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Overview

The Backlog feature allows your transport operations team to track and manage delivery delays, operational issues, and third-party faults. It provides complete visibility into problems that prevent timely job completion and enables tracking from identification through resolution.

Access: Navigate to Transport → Backlogs or visit /transport/backlogs

Quick Start

What is a Backlog?

A backlog is a record of any delay, issue, or fault that prevents a delivery job from being completed on time. Each backlog entry captures:

• What went wrong (fault details)
• Who is responsible (operation or third-party)
• When it happened (date/time)
• How to fix it (solution)
• Current status (unverified → verified → resolved)

Main Dashboard

Summary Cards

When you first open the Backlogs page, you'll see four summary cards at the top:

1. Fault Summary - Shows split between Operation vs Third Party faults
2. Zones - Breakdown by department/warehouse
3. Operation Fault - Categories for internal issues
4. Third Party Fault - Categories for external issues

Backlog Table

Below the summary cards, you'll find the main table with these columns:

Status Colors:

• ? UNVERIFIED (Orange) - Newly created, pending review
• ? VERIFIED (Blue) - Confirmed by supervisor
• ? RESOLVED (Green) - Issue has been fixed
• ? CANCELLED (Red) - Entry was invalidated

Creating a New Backlog

Step-by-Step Guide

1. Click "Create Backlog" button (top right of page)

2. Select the Job (Required)

   • Use the dropdown to search for a job
   • Only jobs that are "Delivery Planned" or "Staged Out" will appear
   • Job details will auto-populate once selected

3. Choose Zone/Department (Optional)

   • Select the relevant warehouse or operational area
   • Options are configured by your company admin

4. Select Category (Optional)

   • Choose the type of issue (e.g., "Vehicle Issue", "Driver Issue", "Customer Issue")
   • This will enable the Sub Category dropdown

5. Select Sub Category (Optional)

   • Choose a more specific issue type
   • Options depend on the category you selected

6. Set Backlog Date (Required)

   • Pick the date when the issue occurred
   • Optionally add a specific time

7. Choose Fault Party (Required)

   • Operation - Internal issue (our company's responsibility)
   • Third Party - External issue (customer, vendor, carrier, etc.)

8. Enter Fault Details (Required)

   • Describe exactly what went wrong
   • Be specific and detailed
   • Example: "Driver reported vehicle breakdown at 2:30 PM on Highway 1. Engine overheating issue."

9. Add Explanation (Optional)

   • Explain why the issue couldn't be immediately resolved
   • Example: "Tow truck not available until 5 PM. Too far from nearest workshop."

10. Add Solution (Optional)

    • Document how the issue was or will be resolved
    • Example: "Rescheduled delivery to next day. Customer notified and agreed."

11. Click "Save"

    • The backlog is created with status UNVERIFIED
    • Table refreshes to show the new entry
    • A success message appears

Editing an Existing Backlog

How to Edit

1. Click any row in the backlog table
2. A modal opens showing all the backlog details
3. The modal title shows:
   • Job number
   • How long ago it was submitted (e.g., "2 hours ago")
   • Current status (colored tag)
   • Change history icon (clock with badge)

What You Can Edit

✅ Editable:

• Zone/Department
• Category & Sub Category
• Time (but not date)
• Fault Party
• Fault Details
• Explanation
• Solution

❌ Not Editable:

• Job selection (locked after creation)
• Backlog Date (date is fixed, only time can change)

Saving Changes

• Click "Save" to update the backlog
• Only modified fields are updated
• Status remains unchanged (use status buttons to change status)
• Success message confirms the update

Managing Backlog Status

Status Workflow

Each backlog follows this lifecycle:

UNVERIFIED → VERIFIED → RESOLVED
     ↓                               ↓
  CANCELLED  CANCELLED

Changing Status

When editing a backlog, you'll see status buttons on the left side of the modal footer:

• ✅ Verify (Green) - Confirm the backlog is legitimate
• ✅ Resolve (Blue) - Mark as fixed/completed
• ❌ Cancel (Red) - Invalidate this entry
• ❓ Unverify (Orange) - Revert to unverified

Important:

• Not all buttons appear at once
• The system shows only valid next steps based on current status
• You'll be asked to confirm before changing status
• All status changes are recorded in the change history

Filtering Backlogs

Basic Filtering (Always Visible)

Date Range:

• Default: Today (midnight to midnight)
• Click the date fields to select start and end dates
• Format: "DD MMM YYYY" (e.g., "15 Jan 2025")

Click the FILTER button to apply your date range.

Advanced Filtering

Click the filter icon (funnel) to open advanced options:

Tips:

• You can combine multiple filters
• Active filter count shows on the filter icon
• Use "Clear Filters" to reset (keeps date range)
• Your filter settings are saved in the URL (shareable link)

Viewing Change History

Accessing History

1. Open any backlog (click a row)
2. Look for the clock icon with badge in the modal title
3. Hover over the icon to see the timeline

Timeline Information

The timeline shows (newest first):

• Who made the change (name)
• When it happened (date and time)
• What action was taken (create, update, status change)
• Latest change is highlighted in green

Detailed Changes

Hover over any timeline entry to see:

• Which fields were changed
• Old value (strikethrough)
• New value (highlighted)
• Field-by-field comparison

Use Cases:

• Accountability - See who made what changes
• Audit trail - Complete history for compliance
• Dispute resolution - Reference exact changes and timestamps

Understanding Job Details

When creating or viewing a backlog, you'll see a Job Details section showing key information about the associated delivery:

• Container Number
• Temperature
• Trailer Type
• Container Size & Type
• Shipper Name
• Consignee Name
• Driver Name
• Vehicle Name
• Trailer Name

Features:

• All values have a copy icon (?) - click to copy to clipboard
• Information is read-only
• Automatically populated from the job record

Best Practices

Writing Good Fault Details

✅ Good Examples:

• "Customer warehouse closed unexpectedly at 3 PM. Gate locked, no staff available. Attempted contact via phone (555-1234) - no answer."
• "Vehicle BQY 2582 engine overheating on North-South Highway KM 45. Driver pulled over safely. Mechanic dispatched, ETA 90 minutes."

❌ Avoid:

• "Problem with delivery" (too vague)
• "Customer issue" (not specific enough)
• "Late" (doesn't explain why)

Choosing Fault Party

Select OPERATION when:

• Vehicle breakdown (maintenance issue)
• Driver delay (late arrival, wrong route)
• Warehouse error (wrong loading, missing documents)
• Internal communication failure

Select THIRD PARTY when:

• Customer not ready to receive
• Customer warehouse closed
• Supplier delay
• External carrier issue
• Weather/traffic (external factors)

Documenting Solutions

Always include:

• What action was taken
• When it will be completed
• Who was informed
• Any rescheduling details

Example: "Contacted customer and rescheduled delivery to 15 Jan 9:00 AM. Customer confirmed availability. Updated delivery schedule in system."

Common Questions

Q: Why can't I see some jobs when creating a backlog?

A: Only jobs in "Delivery Planned" or "Staged Out" status are available. Jobs that haven't started delivery planning or are already completed won't appear in the dropdown.

Q: Why can't I change the backlog date when editing?

A: The date is locked after creation to maintain data integrity and prevent backdating. You can still adjust the time, but the date remains fixed. If the date is truly wrong, cancel this backlog and create a new one.

Q: Why don't I see any status buttons?

A: Status buttons only appear when editing an existing backlog. If the backlog is in a terminal state (RESOLVED or CANCELLED), no further status changes are allowed.

Q: Can I delete a backlog?

A: No, backlogs cannot be deleted to maintain the audit trail. Instead, use the Cancel status button to invalidate an incorrect entry.

Q: How do I export backlog data?

A: Currently, export functionality is not built-in. Contact your system administrator for data export requests or BI tool integration.

Q: Why is the backlog date different from submission date?

A:

• Backlog Date = When the actual issue occurred
• Submission Date = When someone entered it into the system These can differ if the backlog is reported after the fact.

Tips & Tricks

1. Use Filters to Create Reports

Combine filters to answer business questions:

• "All Operation faults this week" → Date range + Fault filter
• "Unverified backlogs in Warehouse A" → Status + Zone filters
• "Customer issues for Job #12345" → Job No + Category filters

2. Bookmark Filtered Views

Your filter settings are saved in the URL. Bookmark commonly used filter combinations for quick access.

3. Copy Job Details Quickly

When communicating with team members, use the copy icons (?) next to job details to quickly paste container numbers, driver names, etc. into emails or chat.

4. Review Change History for Training

Use the change history timeline to:

• Train new staff on proper backlog documentation
• Review how experienced users handle different situations
• Identify patterns in problem-solving

5. Verify Backlogs Promptly

Leaving backlogs in UNVERIFIED status reduces visibility. Supervisors should regularly review and verify backlogs to ensure accurate reporting.

Troubleshooting

Table Not Loading

• Check your internet connection
• Try refreshing the page (F5)
• Clear date range and click Filter
• Check with your admin if the service is down

Filter Not Working

• Make sure you click the FILTER button after changing dates
• Check if you have conflicting filters (e.g., filtering for a job that doesn't exist in date range)
• Try "Clear Filters" and start over

Can't Save Backlog

Check for validation errors:

• Job must be selected (creation only)
• Backlog Date is required
• Fault Party is required
• Fault Details cannot be empty

Look for red highlighted fields or error messages.

Status Button Missing

• Status buttons only show when editing (not creating)
• Check if backlog is in terminal status (Resolved/Cancelled)
• You may not have permission for status changes (contact admin)

Getting Help

If you encounter issues not covered in this guide:

1. Contact your supervisor - They may have company-specific guidance
2. Check company training materials - Your organization may have custom workflows
3. Submit a support ticket - Use your helpdesk system for technical issues

Summary

The Backlog feature helps your operations team:

✅ Track delivery delays and operational issues
✅ Identify patterns in internal vs external faults
✅ Maintain accountability with complete audit trails
✅ Analyze problem areas by zone, category, and fault party
✅ Monitor resolution progress through status workflow
✅ Generate insights from filtering and summary statistics

By consistently documenting backlogs with detailed fault information, your team can identify systemic issues, improve operational efficiency, and maintain better communication with customers and third parties.

Last Updated: October 2025
Version: 2.70.6
Module: Transport Operations