Sometimes an email you're working from doesn't match an existing Shipment, ISF, or Declaration—the file simply hasn't been created yet. In these cases, you can start a new file directly from Helm instead of switching over to CargoWise.
When to Create a New File
Use this workflow when:
Helm's shipment matching doesn't find a file because the shipment, ISF, or declaration hasn't been created yet.
You're processing a brand-new inbound request (e.g. a new booking or customs filing) that needs its own file.
If a file already exists, use Shipment Search instead of creating a duplicate.
Step-by-Step: Start a File
Open the email related to the new shipment, ISF, or declaration.
In Helm, click
Start a File.Choose the file type: Shipment, ISF, or Declaration.
Confirm your Staff Reference and Branch are set correctly—these determine the operator and company context on the new file.
Review the fields Helm has pre-filled from the email (e.g. reference numbers, parties, dates) and fill in anything missing.
Submit to create the file in CargoWise.
What Gets Filled In Automatically vs. Manually
Automatic: identifiers found in the email (reference numbers, container/bill numbers when present), the operator (from Staff Reference), and the department/branch (from your configuration).
Manual: fields that require judgment or aren't present in the email—e.g. missing party details, service level, or custom fields specific to your CargoWise setup.
After the File Is Created
Once the file exists, Helm will remember it for this email thread going forward. You can immediately continue your workflow—upload documents from the same email, or return later as the shipment progresses.
Common Errors
"No TMS User Set": Your Staff Reference isn't configured. See Staff Reference Assignment.
File creation fails or defaults to ~AD: Usually a proxy user registry issue in CargoWise—see the Troubleshooting section of the Staff Reference Assignment guide.
Duplicate file created: Double-check Shipment Search first; if a file already exists, unlink the duplicate and use the existing file instead.