Lutra streamlines how you handle freight documentation, arrival notices, and supplier shipments. Whether you’re dealing with PDFs of shipping manifests or email notifications of vessel arrivals, Lutra can parse, organize, and centralize all the data you need.
Key Use Cases
Vessel Arrival Notices & PDF Extraction
Parse PDF documents: Lutra scans arrival notices to extract carrier details, container numbers, ports, and arrival times.
Centralize data: Automatically place extracted info into spreadsheets or internal dashboards for easy reference.
Track schedules: Lutra can use public web data to update vessel timetables or notify your team of delays.
Consolidating Shipping Records
Multi-source data: Collate shipment details from various suppliers or carriers.
Email parsing: Convert inbound emails into structured data—pull container IDs, product details, and schedules directly from messages or attachments.
Single source of truth: Create a unified spreadsheet for all shipments across multiple carriers, ensuring no details slip through the cracks.
Tracking & Updating Shipping Status
With scheduled Playbooks that run in the background, you can:
Real-time logs: Maintain an updated spreadsheet or dashboard that refreshes with the latest shipment statuses.
Progress notifications: Lutra can send alerts (e.g., via Slack or email) when status changes occur—like “Arrived,” “Delayed,” or “Customs clearance.”
Exception handling: Flag overdue shipments or missing paperwork so your team can intervene promptly.
Implementation Best Practices
Set Up Folder/Email Triggers
Email labels/folders: Have a dedicated label or folder in your email account (Outlook or Gmail) where shipping- or freight-related PDFs land. Lutra can monitor these labels and kick off automated extraction whenever a new file arrives.
Shared drives: If PDFs or documents are in a shared drive (Google Drive), set up Lutra to watch that folder.
Map Extracted Fields
Define your fields: Specify exactly what data you need—such as container ID, origin port, arrival time, or carrier name.
Choose your destination: Decide whether the data goes into a Google Sheet, Excel file, or a CRM system. Lutra can handle the mapping automatically once you provide the format.
Automate Follow-Up Tasks
Email or Slack notifications: Have Lutra notify relevant logistics teams when new freight data is added or when arrivals are updated.
Scheduled updates: Set recurring times for Lutra to check for new or changed shipping statuses, ensuring your records stay up to date.
Bulk actions: Mark containers as “cleared” or “awaiting approval” in your sheet or system, then let Lutra send the right notifications.
How to Use Lutra
Start a Chat
Begin a new Chat and specify your freight or shipment task.
For example:
“Extract container IDs, supplier names, and arrival ports from new vessel arrival PDFs in my Drive folder, then update my shipping spreadsheet.”
Connect or Upload Data
Connect: Let Lutra access your email labels or shared folders where shipping documents arrive. Lutra will ask for permission in the Chat when you ask it to access your email, you do not need to pre-connect it.
"Lutra, get the most recent 3 emails from [email protected]"
Upload: If you have local files, simply attach PDFs or CSVs for Lutra to parse and integrate.
Refine & Verify
Data validation: If Lutra misses key fields (e.g., missing container IDs or supplier references), let it know exactly what you want to see.
Multiple data points: If your PDF includes two arrival times or multiple container numbers, specify that you need them all captured.
Export & Automate
Structured outputs: Ask Lutra to save results in a spreadsheet, email you a summary, or update a logistics dashboard.
Build a Playbook: Once you’re happy with a workflow (e.g., vessel PDF parsing or supplier email classification), convert it into a Playbook to run it regularly or on demand.
Tips for Best Results
Be Specific
Mention the exact fields or statuses you need. For instance, “Extract container arrival time, departure port, and destination port” helps Lutra avoid ambiguity.Start Small
Test your workflow on a couple of sample PDFs or emails before processing the entire backlog.Iterate & Provide Feedback
If data is incomplete or new data fields need extraction, just tell Lutra. It learns from each instruction.Automate
Once satisfied, schedule a Playbook to handle these tasks at fixed intervals or whenever new documents appear.