Email in the TMS

This article outlines everything from default behavior and sending options to mailbox configuration and best practices for success.

Session: March 28, 2023
Delivered by: Tim Lucas

The TMS platform offers a flexible and robust email system, with two primary methods for sending:

Used when no mailbox is connected.
Delivery comes from a shared system-managed domain (e.g., mailer.tai-software.com).
Emails are not saved in the broker's "Sent" folder and are often delivered without proper “authority”.

Personalized email sending through a connected account (Google, Microsoft, Front, or SMTP)
Sent messages appear in the staff member’s "Sent" folder or equivalent.
Uses proper email authority to reduce the risk of spam and undelivered mail.

The system sends emails through several key functions:

Module	Description
Send Message	Compose and send messages directly from a shipment or shipment search.
Bulk Operations	Send messages about multiple shipments to one or more customers in a single click.
Invoice Delivery	Email invoices with attachments like BOLs or PODs.
Workflow Automation	Trigger automated notifications (e.g., booking confirmations, updates).
Reports	Send scheduled or manual reports to users or external recipients.
Notifications	Shipment alerts such as status updates, pickup, or out for delivery notifications.

Staff mailboxes allow emails to be sent from individual or shared mailboxes. You can configure this by:

Go to your LSP Staff profile or User dropdown in the navigation menu.
Select Connect Email Provider.
Choose from:
- Google - Secure connection with OAuth and Google APIs
- Microsoft - Secure connection with OAuth and SMTP Client
- Front - Secure connection with OAuth and Front APIs
- Other - requires manual setup (SMTP server, port, username, and password)

If using 2FA (Google or Microsoft), an app-specific password may be required for SMTP.
Once connected, the system will default to sending from the staff mailbox.

Sent messages are available in the user's Sent folder.
Helps reduce the risk of spam or undelivered messages by using proper MX authority.
Enables better cross-team visibility when using shared mailboxes.

All sent emails are recorded in:

You can see:

This is useful for:

Issue	Resolution
Email not sent	Check the mailbox connection or email activity log.
The customer didn’t receive the email	Confirm address, check spam folders, and verify mailbox connection.
Sent folder missing email	Ensure the message was sent using the staff mailbox config and not SendGrid.
Emails marked as spam	Ensure the message was sent using the staff mailbox config. If using SendGrid, ensure the proper MX and TXT records are configured on the Domain.