Create a transport order from a file or email

Customers often send orders as a PDF, a spreadsheet or an email. Instead of typing them over, you can upload the files. Transportial reads them and fills in the transport order for you.

How Transportial reads your files

• If a file matches a file template that is set up for your platform (an integration that maps the columns or fields of a known file layout), Transportial uses that template. One file can then produce several orders.
• If no template matches, your platform's AI model extracts the order details from the files.
• If an order that the AI extracts matches an existing order by its reference, such as the order number or reference description, that existing order is updated instead of creating a duplicate.

Upload order files

1. In the header, open the dropdown arrow next to New transport order.
2. Click File order. The panel New transport order opens with the text From documents.
3. Drag your files onto Drop file (s) here or click to upload, or click the area to choose files.
4. Wait until every file shows as uploaded.
5. Click Create. Transportial now reads the files, which can take a moment.
6. Check the order that opens in the order form. Complete or correct the customer, stops, times and goods.
7. Click Save. When the files contained more than one order, the next one opens automatically.

Orders that the AI reads from your files are saved straight away with the status Draft. Clicking Save keeps that status, and the form does not offer Save as request. Accept the order once you have checked it, as described under Review draft orders below.

Send orders by email

Below the upload area, the panel shows the email address of your platform after You can now also send emails directly to. Emails sent to that address are processed automatically:

• The sender's email domain must be one of the domains allowed for your platform. Emails from other domains are refused.
• Attachments that match a file template are turned into orders with that template. Otherwise the AI reads the email and its attachments.
• New orders that the AI extracts are saved with the status Draft. Existing orders that match by reference are updated.
• The original email is posted in the chat of each consignment, and the order shows the email subject next to from email.

Review draft orders

1. Open the transport orders list and filter on the status Draft.
2. Click an order. The original documents appear on the left and the extracted order on the right.
3. Click the pencil icon to correct the order next to the documents, then save.
4. Click Accept to accept the order, Save as request to keep it for later review, or Decline to turn it down.

Related

File templates are set up as integrations. See Integrations and Data importer. The AI model your platform uses is chosen in Platform settings.