. This applies retroactively to all tradeflows where the flag is currently assigned.

4. Verify Sharing Status​

Confirm the flag is now shared:

  • Status should show "Shared"
  • Toggle should be in the "Shared" position
  • No additional confirmation needed

Which Flags to Share​

Consider sharing:

✅ Good candidates for sharing:

  • Delivery-related flags (Arrived, Ready for Pickup, Delivered)
  • Exception flags (Delayed, High Dwell Time, Documentation Required)
  • Milestone flags (Customs Cleared, Gate Out, Discharged)
  • Coordination flags (Requires Attention, Action Needed)

❌ Keep private:

  • Internal workflow flags (Needs Review, Pending Approval)
  • Financial flags (Payment Pending, Invoice Required)
  • Sensitive operational flags (Carrier Performance Issue)
  • Customer classification flags (VIP Customer, High Volume)

Best Practices for Sharing Existing Flags​

  1. Review before sharing

    • Ensure flag names are clear and professional
    • Verify the flag doesn't contain sensitive information
    • Check that the flag is actually useful to partners

  2. Communicate the change

    • Notify partners when you start sharing new flags
    • Explain what the flag means and why it's shared
    • Provide contact information for flag-related questions

  3. Monitor partner feedback

    • Ask partners if shared flags are helpful
    • Adjust sharing based on partner needs
    • Remove sharing if flags cause confusion

Method 2: Creating Flags on Partner Accounts​

For more advanced collaboration, you can create flags directly within partner accounts, giving them control over flag automation and notifications.

When to Use This Method​

Use partner account flag creation when:

  • Partners need to manage their own flag triggers
  • Different partners require different flag configurations
  • You want partners to control their own notifications
  • Partners have unique workflows or requirements

Prerequisites​

To create flags in partner accounts, you need:

  • Partner account access - Login credentials or delegated access
  • Admin permissions - Ability to manage automations in partner account
  • Coordination - Agreement with partner on flag usage

Step-by-Step Process​

1. Access Partner Account​

  1. Navigate to Settings → Partners
  2. Locate the partner organization
  3. Click Login as Partner (if you have delegated access)
  4. You'll be logged in to the partner's Dockflow account
Delegated Access

Delegated access allows you to log in to a partner's account to configure settings on their behalf. Partners must grant this permission through their organization settings.

2. Create Flags in Partner Account​

  1. Navigate to Automations in the partner's account
  2. Go to the Flags tab
  3. Click Create Flag
  4. Configure the flag:
    • Name - Clear, descriptive label (e.g., "Ready for Customs")
    • Color - Visual identifier
    • Description - Explain the flag's purpose
  5. Click Save

3. Set Up Automations for the Flag​

Create automation rules to automatically assign the flag:

  1. Go to Automations → Overview
  2. Click Create Automation
  3. Add a trigger condition:
    • Milestone change
    • Time-based condition
    • Data field update
    • Manual trigger
  4. Add an action:
    • Select Set Flag for Container
    • Choose the flag you created
  5. Click Save and Activate

Example automation:

Trigger: Milestone Change = "Container Discharge at Terminal"
Action: Set Flag = "Ready for Customs Clearance"

4. Configure Notifications​

Set up email notifications for the flag:

  1. In the partner's account, go to Automations → Flags
  2. Find your newly created flag
  3. Click Configure Notifications
  4. Choose notification settings:
    • Direct Email - Immediate alerts for each occurrence
    • Daily Report - Consolidated summary once per day
  5. Select recipients:
    • Lead contact
    • Team members
    • Always notify (for testing)
    • Never (disable notifications)
  6. Save notification settings

5. Test the Configuration​

  1. Assign the flag to a test shipment
  2. Verify the flag appears correctly
  3. Confirm notifications are sent as expected
  4. Adjust configuration if needed

6. Return to Your Account​

  1. Log out of the partner account
  2. Log back in to your own Dockflow account
  3. Verify you can see the flag when viewing shared tradeflows (if applicable)

Best Practices for Partner Account Flags​

  1. Clear naming conventions

    • Use names that make sense to both you and the partner
    • Avoid internal jargon or abbreviations
    • Be specific about the flag's purpose

  2. Documentation

    • Document which flags exist in which partner accounts
    • Maintain a reference guide for your team
    • Share flag definitions with partners

  3. Coordination

    • Align with partners on flag meanings and usage
    • Ensure automation logic makes sense for their workflow
    • Regularly review and optimize flag configurations

  4. Avoid duplication

    • Don't create the same flag in multiple places
    • Decide whether you or the partner should manage each flag
    • Use shared flags (Method 1) for flags you both need

Benefits of Sharing Flags​

1. Streamlined Communication​

Before flag sharing:

  • You manually email partners about issues
  • Partners call to ask about status
  • Information gets lost or delayed
  • Requires ongoing manual coordination

After flag sharing:

  • Partners automatically see flags on shipments
  • Reduces phone calls and emails
  • Information updates in real-time
  • Self-service for partners

2. Improved Transparency​

Shared flags provide:

  • Visibility - Partners know shipment status without asking
  • Trust - Open sharing of information builds confidence
  • Accountability - Clear indication of who needs to take action
  • Alignment - Everyone working with same information

3. Enhanced Collaboration​

Enable teams to:

  • Respond proactively - Partners see issues before they escalate
  • Coordinate solutions - Work together on flagged shipments
  • Track resolution - Both parties know when issues are resolved
  • Share context - Flags provide common reference point

4. Reduced Inquiries​

Partners don't need to contact you for:

  • Status updates on delayed shipments
  • Confirmation of arrivals or discharges
  • Alerts about documentation needs
  • Notifications of exceptions or issues

Managing Shared Flags​

Monitoring Shared Flag Usage​

Track how partners interact with shared flags:

  1. View flag assignments - See which shipments have which flags
  2. Check partner activity - Monitor if partners are taking action on flags
  3. Review notification logs - Confirm partners are receiving alerts
  4. Gather feedback - Ask partners if flags are useful

Updating Shared Flags​

To modify a shared flag:

  1. Navigate to Automations → Flags
  2. Click Edit on the flag
  3. Update:
    • Name
    • Color
    • Description
  4. Click Save
Changes Affect All Users

Updates to shared flags immediately affect all partners who can see the flag. Communicate significant changes to partners.

Revoking Flag Sharing​

To stop sharing a flag:

  1. Navigate to Automations → Flags
  2. Find the shared flag
  3. Toggle from "Shared" to "Private"
  4. The flag immediately becomes private
Revocation Impact

Partners will immediately lose visibility into the flag. Existing flags on shipments remain assigned but become invisible to partners.

Advanced Configuration​

Role-Based Flag Sharing​

Create different flags for different partner roles:

Freight Forwarders:

  • Booking Confirmed
  • Container Loaded
  • Vessel Departed
  • Arrived at Destination

Customs Brokers:

  • Documentation Required
  • Customs Hold
  • Customs Cleared
  • Release Authorized

End Customers:

  • Shipped
  • In Transit
  • Arrived
  • Ready for Pickup
  • Delivered

Conditional Flag Sharing​

Use automation conditions to share flags only when relevant:

Example 1: Share only for high-value shipments

Trigger: Flag = "Delayed"
Condition: Value > $50,000
Action: Share flag with partners

Example 2: Share only for specific partners

Trigger: Flag = "Documentation Required"
Condition: Partner = "Customs Broker ABC"
Action: Share flag with specific partner only

Combining Flags and Notifications​

Create comprehensive alerting strategies:

Internal team:

  • Private flag: "Needs Review"
  • Notification: Always notify operations manager

External partners:

  • Shared flag: "Action Required"
  • Notification: Lead contact via daily report

Multi-Level Flag Hierarchies​

Organize flags by severity or priority:

Critical (Always shared):

  • Customs Hold
  • Vessel Delay > 3 Days
  • Container Damaged

Important (Selectively shared):

  • High Dwell Time
  • Documentation Pending
  • Weather Delay

Informational (Usually private):

  • Internal Review Required
  • Payment Follow-up Needed

Troubleshooting​

Partners Can't See Shared Flags​

If partners report not seeing flags:

  1. Verify sharing status - Ensure flag toggle is set to "Shared"
  2. Check tradeflow access - Partners must have access to the tradeflow
  3. Confirm partnership - Partner must be associated with the shipment
  4. Review permissions - Partner users need appropriate access level
  5. Clear cache - Ask partners to refresh browser or clear cache

Wrong Partners Seeing Flags​

If flags are visible to unintended partners:

  1. Review tradeflow partners - Check who's listed on the tradeflow
  2. Audit flag sharing - Verify which flags are set to "Shared"
  3. Check automation rules - Ensure flags aren't being applied incorrectly
  4. Restrict tradeflow access - Remove partners from shipments they shouldn't see

Flags Not Triggering Notifications​

If partners aren't receiving flag notifications:

  1. Check notification configuration - Verify settings in Automations → Flags
  2. Verify email addresses - Ensure partner contact emails are correct
  3. Review spam filters - Notifications may be blocked
  4. Test with sample - Manually assign flag to test notification delivery
  5. Check partner preferences - Partners may have disabled notifications

Confusion About Flag Meanings​

If partners are confused by flag names or purposes:

  1. Improve flag names - Use clear, self-explanatory labels
  2. Add descriptions - Include detailed flag descriptions
  3. Create documentation - Share a flag reference guide with partners
  4. Provide training - Educate partners on flag system
  5. Establish standards - Agree on flag definitions with partners

Frequently Asked Questions​

Q: Can I share flags with some partners but not others? A: No, flag sharing is all-or-nothing. When a flag is set to "Shared," all partners on the tradeflow can see it. For selective sharing, create separate flags for different partner types.

Q: Do shared flags require partners to have Dockflow accounts? A: Yes, partners must have Dockflow accounts and access to the specific tradeflow to see shared flags.

Q: Can partners edit or remove flags I share? A: No, partners can see shared flags but cannot modify or remove them. Only the flag creator can edit or remove flag assignments.

Q: Will partners receive notifications for shared flags? A: Only if notifications are configured in the partner's account. Sharing a flag doesn't automatically create notifications - those must be set up separately (see Method 2).

Q: Can I track which partners have viewed shared flags? A: Dockflow doesn't currently provide flag view analytics. You can monitor whether partners take action on flagged shipments indirectly through tradeflow activity.

Q: What happens to shared flags when a partner is removed from a tradeflow? A: The flag remains on the shipment, but the removed partner can no longer see it.

Q: Can I share flags temporarily? A: Yes, toggle a flag to "Shared" for as long as needed, then toggle back to "Private" when you want to stop sharing.

Q: Do shared flags count against any limits? A: No, there are no limits on the number of flags you can share or the number of partners who can see them.

Support​

Need help sharing flags with partners?