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User Manual Field-seller complaints Version 1.0 · Stable

Field-seller complaints

The Field-seller complaints register logs complaints related to a field seller: damaged parcel, delivery outside the time slot, route punctuality. It shares the customer complaints engine — same smiley cards, same 5 statuses — but the actor targeted and displayed is the field seller.

6
Stat cards
5
Statuses (0 to 4)
1
Actor: field seller
5
Photos / record
1

Overview

A field-seller complaint reports an incident related to distribution: damaged parcel, late delivery, delivery outside the time slot, a lapse on the route. It helps track delivery quality and punctuality per field seller.

Three registers, one engine

Customers, sales reps and field sellers share the same form, the same smiley cards and the same status cycle. Only the actor changes — here, the field seller. See the Complaints module.

2

Access and navigation

Left-hand side menu: ComplaintsField-seller complaints.

Swifto ERP — Complaints menu
Global dashboard
Complaints
Complaints Dashboard
Customer complaints
Sales rep complaints
Field-seller complaints
Settings
Sales
Need help? Click here...
The list of field-seller complaints opens on the right after the click.
3

List & smiley cards

Same six smiley stat cards, then the paginated list. The actor column shows the field seller concerned by the complaint.

Complaints › Field-seller complaints
Field-seller complaints
New Search
33
Total
😠
6
New complaint
😐
7
Handling in progress
🙂
16
Handled
😄
3
Satisfied
😟
1
Not satisfied
StatusTypeNatureField sellerDate
😠New complaintDeliveryDamaged parcelHatem GHARBI06/06/2026
😐Handling in progressPunctualityRoute delayHatem GHARBI02/06/2026
🙂Handled & closedPunctualityDelivery outside time slotSlim JAZIRI31/05/2026

Stat cards (status · color · smiley)

CardSmileyCorresponding statusColor
TotalAll field-seller complaintsIndigo #7366fe
New complaint😠Not yet handled (status 0)Red #bf1e2e
Handling in progress😐Handling under way (status 1)Orange #e3771f
Handled🙂Response given, closed (status 2)Apple green #9bbf00
Satisfied😄Satisfied feedback (status 3)Green #2e9b1f
Not satisfied😟Response deemed insufficient (status 4)Blue #14418c

Table columns

ColumnDescription
SmileyStatus icon (statuses 0 to 4).
StatusLabel of the standard status, or of the attached workflow step.
Complaint typeFamily of the complaint (Delivery, Punctuality…).
Complaint naturePrecise reason attached to the type.
Field sellerField seller concerned by the complaint.
DateDate the complaint was filed.
DomainShown only in a multi-domain company.

Tracking of delivery quality per field seller: damaged parcels, delays and missed time slots are tracked and resolved end to end.

4

Action bar

PDF / Excel

Exports the displayed list.

Help (legend)

Shows the legend of the smileys and their status.

New

Opens the creation form (section 6).

Search

Filters by type, nature, field seller and period.

5

Advanced search

The Search button opens a detailed filter: type (which filters the natures), field seller and period.

6

Create a complaint

Click New. Form identical to the other registers; the actor selected here is a field seller.

New field-seller complaint
Field-seller complaint
Delivery
Damaged parcel
Hatem GHARBI
The customer reports a crushed carton on receipt. Requests an investigation into the day's route handling.

Form fields

FieldRoleMandatory
Complaint typeFamily of the complaint; determines the list of natures.
Complaint naturePrecise reason; triggers the display of conditional fields and the Photos block.
Field sellerField seller concerned by the complaint.
Item / Invoice / DomainShown depending on the nature's configuration.Conditional
MessageDescription (up to 500 characters).
Photos (1 to 5)Image attachments (gif / jpg / png), if the nature allows it — useful for photographing a damaged parcel.Optional

The form adapts to the nature: the Item / Invoice / Photos fields only appear if the nature requires them. Photos are valuable for documenting a damaged parcel.

7

View & handle

The magnifying glass Detail opens the record in read mode (gallery + fields). Edit advances the status and lets you enter a response.

If the nature is attached to a workflow, the status menu offers the named steps and only the step's owner can advance it.

8

The 5 statuses

CodeStatusSmileyMeaning
0New complaint😠Filed, not yet taken in hand.
1Handling in progress😐Assigned and being resolved.
2Handled🙂Response given, case closed.
3Satisfied😄Satisfied feedback confirmed.
4Not satisfied😟The response was not satisfactory.
9

Lifecycle (workflow)

Same cycle as the other registers: Filing → Assignment → Handling → Closure.

flowchart LR
  A([Field-seller complaint filed]):::s --> B[New complaint]:::ko
  B -->|assignment| C[Handling in progress]:::w
  C -->|response| D[Handled & closed]:::p
  D --> E([Satisfied]):::ok
  D --> F([Not satisfied]):::ko
  F -.->|reopening| C
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef w fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Custom steps and owners: see the Workflow & statuses page.

10

Business rules

Type → Nature — the nature drives the fields shown and any attached workflow.

Controlled editing — a closed complaint (status ≥ 2) is no longer editable in standard mode; in workflow mode, only the step's owner can advance it.

Photo evidence — up to 5 photos per record, ideal for documenting a damaged parcel and backing up the resolution.

11

Roles & permissions

ActionSupport agentLogistics managerAdmin
View
Create a complaint
Handle / change status
Delete

Indicative matrix — depends on the GReclamation privileges of your company.

12

FAQ & scenario

What's the difference with a customer complaint?

The engine is identical; only the actor changes: you select a field seller instead of a customer, and the actor column shows the field seller.

Tip — attach a photo

For a damaged parcel, always attach a photo: it speeds up handling and documents the resolution.

Real scenario — Damaged parcel

  1. 1
    Filing — support creates a complaint: type Delivery, nature Damaged parcel, field seller Hatem GHARBI, message + 2 photos of the carton. Status: New complaint 😠.
  2. 2
    Assignment — the logistics manager moves the status to Handling in progress 😐 and launches the route investigation.
  3. 3
    Resolution — parcel replaced, handling instructions reiterated, response entered: Handled 🙂.
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Swifto ERP · Complaints module · User Manual v1.0

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