Communication

# Read and send emails in Transportial

Read, search, star and archive mail, write emails with drafts and signatures, and link emails to transport orders or turn them into one.

Updated October 5, 2026

**Who can do this:** The mail permission and the Mail platform feature. Not available to external users.

Transportial has its own email client, so you can handle customer mail next to your orders. You read and answer mail from your company's mailboxes, keep drafts and signatures, and link emails to transport orders and shipments. To connect a mailbox first, see [Connect and share email inboxes](/en-us/help/email-inboxes).

## Open your email

Click the envelope icon in the header, or open the side menu (☰, top right) and choose **Emails**. On the left you find the inbox selector, the **New Email** and **Signatures** buttons and the folders. Each folder shows only its own mail:

* **Inbox**: received mail that you have not archived or deleted.
* **Starred**: mail you starred, wherever it is filed.
* **Sent**: mail sent from the mailbox.
* **Drafts**: your emails that are not sent yet.
* **Archive**: mail you archived.
* **Trash**: mail you deleted.

Until you choose an inbox in the selector at the top, the folders show the mail of every inbox you have access to. Choose an inbox to see only its mail, in every folder.

## Work with the email list

* Each row shows the sender, a paperclip when there are attachments, the subject with a short preview and the date. Unread mail stands out.
* Click the star on a row to star or unstar it.
* Tick one or more rows to show the buttons **Mark as read**, **Mark as unread**, **Archive** and **Delete**. The box in the header ticks all rows. In the **Archive** folder there is no archive button.
* Click **Refresh** to check for new mail. More mail loads as you scroll.

## Search for an email

1. Type in **Search emails...**.
2. Click the filter icon to search more precisely by **From**, **To**, **Subject**, **Date from**, **Date to** or **Has attachment**.
3. Click **Search** or press Enter. The search covers the folder and inbox you are in.
4. Click the × in the search box to clear the search.

## Read an email

Click an email to open it; it is marked as read automatically. Click **Show details** to see all recipients, CC, BCC and the date. Attachments appear at the bottom; click one to preview it. The buttons at the top are **Reply**, **Reply All**, **Forward**, **Star**, **Archive** and **Delete**; the options menu (⋯) holds **Mark as unread**, **Link to entity** and **Convert to Transport Order**. Click **Back** to return to the list.

In the **Archive** folder the archive button is **Unarchive**, and in the **Trash** folder it is **Restore to inbox**: both put the email back in the **Inbox**.

**Delete** moves an email to the **Trash** without asking for confirmation. Deleting an email that is already in the **Trash** removes it permanently.

## Write an email

1. Click **New Email**, or **Reply**, **Reply All** or **Forward** on an open email.
2. If you can send from more than one inbox, choose the inbox in **From**.
3. Enter the recipients in **To**, separated by commas. Click **Add CC/BCC** for copies.
4. Enter the **Subject** (for a new email; replies and forwards get "Re:" or "Fwd:" automatically).
5. Write your message. Use the toolbar for bold, italic, underline and lists.
6. Click **Attach files** to add attachments. Each file shows its upload progress; click the × next to a file to remove it.
7. Click **Send**.

A reply quotes the original message; a forward includes the original message with its sender, date and subject. **Send** becomes available once **To** is filled in and all attachments are uploaded. If the email cannot be sent, you see why and the window stays open, so you can correct it and try again.

## Continue a draft

While you write, Transportial saves your email as a draft a few seconds after you stop typing, and again when you close the window or click **Cancel**. The top of the window shows **Saving draft...** and then **Draft saved**. Drafts keep their attachments and are private: only you see them.

1. Click the **Drafts** folder.
2. Click the draft you want to finish. It opens in the compose window.
3. Complete the email.
4. Click **Send**. The draft disappears from **Drafts**.

To throw a draft away, click **Discard** in the compose window, or the bin icon next to the draft in the **Drafts** folder.

## Add a signature

1. Click **Signatures** in the email sidebar, below **New Email**.
2. In **Signature for**, choose **Default signature**, or an inbox to give that inbox its own signature.
3. Write the signature. Use the B, I and U buttons for bold, italic and underline.
4. Click **Save signature**. You see **Signature saved**.
5. Repeat for other inboxes if you want, then click **Done**.

New emails, replies and forwards start with an empty line, then your signature, above any quoted text. An inbox without its own signature uses the default one. When you change **From**, the signature changes to that inbox's signature. To leave the signature out of one email, click **Remove signature** below the message.

The **Signatures** button is only shown if you may send email.

## Link an email to an order or shipment

1. Open the email and click the options menu (⋯) at the top.
2. Choose **Link to entity**.
3. Choose **Transport Orders** or **Shipments** under **Search to Link**.
4. Search by reference or name and click **Search**.
5. Click **Link** next to the right result.
6. Click **Done**.

Under **Linked**, the same window lists what the email is linked to; click the × next to a link to remove it.

When you open an email, Transportial also looks for references of your transport orders and shipments in its subject and message. Matches appear under **Automatically detected links**. Click **Confirm link** to link the email, **Dismiss** to ignore a match, or **Dismiss all**.

Linking is only offered if you may edit emails.

## Turn an email into a transport order

1. Open the email and click the options menu (⋯).
2. Choose **Convert to Transport Order** and wait while Transportial reads the email.
3. Check the new transport order form that opens. It is filled in from the email, with its attachments as documents.
4. Complete what is missing and save the order. The email is linked to the new order.

If Transportial cannot derive an order from the email, you see **No transport order could be derived** and the form opens with the email's subject and text, so you can fill it in yourself. **Convert to Transport Order** is only shown if you may create transport orders.

## Emails on a transport order

The **Emails** tab of a transport order lists the emails linked to it.

1. Open the transport order and click the **Emails** tab.
2. Click **Link email**. A panel opens with recent mail.
3. Search by subject, sender or text and click **Search**.
4. Click **Link** next to the email. The button changes to **Linked** and the email appears on the tab.

Click an email on the tab to open it; from there you can choose **Make order from this email** to start a new transport order filled in from it. To remove a link, click the unlink icon (**Remove link**) on the row.

Emails that arrive in a chat appear there as cards you can expand and answer. See [Chat with colleagues and drivers](/en-us/help/messages-and-chat).

## Related articles

* [Connect and share email inboxes](/en-us/help/email-inboxes)
* [Chat with colleagues and drivers](/en-us/help/messages-and-chat)
* [Create a transport order](/en-us/help/create-transport-order)
* [View and manage notifications](/en-us/help/notifications)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en-us/contact)[Report an issue](/en-us/report-issue)

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Canonical page: https://transportial.com/en-us/help/emails