Read and send emails in Transportial

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 consignments. To connect a mailbox first, see Connect and share 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.

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.

Link an email to an order or consignment

1. Open the email and click the options menu (⋯) at the top.
2. Choose Link to entity.
3. Choose Transport Orders or Consignments 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 consignments 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.

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.