Give a customer their own live orders board in Rose Rocket

The situation

Great Lakes Foods Co. has five loads on your Orders board this week, O-58 new, O-43 delivered, O-40 new, O-32 released and O-24 invoiced, and their receiving team asks “where are my loads” about ten times a day. Each answer costs the same five minutes: open the Orders board, filter it to the customer, read five statuses, type them into an e-mail. For one shipper that is around 50 calls, 50 e-mails and four hours a week, and every status is stale by the time it is read. The other fix, a Rose Rocket login for the customer, shows them every customer’s orders and your Rate Per Mile, Cost and Margin. What they need is a board that is theirs alone: their orders, none of your pricing, live, and no sign-in.

The workflow

1. Open Orders › Orders in the left nav, click Board actions › Duplicate board, type Great Lakes Foods orders in Name and click Save. The copy opens with the same 35 rows and its own row under Orders in the nav. You never touch your Orders board again.
2. On the copy, click Configure, then Back to reach Configure Board, and click Security filters under Configuration. The board builder opens on that tab. Click Add filter, choose Customer, keep is and tick Great Lakes Foods Co.
3. Click Update, then Update in the Update board dialog. Back on the copy the pager reads 1 - 5 of 5: O-58, O-43, O-40, O-32 and O-24, every Customer cell Great Lakes Foods Co. Your Orders board still reads 1 - 35 of 35.
4. Click Board actions › Edit board. The board builder opens on its Settings tab. Under Selected Columns on the right, click the × on Rate Per Mile, Cost and Margin, then click Update, and Update again in the Update board dialog. The copy’s header now reads Order ID · Status · Customer · Division · CSR · Requested pickup, and no view on this board can show the three columns you removed. The clip below covers steps 2 to 4 on the copy.

5. Click Share, open the Share externally tab and click Public sharing, which reads Off. On Public share settings, under Default external view, click Generate new link. The link row appears: the URL, Copy link, Delete link and Expires at a date 90 days out.
6. Open the link in a private browser window to see the board the way Great Lakes Foods will: five orders, no pricing columns, each order opening in its Default external view, no sign-in. Click Copy link and send it to your contact. Click Back: Public sharing now reads Anyone on the internet with the link can view this board · On.

Great Lakes Foods now answers “where are my loads” by opening a link. The copy reads the same order records as your Orders board, so the status dispatch sets on O-40 this afternoon is the status the customer sees on their next refresh, and nobody types a summary. Your Orders board keeps its 35 rows, its views and its pricing columns.

Extend it

• Add views on the same copy, not customers. A copy carries one Security filter, so the next shipper gets their own Duplicate board, filter and link. On Great Lakes Foods orders itself, click Add new view, filter Status is In-Transit and Save to current view for a tab they open before a delivery call. The filter dropdowns only offer that customer’s values, as the Security filters win callout on board views explains. Step 4 removed the columns from the board itself, so every view you add on the copy starts without them; to hide a column on one view only, use Configure › Columns on that view.
• Revoke or pin the link. Delete link on the link row warns that it will “immediately revoke access for anyone using the current link”, and it does on confirm; generate a new link and send it again. Links expire in 90 days by default, and the Expires at select beside the link offers Never expires for a standing customer.
• Know what they see. The customer gets the board with only the columns left on it, and each order opens in the Default external view, the record layout listed under External views on Public share settings. Shape that layout before you share, the same way you give dispatch, finance and drivers their own view with detail view permissions.