Transport files

The Transport files tab is the main list of all transport files in OpenTMS. A transport file groups everything related to a single job: orders, stops, legs, drivers, vehicles, documents and status.

The Transport files tab shows one row per file with the most important columns.

The toolbar

At the top of the Transport files tab there is a preferences panel that controls the grid below it.

Button / control	What it does
Search	Text search across the grid. Type part of a file number, customer, driver, etc.
Refresh	Reload the data from the server.
Date range	Limit the grid to files whose planned date falls inside the range. Default is the coming 7 days.
Organization unit	Filter by branch or legal entity, if your tenant uses organization units.
Flags filter	Show only files with a specific flag.
Columns	Show or hide columns, change their order, pin them left or right.
Export	Export the current grid to Excel. See Exporting to Excel.

The columns

By default the grid shows these columns (you can change this — see Customizing columns):

Column	Meaning
File number	Unique identifier of the transport file. Click to open the file.
Vehicle	Vehicle currently assigned to the file.
Drivers	One or two drivers assigned.
Transport company	The carrier responsible for executing the file.
Status	Current status (planned, loading, in transit, delivered, ...).
Load factor	How full the vehicle is for this file.
ETA	Estimated time of arrival at the next relevant stop.
FMS status	Status of the file in the fleet management system, if integrated.
Flags	Icons for any flags set on the file (urgent, problem, attention, ...).
Email status	Whether key emails (confirmation, CMR, ...) have been sent.
Remarks	Free-text remarks.

Searching and filtering

• Use the Search box in the toolbar for free-text search. It matches on the most common columns (file number, customer, driver, vehicle).
• Use the column filters (the funnel icon on a column header) for precise filters: ranges, lists, "contains", etc.
• Use the date range to limit the grid to a specific period. Files outside the range are hidden.

Filters combine — so you can search for "ACME" inside "files for next week with the urgent flag on".

Opening a transport file

Double-click a row to open the file's detail screen, or right-click and choose Edit.

Right-click actions

Right-click any row (or selection) to open the context menu with actions for the selected file(s):

Action	What it does
Edit	Open the file.
Delete	Delete the file (with confirmation). Requires permission.
Set flags	Set one or more flags on the file (urgent, problem, attention, ...).
Highlight color	Give the row a background color of your choice, as a personal marker.
Send email	Open the email dialog pre-filled with the file context.
Archive	Move the file to the archive.
Print CMR	Generate and download the CMR document.
Convert vehicle	Swap the assigned vehicle for another one.
Complete	Mark the file as completed.
Send to vehicle	Push the file to the assigned vehicle via FMS integration.
Remove from vehicle	Detach the file from its current vehicle.

:::tip Multi-selection Hold Ctrl (or ⌘ on Mac) to select multiple files and apply an action to all of them at once. :::

Flags and highlights

Two different ways to mark files for your own or your team's attention:

• Flags are shared across the tenant. When you set the Urgent flag, every colleague sees it. Use flags for information relevant to everyone.
• Highlight colors are personal. They are stored in your user preferences and only visible to you. Use highlights for your own workflow ("still to call", "waiting for customer").

Set either one via right-click → Set flags / Highlight color.

Drag and drop

You can drag a transport file onto another tab — most usefully onto the Vehicle outline — to assign it to a vehicle. See Vehicle outline → Assigning a transport file to a vehicle.

Customizing columns

Click the Columns button in the toolbar (or drag column headers directly) to:

• Show or hide columns by ticking them on or off.
• Reorder columns by dragging them.
• Pin a column to the left or right so it stays visible while you scroll.
• Resize a column by dragging its edge.

Your column setup is saved per user — you only configure it once.

Exporting to Excel

1. Apply the filters and column selection you want in the export.
2. Click Export in the toolbar.
3. OpenTMS starts a background job and notifies you when the file is ready.
4. Click the notification (or open Notifications in the header) to download the Excel file.

The export contains exactly the rows and columns that were visible in the grid at the moment you clicked Export.

Real-time updates

The Transport files grid is updated in real time. When a colleague assigns a driver, changes a status or adds a flag, your grid refreshes automatically — you do not need to click Refresh.