DocPrep User Guide

February 2018

Collaborative Drafting for Drafters

The purpose of this guide is to provide guidance for drafters on collaborative drafting in DocPrep.

• The charterer logs in and prepares the initial drafts. At the end, he assigns an agent where the
agent gets notifications of a pending item in his DocPrep inbox.
• The agent user logs in to the platform and sees below image of the item in his inbox.

• From your Inbox, you will see document sets with the status IMPORTED and DRAFTED.
IMPORTED are document sets sent from SAP waiting for user action.

The Shipment
Control Bar

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• Hover over the dashes (Shipment Control Bar) and select the Edit Shipment
button –

• You will now be taken to the Matching Screen. This screen is for the user to confirm that the
primary data from SAP is correct and matched. As you will be using the test server that does not
contain the Company names, nor Cargos in the database, simply click the match button to match
the data if required.
• Check that the matching screen identifies the Cargo Type, and Matched Cargo. Below is the

• You then need to match the Parcel Level items. If there is more than one parcel you will see the
parcel tabs, and will need to take the below actions for each one.
• Click Select Documents to confirm matching and select your documents

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• The user will proceed to “Edit Documents” on the right side of the shipment’s entry as seen in below
image.

• Then, the agent user will need to fill in all shipment details that are needed, and when he scrolls down
to the bottom of the screen he will need to add the quantities of the cargo. Advise two images below.

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• After he has entered the cargo quantities, the user will then go to add review parties for collaborative
drafting. He will go back to his inbox and when he clicks on the parcel, he will see and click the option
“Collaborate” if he hovers the mouse over it, as seen in below image.

• When he select the parties for collaborators, they will each get notified and should log in and approve/reject
the drafts. The collaborators selection is displayed as below image.

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• At the point where all parties have approved the drafts, the agent should find the option to “Finalize /
Complete Documents” (as displayed below) in order to send all set of documents regarding this
shipment, for signatures.

• When the documents have been finalized, the draft collaboration part has been completed for the
agent user.

Distribute Function

• Distribute is a function which draws out of the system the original paper B/L with watermark.
Start by hovering your mouse cursor over the three parallel lines, on the point where shown on
below picture.

• As you hover your mouse cursor over the a/m spot, you will see that the below 5 options appear.
Proceed to choose the circled one which is the Distribution.

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• You will jump to the below screen for Distributing Documents. On the first field you choose to
which list of recipients (if any) you want the pDocs to be forwarded or you can create a new list.
On the second field you add the email addresses of the recipients you wish to have it received
and right below you can click on “Add Recipient” to add more recipients.

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