Why Connect You Email to the TMS
The TMS forwards messages using your staff email address, allowing our mail server to send messages through a relay service on your behalf, which may be seen as suspicious by some recipients meaning that these emails may end up in a spam folder.
By setting up a genuine mailbox in your staff profile, we avoid the above and emails sent from the TMS will appear in your mailbox's "Sent" folder.
IMAP Mailbox Connection
To connect your mailbox, find the "Add Mailbox Config" option located in the top right corner of the screen.
Upon clicking this option, the "Edit Mailbox Connection" modal will appear, giving you the choice to select another provider if your mailbox is not associated with Google, Microsoft, or Front accounts.
Before proceeding with the sign in, it is important to configure your Permissions and Post Processing Actions according to your preferences.
Permissions
- Send Emails Only: Emails sent from the TMS will appear in your sent folder.
- Send and Read All Emails: Emails sent from the TMS will appear in your sent folder and you will allow the system to read from your mailbox.
If you choose to enable the "Send and Read all Emails" option, the system will classify your emails and perform the following tasks:
- Quote/Pickup Request: The system will first check if your email contains enough details to be classified as a quote or pickup request. If it does, the system will automatically create a shipment and assign it to the LSP Staff associated with the email connected to the TMS.
- Operations: If the system determines that an email does not have enough details to be classified as a quote, but it does contain a Shipment ID, indicating that someone may be inquiring about a shipment. In this scenario, the system will generate a shipment activity log with the received email and assign it to the LSP Staff associated with the email connected to the TMS.
- Attachments: If attachments are found within the email, the system will transfer them to the document processor tool for later matching with the correct shipment.
- Other: If the system is unable to classify the email into any of the mentioned categories, it will not perform any actions.
Post Processing Actions
This section allows you to define the action you want the system to take in your mailbox after emails have been processed.
- Archive
- Mark As Read
- Delete
- Do Nothing
To initiate the authentication process, click on "Ohter" button in the mailbox connection modal.
What is Needed for an IMAP Configuration
In order to configure the Tai TMS to integrate with your mailbox you will need the following:
- Incoming Mail Server
- Outgoing Mail Server (example: smtp.gmail.com)
- Incoming Mail Port
- Outgoing Mail Port
- Username
- Password
Once you click on Save, a notification will pop up confirming the success of the connection. If there are any issues with the credentials provided, the system will show an error message indicating that authentication was unsuccessful.
Once the connection to the TMS is established, the system will initially review emails from the previous 7 days. A last read date will be added to the connection modal, and the system will continue to read emails beyond that date.
