Opendock: Appointment Audit Trail Report

Opendock warehouses have the ability to change appointment statuses to help manage operations and provide a clear view of where each appointment is in the process.  Typically, these statuses will include things like Scheduled, Confirmed, Arrived, Completed, and No Show.  Changing the status of an appointment will be reflected on the appointment grid with a new color to help warehouse managers quickly identify the status without selecting individual appointments.

This is helpful for running your operations in the moment, but what happens when you need to go back and find out when a truck checked-in or how long a truck was at your loading dock?  This is where audit trails can help you answer those questions.

How to Access Audit Trail Reporting

1. Click the “Reports” tab in the navigation panel at the top of the page
2. Click the “Appointment Audit Trail Report” button on the left navigation panel under “Reports”
   • If you do not see an “Appointment Audit Trail Report” button, please contact your account manager or customer support to ensure this feature is enabled
3. Select all or one location
4. Adjust the date range
5. Select “CSV” as the “Export Format” which will give us a file that can be opened in Excel and allow us to sort/search for our specific data
6. Click “Run Report”
   • This may take a few minutes pending the appointment volume

Example of a potential report output showing each of the fields collected in a column

1. Highlight row #3. This can be done by either clicking the “3” on the left, or click into cell A3, holding, and dragging across the column headers to ensure they are all highlighted

2. In the top right of the screen in the menu area of Excel, click the button labeled as “Sort & Filter” with a funnel logo and the letters “A” and “Z” on it

3. This should put small arrows at the top of each column which will allow us to search

4. Click the downward facing arrow in the column you want to search.

• For example, select the “confirmation number” to filter on and see the status information about that appointment. 

5. The “Last Updated” field is the date/time that the corresponding status was changed. The other columns of “Date” and “Time” are displaying the date and time of the appointment.

6. In this example, we can see that appointment #30731 was “Scheduled” on 4/3/2020 at 10:42 PM, and they scheduled their appointment for 12:00 PM on 4/10/2020. We can also see that the appointment was moved to “Arrived” status at 4/10/2020 at 12:08 PM. This would indicate the truck arrived 8 minutes after the target appointment time of 12:00 PM.

7. Additionally, we may want to know how long a truck was at the facility. We can see that the truck was on site for 1 hour and 34 minutes because the status changed from "Arrived" to “Completed” at 1:42 PM on 4/10/2020.

Using the CSV format with Excel and filters will allow you to search for any PO #, or other identifying attributes. Typically, the audit trails report is used to calculate dwell time, on-time %, or find out no shows.

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