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Add Business Partner

Business partners are external organizations you collaborate with in Dockflow. This guide covers how to add partners, share tradeflows, manage access levels, and configure user permissions.

Overview​

Dockflow enables multi-organization collaboration through business partner connections. Once connected, you can:

  • Share specific tradeflows with partners
  • Grant visibility into shipment status
  • Allow partners to update shipment information
  • Configure service provider access for deeper integration

Partner Types:

TypeAccess LevelUse Case
Business PartnerView and update shared tradeflowsCustomers, suppliers, freight forwarders
Service ProviderFull partner visibility + "login as" capability3PLs, customs brokers managing client accounts

Section 1: Ensure Partner Exists​

Before sharing tradeflows, verify the partner organization exists in Dockflow and establish a connection.

Check Existing Partners​

  1. Navigate to Dashboard → Settings → Partners
  2. Search for the organization name
  3. Check connection status

Add a New Partner​

If the partner doesn't appear in your list, click the + Add Partner button. You'll encounter one of three scenarios:

Scenario A: Partner on Dockflow (Not Yet Connected)​

The organization already uses Dockflow but you haven't connected yet.

Steps:

  1. Click + Add Partner
  2. Search for the organization name
  3. Select the correct organization from results
  4. Click Send Connection Request
  5. Wait for the partner to accept your request

What happens next:

  • The partner receives a connection request notification
  • They can accept or decline the request
  • You'll receive confirmation once accepted
  • The partner appears in your Partners list with "Connected" status
Organization Name Matching

Organization names uniquely identify partners in Dockflow. Make sure you select the correct organization, especially if multiple companies have similar names (e.g., "ABC Logistics USA" vs "ABC Logistics Europe").

Scenario B: Partner Invited You​

The partner organization already sent you a connection code or invitation link.

Steps:

  1. Click + Add Partner
  2. Select Enter Connection Code
  3. Paste or type the connection code
  4. Click Connect

Connection code format: Typically DOCK-XXXX-XXXX or similar

Where to find the code:

  • Email invitation from the partner
  • Direct message from partner contact
  • Partner's Dockflow dashboard (they can generate and share codes)

Connection is immediate - No waiting for approval when using a connection code.

Scenario C: Partner New to Dockflow​

The organization doesn't have a Dockflow account yet.

Steps:

  1. Click + Add Partner
  2. Select Invite New Organization
  3. Fill in the required information:
    • Organization name
    • Primary contact email
    • (Optional) Contact name
    • (Optional) Custom invitation message
  4. Click Send Invitation

What happens next:

  • The contact receives an email invitation to join Dockflow
  • They create an account and set up their organization
  • The connection is automatically established
  • You receive a notification when they complete setup

Timeline:

  • Invitation sent immediately
  • Partner typically responds within 1-3 business days
  • Follow up directly if no response after 1 week
Inviting Multiple Users

The initial invitation goes to one primary contact. Once the partner organization is set up, they can add additional users. See Section 3: Add Users for details.

Section 2: Share Tradeflows​

Once a partner connection is established, you can share specific tradeflows (shipments) with them. Dockflow offers three methods for sharing.

Method 1: Manual Sharing (Individual Tradeflows)​

Share tradeflows one-by-one through the UI.

Steps:

  1. Navigate to Dashboard → Tradeflows
  2. Click on the tradeflow you want to share
  3. In the tradeflow detail panel, click the << Partners icon (top right)
  4. Select the Partners tab
  5. Click + Add Partner
  6. Search and select the partner organization
  7. Configure sharing permissions (view-only or edit)
  8. Click Save

Sharing permissions:

PermissionPartner Can...
View OnlySee tradeflow details, tracking updates, documents (read-only)
EditUpdate information, add notes, upload documents, modify custom fields
Edit Permissions

Only grant Edit permission to trusted partners who need to maintain shipment information. Most external partners only need View Only access.

Method 2: Bulk Sharing via Excel Template​

Share multiple tradeflows at once using the bulk import template.

Steps:

  1. Download the bulk import template (see Bulk Import Guide)
  2. Include the Partner Name column
  3. Fill in partner organization names for each tradeflow
  4. Upload the template

Example template:

Internal ReferenceContainer NumberPartner NamePermission
SHIP-001MSCU1234567Acme FreightView Only
SHIP-002MSCU1234568Acme FreightView Only
SHIP-003MSCU1234569Beta LogisticsEdit

Important:

  • Partner names must match exactly as they appear in your Partners list
  • Case-sensitive
  • Use the full organization name
  • Partners must already be connected before sharing via Excel

Best for: Sharing many existing tradeflows with new partners, or periodic batch updates.

Method 3: Automated Sharing via API​

Automatically share tradeflows when creating them through the API.

API endpoint: POST /api/v1/tradeflows

Example payload:

{
  "internal_reference": "SHIP-001",
  "container_number": "MSCU1234567",
  "partners": [
    {
      "organization_id": "partner-org-123",
      "permission": "view_only"
    }
  ]
}

See Upstream API Documentation for complete API reference.

Best for: Automated system-to-system integration where partner visibility is determined by business rules.

Section 3: Add Users and Designate Org-Admin​

Organizations can have multiple users with different permission levels.

Add Users to Your Organization​

Steps:

  1. Navigate to Dashboard → Settings → Organization
  2. Click the Users tab
  3. Click + Add User
  4. Fill in user details:
    • Email address (required)
    • First name (required)
    • Last name (required)
    • Role (Administrator or User)
  5. Click Save

See How to Add Users for detailed instructions.

User Roles​

RoleCapabilities
AdministratorFull access: manage users, partners, settings, billing, all tradeflows
UserStandard access: view/edit assigned tradeflows, limited settings access

Assigning Organization Admin:

  • At least one user must be an Administrator
  • Multiple administrators are supported and recommended
  • Administrators can promote other users to admin role
Administrator Best Practices

Do:

  • Assign 2-3 administrators for redundancy
  • Choose trusted team members
  • Review admin list quarterly

Don't:

  • Give everyone admin access
  • Use shared admin accounts
  • Leave only one administrator (risk if that person leaves)

Service Provider: "Login As" Feature​

Service providers (3PLs, customs brokers, freight forwarders) can enable "Login As" capability to manage partner accounts directly.

How it works:

  1. Service provider adds business partner (as described in Section 1)
  2. Service provider designates the partner as Service Provider relationship type
  3. Service provider can now click Login As next to the partner name
  4. Service provider sees the partner's full Dockflow account (same view as the partner)
  5. All actions are logged and attributed to the service provider

Use cases:

  • Managing client shipments on their behalf
  • Troubleshooting issues in partner accounts
  • Setting up automations for clients
  • Training partner staff

Permissions:

  • Service providers see all partner tradeflows (not just shared ones)
  • Service providers can create, edit, and delete tradeflows for partners
  • Service providers cannot access partner billing or user management
Audit Trail

All actions performed via "Login As" are logged with the service provider's identity. Partners can review the activity log to see what was done and by whom.

Section 4: Access Levels Summary​

Understanding different access levels helps you configure the right permissions for each relationship.

Business Partner Access​

Configuration: Add partner via standard partner connection

Access:

  • View shared tradeflows only
  • Update tradeflows (if granted Edit permission)
  • Add notes and documents to shared tradeflows
  • Receive notifications for shared tradeflows
  • Cannot see other tradeflows
  • Cannot access organization settings

Typical users: Customers, suppliers, co-loaders, trucking companies

Service Provider Access​

Configuration: Add partner and designate as "Service Provider"

Access:

  • All Business Partner capabilities (above)
  • Plus: "Login As" capability
  • View all partner tradeflows (not just shared)
  • Full tradeflow management for partner
  • Access partner automations and settings (limited)
  • Cannot access partner billing or user management

Typical users: 3PLs, customs brokers, freight forwarders, NVOCC

Organization Administrator Access​

Configuration: Assign "Administrator" role to user within your organization

Access:

  • Full visibility of all tradeflows in your organization
  • Manage users and permissions
  • Configure partners and connections
  • Access billing and subscription settings
  • Configure automations and integrations
  • Manage teams and assignments
  • Download reports and analytics

Typical users: Operations managers, IT administrators, company owners

Comparison Table​

FeatureBusiness PartnerService ProviderOrganization Admin
View shared tradeflows✅✅✅
View all organization tradeflows❌✅ (via "Login As")✅
Edit tradeflows✅ (if granted)✅✅
Add/remove users❌❌✅
Manage partners❌❌✅
Access billing❌❌✅
Configure automations❌⚠️ (partner's account only)✅
"Login As" capability❌✅✅ (own organization only)

Best Practices​

Partner Management​

Do:

  • ✅ Verify organization name carefully before connecting
  • ✅ Use specific sharing (only share relevant tradeflows)
  • ✅ Review partner connections quarterly
  • ✅ Remove inactive partners
  • ✅ Document why each partner has Edit permissions

Don't:

  • ❌ Share all tradeflows with all partners
  • ❌ Grant Edit permissions by default
  • ❌ Connect with unverified organizations
  • ❌ Use generic organization names (e.g., "Freight Forwarder")

Security Considerations​

Data sharing:

  • Partners only see tradeflows explicitly shared with them
  • Partners cannot see your other partners or connections
  • Partners cannot share your tradeflows with others (only you control sharing)

Revoking access:

  1. Navigate to Settings → Partners
  2. Find the partner
  3. Click ... (three-dot menu)
  4. Select Disconnect Partner
  5. Confirm disconnection
Disconnect Impact

Disconnecting a partner:

  • Immediately revokes their access to all shared tradeflows
  • Removes them from your Partners list
  • Does not delete the tradeflows themselves
  • Does not notify the partner automatically (consider informing them directly)

Troubleshooting​

Can't Find Partner Organization​

Possible causes:

  • Organization doesn't have a Dockflow account yet → Use Scenario C (invite new organization)
  • Organization name spelled differently → Try variations or contact the partner
  • Organization uses a different name in Dockflow → Ask them for their exact organization name

Solution: Use the connection code method (Scenario B) - ask the partner to generate and share a code.

Partner Didn't Receive Invitation​

Check:

  1. Verify email address is correct
  2. Ask them to check spam/junk folders
  3. Wait 5-10 minutes (emails may be delayed)

Resend invitation:

  1. Settings → Partners
  2. Find the pending invitation
  3. Click Resend Invitation

Still not working? The recipient's email server may be blocking Dockflow emails. Ask them to whitelist @dockflow.com and try again.

Connection Request Not Accepted​

Typical wait time: 1-3 business days

After 1 week:

  1. Check if the request is still pending: Settings → Partners → Pending Requests
  2. Contact the partner directly to remind them
  3. Verify they're checking the correct email address
  4. If needed, cancel the request and use a connection code instead

Shared Tradeflow Not Visible to Partner​

Check:

  1. Partner connection status: Must show "Connected" (not "Pending")
  2. Tradeflow sharing: Open tradeflow → Partners tab → Verify partner is listed
  3. Partner user account: Partner user must be logged into the correct organization
  4. Permissions: Verify partner has appropriate permissions (View or Edit)

Force refresh:

  1. Remove partner from the tradeflow
  2. Wait 1 minute
  3. Re-add partner to the tradeflow
  4. Ask partner to refresh their browser

Need Help?​

Migrated from: https://support.dockflow.com/how-to-add-a-business-partner Last updated: January 28, 2026