1.9.13. Destroying a document¶
Destroying a document is an irreversible process. This means that once the document is destroyed, you can not undo the process. Once the document is destroyed it is marked as accomplished. After accomplishment, no further changes to the document are possible (including state or ownership change).
Your account must have proper permissions to be allowed to accomplish documents.
You can check both in the Privacy and Security section of My profile.
Destroy a document action is only available to the issuer of the document.
Accomplishing documents marks completion of the document's journey. The Delete document feature is the only other accomplishing process apart from the very frequently used release cargo action.
If after the document has been issued and transferred on the blockchain any of the parties discovers a problem with the document they can request the amendment from the issuer.
The shipper or another party that wants an amendment should contact the issuer first, before the actual B/L is transferred back to the Issuer/rejected. After both parties agree on the best way forward - and who will cover the cost of issuing a replacement B/L - the amendment procedure should be done as follows.
The issuer can only amend the document if the original document is returned into their possession on the CargoX Platform. Before creating a new and corrected document under the same B/L number, the issuer needs to destroy the current document.
Step 1: Obtain the B/L document
To issue a replacement B/L you should have the original B/L in your possession to prevent duplicate B/L documents for the same shipment.
Instruct the current owner of the B/L to transfer the document back into your possession (you must be connected via contacts in order for this to be possible). If you sent this document to them directly, they can use the Return to sender feature.
Step 2: Open the envelope with the B/L document, inspect it
Once you receive the document back, it will show in your Inbox folder. Click on the envelope with the B/L document you wish to destroy and open the document. Inspect the audit log to verify the authenticity of the document. Verify all other details in the received documents and read the message that came along with the envelope as it might include specific instructions on how to handle the amendment.
If you are an original issuer of this document, you will see a red Destroy button available for the specific document.
Step 3: Click the Destroy button
All transactions on the blockchain are irreversible and this also includes the destruction of the document. Please double-check that you are working on the correct B/L document before continuing.
Click the red Destroy button next to the document you wish to destroy.
Step 4: Double-check all data
The destruction process always starts with an overview. Please carefully review the information as the document destruction process is irreversible! You can also review the instructions message if you received one with the envelope.
When ready, click the green Next button to continue.
Step 5: Digitally sign the destruction of the document
To confirm the document destruction, you must authenticate and digitally sign it with your blockchain key. Select the checkbox if you understand and agree that the action can not be reverted, and click the green Sign and Destroy button to continue.
If you have two or more blockchain keys linked to your CargoX Platform account, you have to first choose which one you wish to use. If your chosen key is locked, you first have to unlock it.
Step 6: Document destruction is underway
After you confirm the destroy action, the CargoX Platform will generate required blockchain transactions and send them to the blockchain. A few seconds later the summary will be shown. You can now close the pop-up.
Step 7: Status of the destroy document
As you wait for the blockchain transaction destroying the document to complete you can observe the current status in the envelope view.
The animated white cubes icon on the red Destroy button indicates that document destruction is pending. No other actions will be available until the action completes.
The speed of the transaction depends on the state of the blockchain network and can normally take between a few seconds and a few minutes.
Once the animation stops and a red trashcan icon appears on the upper right corner of the document tile, the document has been destroyed.
The gray Archive button also becomes active at the bottom.
Step 8: Issue a replacement document
You can now follow the composing a new smart envelope and document instructions to create a new envelope and upload an amended/corrected document where you are allowed to use the same document number as in the destroyed document.
After the creation of a replacement document or a B/L, seal it and send it back to the party that requested the amend or follow instructions they provided.
The envelope with the destroyed document will remain in your Inbox, but you will notice the document type icon to be grayed-out, indicating that the envelope no longer holds the title of the document. Once you are done with a workflow around a particular document (probably after you issue and transfer a replacement document), you can easily remove it from your Inbox by clicking the Archive button which will move the document to the Archive folder. CargoX provides free digital storage of documents for a period of 10 years.
The CargoX Platform provides superb visibility with a per-document audit log. Each document ownership or state change is written to the audit log, which you can see at any time by clicking on the Audit log button. You can inspect the audit log of the destroyed document and download a PDF proof that you destroyed to original before issuing a replacement.