WebPortal Setup and Use
Written by Brandy Burch
Updated at January 17th, 2025
Table of Contents
Setup Checklist
These items must be setup before you can do anything else. They should be setup in this order since it makes each proceeding step easier.
- Users
- Leases
- Agreements
- Destination
- Dispatch
WebPortal
When you first log in you will be at the Homepage. For the purposes of setup, we will be working with the menu options at the top of the page.
Dispatch
Dispatch Tab allows user to view all loads currently entered in Web Portal, as well as, GPS locations of all Drivers on the map.
| Create New Dispatch | See Create New Dispatch below. |
| Unassigned / Assigned / Active |
Unassigned – Where tickets that have not been assigned to a driver are located. Assigned – Where tickets that have been assigned to a driver are located. Active – Where tickets that are currently Active are located. Note: Tickets can be edited by clicking on the ticket line item and then the edit button. Edit multiple tickets by checking the box on each line item then clicking edit. |
| Search | Search box used for locating Dispatched Ticket Information. |
| Tickets Queued for Assignment | Tickets that are assigned to Drivers. |
| Tickets in the list pane | Tickets listed are sorted based on Status. Clicking on an item will expand the window to show more information. Check the individual box for each Dispatch to select loads for designating Location and Assignment. Checking multiple boxes allows for multiple Dispatches to be edited at once. |
Create New Dispatch
Required Fields: Transporter (Select an Agreement to define a Transporter)
| Agreement section | Select Agreement by clicking Choose. This will allow you to select the Lease. |
| Details section | Enter any and all info necessary into the Detail fields. Also enter the Dispatch notes needed for that load. |
| Destination section | Click Choose to select Destination and select the Driver. Note: leave Driver blank to move to Unassigned. |
| Save | Once all the information has been entered. Click on Save. |
Tickets
Tickets tab is a ticket data warehouse that stores all tickets ever created for that Transporter in WolfePak Mobile.
| Create Ticket | Click and Select Ticket (For New Dispatch) or Receipt (For Manual Ticket Entry) |
| Create Auto Load | Auto Loads are setup for auto distribution of Unassigned Loads. |
| Import | Import Dispatch and Ticket Templates. |
| Export | Select Export to export a CSV file of existing Report Formats. |
| Verify | Verify locks ticket for edits. |
| Completed - Dispatched & Active - Auto Loads - Archived Completed - Archived Dispatched & Active – Open – Verified - Rejected |
Filtering options that allow users to search through tickets.
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| Individual Tickets Listed below | Ticket Database where users will view and edit tickets. |
Agreements
Agreements are the function that connects the Purchaser, the Lease, the Transporter, and the Destinations together. An Agreement must be created in order to use a new Lease for Dispatching purposes.
| + New | Creates new Agreement. Required Fields: Lease, Purchaser, Transporter, and Start. |
| Filter | Used to search for an Agreement. Fill in the Purchaser – Operator – Lease – Lease_No. – Transporter fields as needed then click on the Filter button. |
| Activate – Edit - Destroy | A user can activate or deactivate an Agreement, this will release or restrict the Agreement for Dispatch use. |
Purchasers
Purchasers can only be added by a Tech user, not a Transport Manager. They require a Logo, Emergency Phone Number, and Company Contact information to be used. Purchasers are required to create an Agreement. To add a new Purchaser, contact your Customer Success Team.
Operators
Operators can only be added by a Tech user, not a Transport Manager. Operators are required to add a new Lease into the Web Portal. To add a new Operator, contact your Customer Success Team.
Leases
| +New | See Creating a Lease below. |
| Filter | Used to search for a Lease. Fill in the Operator – Lease –Number fields as needed then click on the Filter button. |
| Edit - Destroy | A user can activate or Destroy a lease |
Create a Lease
| Operator section | Required. Click Change and select the Operator. |
| Details section | Name, Number, County, and State are required before it is ready to be dispatched. |
| Save | Once all data has been entered that needs to appear on the tickets, you can Save. |
| Setup Note: | An Agreement must be setup for a new lease. This is what ties the Purchaser to the Lease. |
Destinations
Destinations are the unload locations for each ticket. These could be LACT Units, Pipelines, Railroad sites, etc. Destination setup requires a Destination Name and Destination Code. A new Destination must be added under the Transporter, and Purchaser in order to be ready for Dispatch.
| +New | See Create a Destination below. |
| Filter | Used to search for a Destination. Fill in the Name – Code- Grantor – Grantee fields as needed then click on the Filter button. |
| Edit | A user can make changes to an existing Destination. |
Create a Destination
| Details section | Enter Destination: Enter Name, Code, etc. A destination does not have any required fields. |
| Contact section | Fill in the authorized contact. |
| Next Step: | Once this has been saved then go to Transporter. Use the Search field to type in the Destination Name or Number. Choose the Destination needed, Repeat until all Destinations have been added under this tab and Save. |
Transporters
Transporters tab will provide all details about the current company. Truck numbers, Trailer numbers, Destinations, and Custom Report Distributions are all setup within the Transporters tab.
| Filter | Used to search for a Transporter. Fill in the Transporter name and click Filter. |
| Edit | A user can make changes to an existing Transporter. |
- To add anything new, Click Edit on the Transporter that needs editing and scroll to the bottom. Select the tab you want to add information too.
- You can search for and change your Truck number, Trailer number or Destination Name. Change the field that needs editing for the Transporter by choosing the new information and Save.
Users
Users tab stores all users setup for that Transporter. User access details can be edited or restricted by a Tech user’s access to limit their access to web portal features.
| +New | See Create a User below. |
| Filter | Used to search for a User. Fill in the Name – Email – Mobile fields as needed then click on the Filter button. |
| Edit - Destroy | A user can make changes to or remove an existing User. |
Create a User
| Details section | Name and Email are required |
| Set Password section | Required section |
| Transporter section | Must either be a Manager or Drive. |
| Operator section | Only used for Operator View logins. |
Reports
Reports tab is where the user can create reports to pull data that lives in their Web Portal in csv or PDF ticket form.
| +New | Fill in all fields necessary and Save. Field Examples: Name, Recurring, CSV or PDF, Send Time, Query Status, Query Field, Query Start, Days Ago, and Recurrence. |
| New Report Field | click to begin creation of the CSV column headers. |
| Data Entry | Enter Header Name, select Model(most often used is the ticket), select Model Attribute, and Save. Repeat this process until all data points are showing in the list of Report Fields. |
| Save | Save the Report to finish the report setup process. |
Dispatching Loads from Existing Property Agreements
WolfePak Mobile Midstream ties together properties by “Agreements.” These correlate the lease and tank with the correct operator and purchaser, along with several other fields. Since data accuracy is the primary goal for electronic ticketing, Wolfepak Mobile Midstream prepopulates as much existing data for a run ticket as possible from the synced master files pushed over from ERP.
When a dispatcher is selecting a property to dispatch a truck too, they start by clicking the “Create New Dispatch” button from the upper left corner of the main dispatch page in the Mobile Midstream Web Portal.
Next, the dispatcher will select the Agreement for the transaction he is assigning to a truck, which will populate things like the Lease Name/Number/Legal, Operator info, Purchaser info, and more.
With the Agreement chosen, the dispatcher can enter other relevant items such as the Transporter Order Number, Confirmation Code, Purchaser Ticket Number, Tank Number, and more. This is where you assign the delivery destination to a dispatch if known, as well as select the driver, truck, and trailer that will haul this load. If more than one load is called, the dispatcher can enter how many loads are available for this particular agreement.
The final step is to save the dispatch. At that point, the software will take over and delivery the ticket details to the driver in the field via cellular connection for the driver to complete while hauling that assigned load of work.
Field Ticket Completion
Drivers in the field have tablets with the WolfePak Mobile Midstream app to capture the few data fields not already pre-populated on the ticket.
The driver must fill in the remaining fields needed to complete each load, including: UN product codes, tank gauges, seals, BS&W measurement, gravity and temperatures. The Mobile Midstream app runs a series of checks on every ticket during the print process to ensure no forgotten required fields or values entered out of range.
The driver will print a copy of the run ticket at the well and leave a copy for the operator. The driver usually also prints a copy to use as the Bill of Lading while in transit between pickup and delivery locations.
When offloading to the delivery point is complete, the driver/user will enter required ticket data and print a final record of their ticket to leave at the station.
The step is to submit the ticket from the app. Once that run ticket successfully submits, the system marks that dispatch blue and labels it “Completed” and the driver will move onto next dispatch. Submitted tickets will sync through the cellular data network, back to the Mobile Midstream Web Portal where that dispatched ticket will update and reflect completion.
Completed tickets are available for review and correction at this point if necessary. An administrator can download a .PDF of that ticket at this point to save/use/share as needed.
Syncing Completed Tickets with ERP
Once tickets are completed in the field and updated in the Mobile Midstream Web Portal, they are ready and available for sending to ERP for review and processing.
In the First Purchaser Module, select Utilities > Mobile Midstream Integration. Select a starting and ending date to set the time frame for pulling tickets over from Mobile. Then, click the sync button to initiate a data sync between the two tools.
A summary screen will appear showing the results of the sync including counts of each record transmitted back and forth during the sync.
