If you have been given access to the VIA® system as a carrier, the following documentation will walk you through some of the common actions that you can perform on your loads. When you login to the VIA® system, after receiving your partner network invitation and registering, you will be presented with any boards that your partner company has shared with you. Clicking on the boards from within the home screen will open the board and display all the loads from within it. Please note that if your partner has requested 2FA you may be required to setup Two Factor Authentication to access their boards. You will only need to enter the 6 digit number once each time you login; and you will not need to enter 2FA until you attempt to click on the partner net works boards. Unless instructed otherwise by the your partner network company, you will be able to update your loads from pickup to delivery, update documentation required and update the card with any notes or reference numbers.
Let's take a look at some of the common actions that you can perform from within the system. Please note that your rights will be determined by the partner network and you may not be able to perform some of these actions.
Navigating to an order or segment card in VIA®
There are two ways to search in VIA®; either with a board filter or by searching using the search section filtering an global searching. If you know the board that the load is located in and you would like to filter the cards in the board follow this link to learn about filtering: Filtering. Using the global search at the top of the screen . Letwill allow you to search all of VIA for your load. Let's take a look at searching using the search bar at the top of the screen.
At the very top of the VIA® screen you will find the quick search section. You can use this section to search all the cards in your system (as opposed to the board limitation you have when using filters). There are three sections to the quick search section: the search field, the board type and the field name.
By default, the search section is setup to search the title field of all cards. The search is not case sensitive and will search any part of the fields for what you enter. In most cases you will probably be searching for locations or reference numbers. To change your search criteria start by selecting the card type. If you are searching loads you will either be searching for orders or segments. You can see what type of cards by looking at the board on the main screen as each board type is displayed on the board on the bottom right corner.
The card type you select in the search bar should match the type of boards your partner network uses.
If you are searching for your trace numbers select either Order Reference Number (if the trace number applies to the whole order) or Stop Reference Number (if the reference number is related to a shipper or consignee). You do not have to know the whole reference number, if you search for a portion of the number you should see your card in the resulting list. For example, let's assume that our reference number is 20-616796-9. The reference number has a dash and sometimes when the numbers are given over the phone the leading 2 characters are not provided. The easiest way to search is to change my card type to orders (because I have confirmed by boards are order boards) and then search by order reference number:
Unfortunately, this did not return any cards. I can search for a part of the number as well. For example, I know that sometimes the first 2 characters are sometimes dropped when my staff calls in an order. I can search for part of the number to see if the order is in there:
That did bring back results. I can click on the cards and see which order is the one I am looking for. When you click on a card the order will open up onto your screen. Note, the order screen you see may look different as you may have more or less fields showing on your screen:You can find the global search section on the top right side of any screen within VIA. The search section will look like this from the VIA screens:
When you click search it will open up a searching popup:
Across the top of this screen you will see 4 dropdown fields and to the right of the dropdown you will see different ways to see the search results. You search results will appear beneath the drop down boxes.
The first box, gives you a choice of what system you want to search. The default is VIA and you can leave this option to search within your boards. The second dropdown will determine what card type you want to search for. NOTE: the options within the third dropdown box will change depending on what selection is made from the second drop down. By default, the second dropdown shows all, and if you leave it as all then you will only be able to search by the card title. The card title is what you see on the card when you look at it in a list and is what you see at the top of the card when it is open:
If you would like to search by any other information, you can change the first dropdown. For example, if I want to search by a specific order reference number; I can choose Order from the second dropdown list and then Order Reference from the Third drop down list. The information that you wish to search by would be entered at the top of the popup screen beside the magnifying glass.
The global search is a like search, so when you enter in 1253, the system will look for any orders with a reference number that has 1253 anywhere within the number. The results of your search appear below the drop down boxes. If you have multiple results, the sorting buttons on the top right will determine how your results look. For example:
If you click on any of the mini cards in the bottom of the popup screen, you will be brought to the board where you card is located and the card will open and the search screen will collapse. If you would like to choose another card from your search results, pressing the search button again will bring up your most recent search.
Understanding Card Layouts
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One of the first things you will need to decide when you start using VIA® is if you would like to update your loads from within the portal, or if you would like to send the loads to your drivers and have them do the updating from their mobile device. VIA® has a mobile app that can be downloaded from the Apple Store or Google Play; however, if the drivers don't want to download the application to their phones you can still send them their loads and they will appear to them as a text message. Once they click on the message the application will launch in their browser and they can make their updates from there. If your drivers would like to use the mobile application then you can find more information on using that section by clicking here.
Sending a Load Offer to a Driver's Mobile Device
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If you choose to manually update the orders from within the VIA® web portal the following instructions will guide you through the best way to achieve this. To start, search for the load that you want to update and open it. Regardless of if the card is a segment or an order, you will want to have the first tab open (labelled as segment details or order details). You should see a listing of all the stops assigned to the load and a progress bar on top of the stop listing. To move the load through from pickup to delivery you will need to arrive and depart each stop. Let's take a look at a stop segment:
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Adding and Removing Reference Numbers
There are two types of reference numbers available in VIA®, reference numbers connected to stops and reference numbers connected to the overall orders. Adding the reference number is the same no matter which area you want to add it to. If you want to add a reference number to an order
The above example shows order reference numbers. The header of the reference number section reads Order References. Conversely, the screen shot below shows where you would go to see the stop reference numbers. Both are located at the bottom of the screens.
To add a new reference number make sure that you are in the right section. For order quotes open the order but do not open a stop detail and press the reference button. For stop references, open the load and then click on the stop that you want to attach the reference to and then press the reference button. Regardless of how you do this once you press the reference button, the process is the same. Clicking on the reference button will bring up a popup reference number box.
The top of the screen is a drop down box of reference types. Click on the top box and you will be presented with a list of reference types you can choose from. The bottom field is the actual number. When you are done press the add reference button. When you are done, the reference number will appear in the reference number section.
The above screen shot shows three reference numbers. The first reference number is one that created by the system while the other two are manually created. You can differentiate the two by looking for the X beside the reference number. If there is no X then the reference number number has been created by either the VIA® system or your carrier if you use API to communicate with the carriers. If there is an X beside the reference number it means that you can remove the reference number. Clicking on the X will bring up a delete confirmation button:
If you are sure you want to delete enter in DELETE into the text field as instructed and press confirm.