Smart Ways to Achieve Effective CargoWise Workflow Optimization

In international trade, customs clearance is one of the most communication-heavy parts of logistics. Every declaration, query, and status update frequently goes through several emails and attachments before being approved. These scattered exchanges slow down the process and make it difficult to determine who said what and when. To address these challenges, CargoWise has introduced a significant improvement to CargoWise Neo: eConversations in the customs declarations module. Previously available for Shipments, this capability is now implemented for customs declarations and brokerage jobs as well.

This update enables Neo users and CargoWise operators to communicate directly within the system. No more lengthy email threads or missed updates. Messages are stored alongside declarations, making collaboration more efficient, organized, and transparent.

What is CargoWise Neo’s New eConversation Feature?

The eConversations feature in CargoWise Neo is a built-in communication tool that simplifies customs team collaboration. It enables real-time messaging between Neo users and CargoWise operators within the customs declarations module.

Here’s what makes this update useful:

Every message is linked to a declaration record, so you will never lose context.
Both Neo and CargoWise One users can send and receive messages without leaving the platform.
Email notifications are sent automatically to keep everyone informed of new messages or updates.

It is a small but significant step towards establishing a more integrated and paperless customs communication process.

How Do eConversations Work in the Customs Declarations Module?

The workflow is designed to be easy for users and smooth for operations:

Message Initiation: A Neo customer portal user (client) opens the corresponding declaration/brokerage job and sends a job-specific message.
Message Visibility: The CargoWise operator receives the message directly on the corresponding job screen, both in the Cloud Application and in the Neo Staff Portal.
Two-Way Communication: Both users can respond without switching to separate email platforms.
Linked Record: The entire conversation is attached to the declaration, ensuring clarity for audits and future reference.
Email Notifications: Notifications are sent to the appropriate team members based on your registry settings. Both parties receive an email whenever the other party posts a new message, provided the Follow toggle is enabled. A client user can also add colleagues from their company to the following list so they receive the same email notifications for any new messages.

All of the above takes place within CargoWise Neo, which provides a centralized communication platform that is faster, more traceable, and easier to manage. Additionally, eConversations are safe to access.

There are two predefined system groups that manage user permissions:

Web Message Sender: Enables users to compose and send messages.
Web Message Viewer: Allows users to view and respond to messages.

This ensures that sensitive information is only accessible to authorized personnel.

Why is this Update Important for Logistics and Customs Teams?

Every delay in customs brokerage has an associated cost. A missed update or unclear communication can cause shipments to be held up at the border, increasing operational costs. The eConversations update helps to eliminate these communication and customs delays.

Here’s why it’s important:

Simplified Communication: Neo users can send messages directly from their customs declarations screen.
Faster Response Times: CargoWise Operators and Neo users can resolve customs issues instantly, without waiting for email responses.
Centralized Records: The entire conversation remains attached to that declaration record, ensuring context and clarity.
Increased visibility: Email notifications are automatically sent to relevant staff.

Finally, it improves customs workflow by reducing delays, increasing visibility, and strengthening compliance.

How Do We Configure CargoWise Neo’s New eConversations Feature?

We use a repeatable setup to ensure that eConversations is configured securely, reliably, and within your custom workflow, rather than simply “switching on.” These are the steps

Step 1: Registry Setup and Notification Preferences

Go to Registry → GLOW → Neo → Enable eConversation
Select “Override Default.” And set it as yes.

We ensure that these notification settings are properly assigned to your internal teams, keeping the right people informed without overwhelming their inboxes.

Step 2: Assign Security Roles for Controlled Access

Assign message permissions using two predefined CargoWise security groups.
This security access providing will be handled at the organization (Client) level.

Web Message Sender: Enable users to send messages.
Web Message Viewer: Allows users to view and respond.

[Note: This security access will be provided at the organizational (Client) level.

Our consultants validate these roles to ensure your communication remains secure, traceable, and compliant with operational hierarchies.

Step 3: Testing and Workflow Validation

Once configured, our team runs a full functionality check. To validate, we simulate message exchanges between Neo users and CargoWise operators.

Conforms perfectly with your customs workflow.

Notifications are triggered correctly.
Conversations are still linked to the correct declaration.
Fits in perfectly with your customs workflow.

These steps seem simple, but the CargoWise setup is complex. A single misconfiguration can flood inboxes or disrupt your audit trail. That’s why CargoWise users choose Carguber: we map the right roles, set notifications correctly, validate end-to-end messaging, and provide clear SOPs, ensuring that eConversations are done securely, reliably, and exactly within your custom workflow from day one.

Beyond eConversations Configuration: What Does Carguber offer?

Implementing a new feature is only the first step; true value is achieved when your entire CargoWise environment functions as a single, integrated ecosystem. We are not limiting ourselves to only configuration; we go beyond configuration to help logistics and forwarding businesses optimize workflows, automate workflows, and integrate smarter systems around CargoWise.

End-to-End CargoWise Optimization

We will assess how your team is using CargoWise across modules such as customs, forwarding, warehousing, and accounting, then fine-tune processes to eliminate inefficiencies and align all CargoWise functions, from purchase orders to invoicing, to ensure smooth data flow and faster execution.

Our specialties include:

Complete Integration with External Systems

We specialize in connecting CargoWise to your external system. Whether it’s an ERP, CRM, supplier portal, or accounting system, we also provide customizable API solutions for your business operation to eliminate double entry, reduce manual work, and keep everything in sync.

Workflow Automation and BI Dashboard

We offer document automation solutions to CargoWise users who handle thousands of logistics documents each day. Our AI document automation eliminates manual keying, speeds up approvals, and results in cleaner, auditable data in finance and operations. We also offer custom BI dashboards that visualize key performance indicators, track clearance times, and monitor revenue trends, transforming complex CargoWise data into clear, actionable information.

Continuous Support and Update Management

We provide complete ongoing support, training, and version readiness to ensure your company is always up-to-date with CargoWise’s new features and never misses out on new performance opportunities.Conclusion

The eConversations feature in CargoWise Neo is more than just a messaging upgrade; it’s a smarter way to handle customs collaboration. By moving communication inside the system, it removes email clutter, improves accountability, and helps teams respond to customer queries with clarity and speed. However, to fully benefit from these and other CargoWise enhancements, businesses need the right CargoWise Consultant. Schedule a free consultation with Carguber to configure, test, and launch your eConversations setup with confidence.

Conclusion

The eConversations feature in CargoWise Neo is more than just a messaging upgrade; it’s a smarter way to handle customs collaboration. By moving communication inside the system, it removes email clutter, improves accountability, and helps teams respond to customer queries with clarity and speed. However, to fully benefit from these and other CargoWise enhancements, businesses need the right CargoWise Consultant. Schedule a free consultation with Carguber to configure, test, and launch your eConversations setup with confidence.