Track an order's EDI documents with the dashboard's lifecycle view

The EDI activity dashboard gives EDI administrators one place to monitor EDI flows and the X12 and EDIFACT documents processed through integrator.io. The dashboard is only available at the account level (Home → Dashboards → EDI activity). Use the EDI activity dashboard to view EDI flow performance, track EDI documents, and resolve processing errors in real time.

The tab strip at the top of the EDI activity dashboard has three default tabs, followed by any custom views you save. Select X12 docs or EDIFACT docs based on your requirements. Within tabs for documents, you can use the lifecycle and list views for tracking.

Dashboard tabs

Lifecycle & list views for documents

Use the view toggle in the panel header to switch between the lifecycle & list views in the doc-related tabs. Switching is instant because both views load together. You can now view all the documents in the database, and the views are not restricted to a 24-hour window as they earlier were.

The doc tabs offers two views: 

1. Lifecycle view groups all the related documents for a transaction, so you can follow the whole exchange in one place and see where it stopped in a business process.
2. List view shows each processed document as its own row, so you can check its status or look into a specific document. That is, each row is a single document, with no grouping. Use a list view when you want to sort or scan individual transactions. 

X12 docs and EDIFACT docs each remember their own filters and search keyword while you stay on the page, so you can switch tabs and come back without losing your place. Refreshing the page returns to the default tab with no filters.

Lifecycle (grouped) view of EDI documents

Each row is an order group. The group row shows the most recent document in the group, its lifecycle status, and how many documents the group contains. Groups are sorted newest first, based on the most recent activity in each group.

• Select the arrow on a group row to expand it and see every document in the group, newest first. Collapsing the group doesn't reload anything.
• The arrow appears only when a group contains more than one document. A document with no related documents shows as a regular standalone row. For more information, see Special scenarios
• Rows that are associated or linked with the main reference document leave Reference doc and Lifecycle status blank as shown in the table below.
• The table loads 30 groups at a time and loads more as you scroll.

Use the lifecycle view to:

• Find every document for an order by searching its PO number.
• See the latest stage an order has reached without opening each document.
• Spot where an order stalled, such as a PO that was never acknowledged or an ASN that was rejected.

Documents processed before this feature was enabled don't carry an order reference, so they appear as standalone rows instead of in a group. Lifecycle history builds up from the date the feature is turned on for your account. How far back you can see is also limited by your account's data retention period.

How documents are grouped in the lifecycle view

Documents are linked and grouped for an EDI business process. For example, in the case of the order-to-cash  – when integrator.io processes an EDI document, it saves three values used for grouping:

• Reference document number: the order reference extracted from a specific segment of the document. It's stored in uppercase with a prefix, for example PO 6P31195 for X12 or ORDERS PO-123 for EDIFACT.
• Partner pair: the sender and receiver IDs from the ISA (X12) or UNB (EDIFACT) envelope. The pair is direction-neutral, so a PO you receive and the invoice you send for it land in the same group.
• Trading partner name: taken from the EDI profile.

Documents are grouped when they share both the same reference document number and the same partner pair, within the same environment (production or sandbox) and the same standard (X12 or EDIFACT).

 Example: Order-to-cash X12 reference fields

Example: Order-to-cash EDIFACT reference fields

Grouping depends on the field names in your file definition rules. If you rename the fields that hold these values, the reference may not be extracted and the document shows as standalone.

Lifecycle status

Lifecycle status shows the latest stage in an EDI process. For example, in the case of the order-to-cash process, it tells you which stage of the order a document represents. It's set once, when the document is processed, based on two things: the document type and its direction. For example, an inbound 850 means you received a purchase order, and an outbound 810 means you sent an invoice.

On a group row, lifecycle status shows the status of the most recent document in the group. That makes it a quick answer to "how far has this order gotten?"

Reading lifecycle status

• The group stops at an early stage. If a group's latest status is still the order stage days after the PO arrived, the acknowledgment or shipment hasn't been sent.
• Lifecycle status doesn't mean success. It shows which stage was reached, not whether the partner accepted it. Check Ack status on each document to see whether it was accepted or rejected.
• The cell is empty. The document type isn't part of a lifecycle (for example, an 846 inventory document), or the document was processed before the feature was enabled.

Ack status, different from lifecycle status

Ack status is separate from lifecycle status. It shows whether the trading partner's functional acknowledgment accepted the document.

Special lifecycle scenarios 

Default columns in lifecycle & list views

Additional specific view columns

 Additional columns, such as ISA, GS, and ST control numbers (for EDI X12), UNB no., UNH no., UNB sender, UNB receiver (for EDIFACT), MDN status, and Processed are available from the column picker. To change columns, open the column picker, select the columns you want, and select Apply. You can also drag columns to reorder them. Column choices are saved separately for list view and lifecycle view.

For EDI X12