Process documents in the document inbox

Signed CMRs, proofs of delivery, delivery notes and weighing tickets come back on paper, by e-mail and as photos. The document inbox takes them all. For each document Transportial recognizes the type, reads the references, links it to the right order, shipment or Trip, checks whether it is signed and compares it with the order.

Open the inbox

1. Open the side menu (☰, top right).
2. Click Document inbox, just below Documents.

The tabs work as filters: All, Needs review, Differences, In progress and Failed or skipped. Search by document name, file name or order, shipment or Trip number. The list shows the Document, Status, Type, what it is Linked to, the Confidence, the Checks and when it was Received.

Add documents

1. Drag PDFs and photos onto Drop documents here or click to choose files, or click the area to choose them. You can add many at once.
2. Wait while they upload. Each document starts as Queued, then Reading.
3. When reading is done, the status becomes Processed or Needs review.

Documents can also arrive by themselves, depending on the settings: attachments of e-mails received in your mailboxes, documents already attached to orders and Trips, and documents customers upload in the customer portal.

What Transportial does with each document

• Type: CMR / waybill, Proof of delivery, Delivery note, Invoice, Weighing ticket, Customs document, Transport order, Damage report or Other, plus your own document types.
• Link: it looks for your own order, shipment and Trip numbers, container numbers, the customer reference and other references such as booking, CMR or bill of lading numbers. When one match is clearly the best, the document is linked automatically and appears on the Documents tab of that order, shipment or Trip.
• Signature: it checks for handwritten or electronic signatures and stamps, and shows Signed or Not signed.
• Differences: it compares what is on the document with the order: customer reference, gross weight, number of packages, container and seal number, delivery date and delivery postal code.

A document gets Needs review when the type is uncertain, no matching order was found, the best match is not certain enough, several orders match about equally well, or a document that must be signed has no signature.

Review a document

1. Click a row. The panel shows a preview (Open file opens the original), the Document type, what it is Linked to and why it needs review.
2. To link it, click Link here next to one of the suggested matches, or choose the type in Link to, enter the Order, shipment or trip number and click Link document. Click Unlink to remove a wrong link.
3. Under Differences with the order, check each field: On the document against On the order. Click Copy to order to take over the value from the document, or Dismiss to keep the order as it is.
4. Click Process again to read the document once more, for example after changing the settings.

To change the type of a document by hand, use Set document type on the Documents tab of the order, shipment or Trip. See Track required documents.

Badges on the Documents tabs

On the Documents tab of orders, shipments and Trips, each document shows its type and badges such as Signed, Not signed, QR, Set by hand and the number of differences.

QR code on your own paperwork

Transportial can print a small QR code with a short code (such as K7M2-9QXA-4F3T) on the CMRs, transport order PDFs, Trip sheets and document templates it makes for you. When the signed paper comes back, the inbox reads the code and links the document to the right shipment, order or Trip with full certainty, even when reading with AI is switched off. Only codes printed by your own platform are recognized.

Settings

In Settings, tab Environment, section AI, you find the document inbox settings. They use the AI provider and AI model of your platform.

• Read documents with AI (on), Process e-mail attachments from mailboxes (off) and Analyze documents already on orders and trips when their documents tab is opened (off).
• Send unsigned documents of signature-required types to review (on) and Document types that must be signed (CMR, proof of delivery and delivery note).
• How certain a match must be: Link automatically from confidence (0-1) (0.85), Minimum lead over the second-best match (0-1) (0.15) and Minimum classification confidence (0-1) (0.6).
• Limits: Maximum pages sent to the AI per document (6), Maximum file size (MB) (20) and Maximum documents per month (0 = unlimited).
• Comparison: Weight tolerance (%) (2), Quantity tolerance (packages) (0), Date tolerance (days) (1), Fields compared with the order (empty = all) and Document types to read and link (empty = all).
• Extra instructions for the AI (for example your customers' reference formats).
• Under QR code on our paperwork: Print a QR code on our paperwork (on), the kinds of paperwork, and the position of the code in millimeters (From left (mm), From top (mm), Size (mm)). On the CMR the code is placed in the free lower-right corner of box 18 by default.