Microsoft - Staff Mailbox Configuration

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.

Microsoft Mailbox Connection

To connect your mailbox, find the "Add Mailbox Config" option located in the top right corner of the screen.

This will open the "Edit Mailbox Connection" modal, giving you the option to choose Microsoft as the platform to connect with.

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.

• 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 they have been processed.

• Archive
• Mark As Read
• Delete
• Do Nothing

To initiate the authentication process, click on the "Sign in with Microsoft" button in the mailbox connection modal.

If you are not already logged into Microsoft using the current browser, add your username and click "Next."

You'll be redirected to the appropriate Microsft Exchange provider (Microsoft, Outlook, Godaddy, etc.). Enter your password and click "Sign In."

Once your password is accepted you should be shown a successful authentication message like the below. Click "OK" and you are now ready to send an email using your Microsoft Exchange account in the TMS.

Use the Microsoft Exchange admin center to enable or disable SMTP AUTH on ALL mailboxes

1. Open the Microsoft Exchange admin center and go to Settings. Exchange Admin Center
2. Click Mailflow, then uncheck the box next to "Turn off SMTP AUTH protocol for your organization."
3. Click Save. 
   

Use the Microsoft 365 admin center to enable or disable SMTP AUTH on specific mailboxes

1. Open the Microsoft 365 admin center and go to Users > Active users.
2. Select the user, and in the flyout that appears, click Mail.
3. In the Email apps section, click Manage email apps.
4. Verify the Authenticated SMTP setting: unchecked = disabled, checked = enabled.
5. When you're finished, click Save changes.

For the step-by-step on how to do this for the Exchange Online PowerShell please refer to the Microsoft instructive on the following link: SMTP AUTH) in Exchange Online***