Dispatch Portal Overview

Overview

The Dispatch Portal displays dispatches in a card view for easy visibility and quick action.

How It Works

• Click anywhere on a dispatch card to expand it and view details.

• A “+” icon indicates the card is collapsed.

• Use the Options menu (top right) to customize what appears in the collapsed view.

You can also open Execution AI from the upper-right corner of the Dispatch Portal. In the Execution AI panel, use the menu icon to show or hide chat history, and use the Fullscreen icon to expand or exit the chat window. The prompt field includes a microphone icon for talk-to-text prompts. For detailed setup and usage guidance, see L2L Execution AI.

Each tab in the expanded view is color-coded for quick visibility:

• 🔴 Red ! → Required action needed to close the dispatch

• 🔵 Blue ! → Information added or required task completed

• ⚪ Gray → No information available in that tab

This allows you to quickly identify what needs attention.

Dispatch Tabs (Expanded View)

When you expand a dispatch card, you’ll see several tabs:

Details Tab

The Details tab contains core dispatch information.

Here you can:

• Update Area, Line, Machine, Tooling

• Edit Dispatch Type, Status, Trade, Reason, Product

• Add or edit descriptions

• Adjust Due Date

• View notification history

Questions Tab

2. A “?” icon indicates dispatch-specific questions.

3. 🔴 Red “!” means required questions must be answered.

Click the icon to view and complete them.

Documents Tab

The Documents tab includes:

• Attachments

• Linked documents

• Checklists

You can:

2. View all related documents on one screen

3. Add new documents

4. Track checklist completion status

Resources Tab

When viewing in the expanded card view you will notice a Person Icon.  By clicking on this, you can easily see who is assigned, has been dispatched, or is currently dispatched, as well as who submitted the request.

Here you can:

• See who is Assigned

• See who is Dispatched

• View who submitted the request

• Add resources using +Assigned or +Dispatched

• Note: For dispatches that have already been launched, you must assign resources individually using the +Assigned button on each dispatch. Bulk assignment is not available for launched dispatches.

• Access Resource Time tracking

Actions / Components Tab

The system can suggest likely fixes based on:

• Machine

• Dispatch Type

• Historical data

It displays the top 3 likely solutions.

You can:

• Click Add Action & Component to select a suggestion

• Click +Action to manually add or edit actions

Related Tab

View relationships to:

• Work Orders

• Schedules

• Follow-up Dispatches

You can also launch:

1. Follow-up Dispatches

2. Work Orders

3. Schedules

4. Yokoten

Kaizen

Tooling Tab

• View all tooling associated with the dispatch

• Add or edit tooling

• A ✔ checkmark indicates tooling is assigned

Notes Tab

• View all notes in one place

• Add new notes

• Notes display with timestamp and user name

Spares Tab

Request spare parts directly within the dispatch — no need to leave the screen.

When clicking +Spares:

• A request window opens over the dispatch

• You can search or scan a barcode

Searchable fields include:

• Part Number

• Short Part Number

• Vendor Part Number

• Manufacturer Part Number

• Description

• Location

• Warehouse

Suggested Parts

Based on machine history and similar past dispatches, the system suggests likely spare parts — helping technicians reduce research time.

Completing & Closing a Dispatch

At the bottom of the expanded card:

• Complete → Marks work as finished

• Close → Completes and closes in one step

Need to Reopen?

• If something was missed:

• Click Closed or Completed

• Select Reopen

• Resume work (time tracking restarts if resumed)

Setting Dispatch Portal as Default View

You can make the Dispatch Portal your default landing page.

Option 1: Site-Level Setting

L2L can enable it for all users.

Option 2: Personal Setting

Go to:

Username → User Settings → Dispatch View
Choose between:

• Dispatch Portal

• Classic View

Site Setting

User Settings

Click here will give you tips and tricks on making the dispatch portal your default view.

Filter Menu

Pre-Built Views

• All

• My Scheduled Dispatches

• My Open Dispatches

• My Completed Dispatches

• My Closed Dispatches

Filter By:

• Area, Line, Machine, SubAsset, Dispatch Type, Line Categories, Machine Attributes, Trade, Value Stream, & Technology

• Dispatch Status (New, Machine Up, Idle, Waiting Parts, etc.)

• Impact (Down, Impacting, Planned Work, No Impact)

• Time Frame (Last 15 minutes → Due within 5 days)

• Assigned Resources

• My Dispatches (Assigned, Dispatched, Submitted)

• There is also a checkbox to filter for critical machines

You can:

1. Save custom filters

2. Exclude Closed dispatches

3. Name and store your preferred views

4. Set your landing page using Set as Home

Creating a saved filter:

Share

When you share a link, recipients will see the same filtered view that’s on your screen — making it easier to align on specific dispatches without additional instructions.

This helps streamline collaboration and ensures everyone is looking at the same data.

View Options

Enabling any of the below, will make it visible in the collapsed view of the Portal.

Sorting & Priority

Sort dispatches by:

• Impact (The system will automatically surface this information when users sort by Impact, ensuring the most critical consolidated issues are prioritized. There is also a setting in the View Options to show Impact even when not sorting by Impact.)

• Priority

• Priority Due

• Status Time

• Reported Date

• Scheduled Date

• Due Date

Sorting Notes:

• Priority → Lowest number first

• Impact → Highest impact first (Down → No Impact)

Navigating from the Dispatch Card

From the main Dispatch Portal page:

• Click the Line name → Opens Line History

• Click the Machine name → Opens the Machine Dashboard

• The Calendar icon indicates a scheduled date (set by planners, managers, or schedulers)

The Calendar Icon and date on a dispatch card will show if there is a scheduled date set. (Of note, scheduled dates are only set by planners, managers, or work order schedulers)

By clicking on the machine within the dispatch card you will now be brought to the Machine Dashboard.

Dashboard view:

Dispatch Portal - View Machine View History

Pro-Tips:

Note:  Below are some links to check out:

• Click here for a guided tour of the Dispatch Portal, this link is the tour for mobile view.

• Also, here you will see some highlighted features for the Dispatch Portal

• How to make the Dispatch Portal your default dispatch view.

• Optimize your use of the Dispatch Portal.