Your team, and filing for other companies

SCMTR fits the way a filing office actually runs: a director, branch heads, team leads and documentation executives, each handling certain companies. And it lets one company file for another — an EDI service provider, a customs broker or a line's sea agent filing for its clients — without the client ever giving up its own filings.

What roles are there?

Two roles decide what a person may do in an organisation, and the reporting line decides whose work they see.

Admin — typically the director, proprietor or branch head. Manages the whole organisation: people, roles, the reporting line, the filing profile, clients and agents, and settings. Can change any filing.Member — typically a documentation executive or filer. Files for the organisation and for the clients assigned to them. Sees colleagues' filings and changes their own.Manager — not a role you hand out. Anyone somebody reports to is a manager: they see and correct their team's filings, reach their team's clients, and approve their team's held sends.

Settings → Team shows everyone as a chart. An admin opens a person with ⋯ to set their title, who they report to, their role, whether they may send, and their own ICEGATE user ID.

How do I set up who reports to whom?

On Settings → Team, open a person and choose Reports to. Their whole team moves with them. SCMTR refuses a loop — nobody can report, however indirectly, to someone who reports to them — and keeps the line to eight levels.

When somebody leaves, an admin removes them from the same dialog. The people who reported to them move up to the leaver's own manager, the clients they handled lose them, and everything they filed stays with the organisation. They are signed out at once.

Can only some people send to ICEGATE?

Yes. Settings → Workspace → Only signers send is a maker-checker rule. With it on, admins and the members marked Signer on the Team page may send; everyone else prepares a filing and hands it to a signer. A preparer who presses Sign & upload on a CSN is told who can send it before any DSC is asked for; a manifest is stopped at the send. It suits a customs broker, whose declarations only licensed card holders may sign.

Handing a draft to the signer. The preparer's draft stays saved on CSN filing. Their manager — anyone above them in the reporting line — or an admin opens it there and presses Open <name>'s draft: they get their own copy of the draft as it stands, to check — and to send, if they are an admin or a signer; a manager who is neither can correct it and hand it on. The preparer's copy stays theirs until the draft is sent, and the hand-over is in the audit log. A colleague beside the preparer can read the draft but not open it to send. The refusal names only people who can do this.

For a filing agent, the rule covers its people in every client too. A client that turns it on gets signers, whoever employs them.

Can we allow only company e-mail addresses?

Yes, if you want to — it is off unless an admin turns it on. Settings → Enterprise → Company e-mail addresses only takes your company's domains, for example stellaredi.in. From then on only people with an address at one of them can be invited or join; a domain admits its subdomains too. Add an auditor, a consultant or a colleague still on a personal mailbox as a named exception.

A public mailbox provider such as gmail.com cannot be listed as a domain: anyone can have one, so it would restrict nothing. Nor can a shared suffix such as co.in or org.in, which every company under it shares — give your own, like yourcompany.co.in. Add those colleagues as named exceptions.Before you save, the page shows which pending invitations the rule would withdraw and which members would sit outside it, and asks before withdrawing any. Remove the rule keeps your named exceptions for when you set a domain again.Nobody already in is removed. Anyone outside the rule is listed on the Enterprise page and marked Outside e-mail rule on the Team chart, for you to keep as an exception or remove.Saving the rule withdraws pending invitations it leaves out, and an older invitation to an address outside it is not honoured at sign-in.When someone leaves and their company mailbox is closed, the e-mailed sign-in link stops reaching them. Still remove them on the Team page — that is what signs them out at once.A filing agent's people are never affected by a client's rule: they work in the client through the agent, not as its members. Only the organisation's own admins can set or change the rule.

I was invited, but I already have an organisation

If your own sign-up made an organisation — "Your name's organisation", with nobody else in it — and a colleague now invites you to the company's, the invitation is not taken up on its own. Instead:

A line under the header says who invited you. Open Review the invitation (or go to /invitations; the invitation e-mail lands there after you sign in).The page says exactly what accepting does to the organisation you are in now, and nothing changes until you press the button.Accept takes you in, or Decline tells the inviter you chose not to.

What accepting does depends on who else is in your current organisation:

The inviting organisation's rules apply as they would at a first sign-in: an address its company-address rule does not allow is refused (and that invitation is withdrawn), and so is a seat beyond its plan.

The page shows the inviter's own sign-in address beside their name. Names are typed by whoever signed up, so if you do not recognise the address, decline.

If you invited someone: your Team page lists the invitation until it is answered. One they turn down shows Declined; Dismiss clears it. One they accept disappears, and they appear among your members.

What is a person's own ICEGATE user ID for?

ICEGATE gives a branch or an employee its own child user under the organisation's registration. Put it on the person (Team → ⋯ → Their own ICEGATE user ID) and the CSNs and manifests they prepare carry it as the sender ID instead of the organisation's.

How does a filing agent start filing for a company?

First an admin turns on Settings → Workspace → We file for other companies. The Clients page then offers Add a client, two ways:

Already on SCMTR. Enter the PAN the company files under and what you are asking for. SCMTR tells you only whether a company on SCMTR files under it — never its name — and tells that company's admins. Nothing changes until one of them accepts. A request lapses after 30 days.New to SCMTR. Enter the company's name, PAN and the capacity it files in. You set it up and run its account from the start, because there is nobody on its side to accept yet. It is still the company's: invite its own people as admins whenever they want in, and from then on they decide.

What can the agent do in a client?

The client chooses one of two:

Files only — the agent files. The client's own admins keep the filing profile, the people and the settings.Runs the account — the agent files, and its admins and the client's account lead also keep the filing profile and the address book, and may invite the client's members. For a client with nobody of its own on SCMTR.

Either way the agent never becomes the client's own admin. Who is an admin of the client, who is removed from it, its enterprise controls, its API keys and its audit log stay with the client's own admins — an agent may invite an admin only into a client that has none of its own yet.

The client also chooses whose ICEGATE ID the files carry. The agent's: files are prepared with the agent's sender ID and representative, and the agent uploads them — the submitter stays the client. The client's: for an agent who uploads under the client's own login. An optional end date stops the agent's access on that day.

Who in the agent's team works on a client?

Nobody, until they are put on it. On the Clients page, Change who handles it names the handlers and one account lead:

the account lead is the one person responsible, and can change any of the client's filings;a handler files for the client and changes their own filings;the managers above them reach the client too, and can correct their team's work;the agent's admins reach every client.

An admin may put anybody on a client. A manager may put people from their own team on a client they reach, and nobody else. The client's alerts about its filings go to the people handling it — not those about its choice of agent, which are for the client's own people. Mail about a filing reaches the person who made it for as long as their agent still has the client.

How do I work in a client?

Open it from the Clients page, or from the switcher at the top of every page, which lists your own organisation and every client you handle, each in its own colour. While you work in a client, a band across the top says Filing for that company and whose ICEGATE ID the files carry, with a button back to your own organisation. Everything you file there belongs to the client.

Two clients in two tabs. Each tab remembers which company it is working for. If you switch company in one tab, the other tabs still on the first company stop at once and ask: Keep working in the first company, or Reload the tab into the one you switched to. A tab that missed the switch — asleep in the background — asks at its next save, check or upload instead, and does nothing for either company until you choose. Nothing is ever saved or sent under the wrong company.

What does the client see of the agent's people?

A filing made by the agent's people is shown as made by the agent — Harbour EDI Services, or Priya Nair (Harbour EDI Services) when the agent shows its handlers' names (Workspace → Show our handlers' names to clients). The client's audit export names them the same way and never gives their e-mail addresses, which are the agent's to give. If the client limits the network addresses SCMTR may be used from, the agent's people must be inside that list — and inside their own agent's.

How does a company change its filing agent?

Settings → Filing agents shows who files for you and who is asking to. Review and accept asks whether the new agent joins your current ones or replaces them — nothing is chosen for you, since a different agent per port is common. Change terms changes what an agent may do or its end date, and the agent is told. You can end an agent at any time. Their people lose access at once and they are told, and any invitation their people sent into your organisation that nobody has taken up is withdrawn. Everything they filed stays with you, with who filed it. There is no limit on how often you change.

If you would rather agents did not ask at all, switch off Let filing agents ask to file for us in Workspace.

What can each organisation make its own?

Settings → Workspace, for admins:

Colour — your mark in the header, the switcher and every list that names you. An agent's people tell twenty clients apart by colour before reading the name.Your business and What you file — CSNs, shipping line manifests or both. A pill you switch off leaves the header; nothing else changes.Working with filing agents — whether you file for others, whether clients see your handlers' names, and whether agents may ask to file for you.Who may send to ICEGATE — the maker-checker rule above.

Who can do what, at a glance

The last three columns are the agent's people inside a client. When a client lets the agent run its account, the agent's admins and that client's account lead also keep the client's filing profile and address book and may invite its members — never its admins, its enterprise controls, its API or its audit log.

A first-day checklist for a filing agent

Settings → Workspace: choose your colour and kind of business, switch on We file for other companies, and decide whether only signers send. If your people all have company mailboxes, turn on Company e-mail addresses only in Settings → Enterprise.Settings → Team: invite your people, give each a title, set who reports to whom, and mark your signers. Add a person's own ICEGATE user ID where a branch or employee has one.Clients → Add a client: ask each company already on SCMTR by its PAN, and set up the ones that are not. Fill the filing profile of any client you set up.On each client, Change who handles it: choose the account lead and the handlers.Your people open a client from the switcher, check the Filing for band, and file.

Checklist: changing your filing agent

The new agent asks, using the PAN you file under. Your admins see the request on Settings → Filing agents and receive an alert.Review and accept: choose Files only or Runs the account, then say whether the new agent replaces your current one — ending it in the same step — or joins it.Nothing else moves. Your filings, files and history stay where they were, with who filed each.

Checklist: someone is leaving

Settings → Team → ⋯ on the person → Remove from organisation.Their team moves up to their manager. Check who now reports to whom.If they handled clients, open Clients and give those clients a new handler or lead.

Troubleshooting

"I can't see a client." Nobody reaches a client until they are put on it, or somebody in their team is. Ask your admin or manager to add you on Clients → Change who handles it."Not sent … lets only its signers send." Your organisation — or your agent — requires signers and you are not one. Your draft is saved; a signer named in the message opens it from CSN filing (Open <name>'s draft) and sends it — or ask an admin to mark you as a signer."No organisation on SCMTR files under that PAN." Check the PAN, then set the company up as a new client instead."That company does not take requests on SCMTR." It switched requests off. Ask it to invite you, or to switch requests back on in its Workspace."You still act for … clients." An agent cannot stop filing for others while it has clients or requests waiting. End or hand them over first."You no longer reach that company." Its access to your agent ended, or reached its end date, since the page was drawn. Reload to see where things stand."Only the company's own admins can invite another admin." An agent running a client's account may invite its members, and its first admin only while it has none of its own."Nobody from this client is on SCMTR, and you are its only agent." Ending would leave the client with nobody who can open its filings. Invite one of its people as an admin, hand it to another agent, or confirm that you mean it."… accepts only addresses at …, and … is not one." Your organisation allows only company e-mail addresses. Invite the person's company address, or ask an admin to add theirs as a named exception in Settings → Enterprise."Anyone can have a gmail.com address, so it would restrict nothing." List your company's own domain, and add colleagues on personal mailboxes as named exceptions."You are the only admin of …, which has other members." You tried to accept an invitation while your current organisation would be left with no admin. Make a colleague its admin first.A colleague's invitation never arrived in the app. If you already had an organisation, the invitation waits under the header as Review the invitation, and at /invitations, for fourteen days. Sign in with the exact address it was sent to.The Team page says the team is not yours to see. You are working inside a client as its agent's staff. Go back to your own organisation from the band at the top.