Role Overview
Carriers/Operators have the highest level of access in OceanDocs, with complete system control and visibility across all documents and transactions.
Access Level
- Type: Full Administrative Access
- Scope: All voyages and documents
- Document Control: Complete
Key Capabilities
Document Management
- Final approval/rejection of Bills of Lading (BOLs)
- Electronic signature authority
- Complete visibility across all documents
- Invoice generation capabilities
- Change BOL status to any state
Administrative Functions
- User management and access control
- System configuration
- Agent and shipper permission management
Common Tasks
Managing Bills of Lading
- Accessing BOLs
- Navigate to Docs tab within voyage
- Click on B/L tab
- Use QUICK B/L tool on Home page for specific BOLs
- BOL Approval Process
- Review draft BOLs
- Check against Mates Receipts
- Make necessary corrections
- Apply electronic signature
- Set final BOL status
- Printing and Distribution
- Access Manage tab
- Select relevant BOLs
- Set print preferences
- Generate PDF
- Distribute as needed
User Management
- Creating New Users
- Access user management section
- Set appropriate role permissions
- Assign port/location access
- Configure document access rights
- Managing Permissions
- Review and update user access levels
- Modify role assignments
- Adjust document visibility settings
- Configure approval authorities
Workflow Management
Document Flow
- Initial Receipt
- Review incoming shipping instructions
- Verify booking details
- Check documentation completeness
- Processing
- Validate information accuracy
- Apply necessary corrections
- Update status as needed
- Generate required documentation
- Final Approval
- Review final documentation
- Apply electronic signature
- Update system status
- Distribute to relevant parties
System Navigation
Quick Access Features
- Use Quick B/L search for rapid document location
- Access voyage details through Schedule tab
- Utilize Quick Links for common functions
- Navigate through active/completed voyages
Advanced Functions
- Access to system configuration
- Manifest management
- Custom report generation
- Audit trail review capabilities
Support and Troubleshooting
Common Issues
- BOL status updates
- Electronic signature application
- User permission conflicts
- Document generation errors
Support Contact
- Primary Support Hours: 0930 to 1730 PST
- Email: support@stage3systems.com
- Include relevant voyage and document numbers in queries
Best Practices
- Regular review of user permissions
- Consistent document naming conventions
- Timely processing of approvals
- Maintaining audit trail documentation
- Regular system access review
Security Responsibilities
- Maintain system access security
- Regular password updates
- Monitor user activity
- Protect sensitive documentation
- Ensure proper document distribution
Appendix
Status Codes
- P: Pending
- V: Ready to Invoice
- A: Draft approved by Shipper/FF
- I: Issued
Document Types
- Bills of Lading
- Letters of Indemnity
- Cargo release documentation
- Arrival notices
- Port charge invoices
- Customs reporting
- Manifests
- Electronic Delivery Orders
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