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Getting Started with Automations

Dockflow automations streamline logistics by automatically monitoring milestones, setting flags, and sending notifications. The platform helps simplify operations, reduce manual errors, and track important supply chain events.

What Are Automations?​

Automations are configurable rules or workflows that perform specific actions when certain conditions are met.

Key Capabilities​

  • Track changes in shipment milestones (ETA changes, discharge events)
  • Set flags to highlight shipments needing attention
  • Send notifications to stakeholders
  • Enhance visibility through partner updates

Key Concepts​

Flags​

Visual markers for significant events or conditions such as delayed shipments or confirmed discharges.

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Flags do not generate email notifications by themselves but can be linked to notifications for real-time updates.

Triggers​

Triggers initiate automations when specific conditions occur, such as:

  • Milestone changes
  • Emails being sent
  • Time-based events
  • Data updates

Notifications​

Alert team members about flagged events via:

  • Direct email - Immediate notification when event occurs
  • Daily summary reports - Consolidated updates once per day

Partner Collaboration​

Share flags with external partners to improve transparency and coordination across your supply chain.

Common Automations​

Here are some of the most frequently used automations:

1. ETA Change Notifications​

Monitor delays or early arrivals by tracking Estimated Time of Arrival changes.

Use case: Get notified when a shipment's ETA changes by more than 48 hours.

2. Discharge Event Notifications​

Flag and notify when containers are discharged at their destination port.

Use case: Alert your warehouse team when containers are ready for pickup.

3. Centralized Outgoing Email Tracking​

Send copies of all outgoing emails to designated addresses for recordkeeping.

Use case: Keep your operations team in the loop on all client communications.

Setup Steps​

Follow these steps to create your first automation:

1. Navigate to Automations Menu​

From the main dashboard, select Automations from the navigation menu.

2. Define Workflow Triggers​

Choose what event will trigger your automation:

  • Milestone changes (e.g., vessel arrival, container discharge)
  • Time-based triggers (e.g., daily at 9 AM)
  • Data changes (e.g., ETA updates)

3. Configure Actions​

Define what happens when the trigger fires:

  • Set flags
  • Send notifications
  • Update fields
  • Share with partners

4. Set Notification Delivery​

Choose how notifications are delivered:

  • Direct notifications - Immediate emails when events occur
  • Daily reports - Consolidated summary sent once per day

5. Share with Partners (Optional)​

Select which external partners should see the flags created by this automation.

Best Practices​

Set Clear Thresholds​

For triggers like ETA changes, define clear thresholds (e.g., 48 hours) to avoid excessive alerts.

Example: Only notify if ETA changes by more than 2 days, not for minor 1-hour adjustments.

Test Before Deploying​

Test automations in controlled environments before applying them to all shipments:

  1. Create the automation
  2. Apply it to a single test shipment
  3. Verify the behavior
  4. Roll out to all relevant shipments

Monitor and Optimize​

Regularly review your automations to ensure they're still relevant:

  • Check notification volumes (too many? too few?)
  • Review flag accuracy (false positives?)
  • Update thresholds as your operations evolve
  • Remove outdated automations

Next Steps​

Ready to create your first automation? Try these popular workflows:

  • ETA Change Automation - Get notified of delivery delays
  • Discharge Notifications - Alert your team when containers arrive
  • Daily Summary Reports - Stay informed without email overload

Need Help?​

Migrated from: https://support.dockflow.com/getting-started-with-automations Last updated: January 28, 2026