Email Workflow

QMS Email Workflow

The Email Workflow within QMS allows you to manage all incoming and outgoing emails directly from the system. Depending on your assigned teams and workflow access, the emails you can view and interact with will vary. You can access the email workflow in QMS by selecting Inbox on the main navigation bar.

Access Limitations

Note: Your visibility within the Email Workflow is controlled by your team access and workflow permissions. If something seems missing, please contact your manager or system administrator.

1. Workflow Folders and Sending Emails

This panel allows you to navigate different email folders and send new emails. Each folder shares the same layout and functionality, but represents a different stage or action in the workflow.

1.1 Inbox

• Contains all emails that have been received and not yet actioned.

1.2 Actioned

• Contains emails that have had actions taken on them, such as:
  • Creating a pre-quote
  • Generating a quote
  • Making a booking

1.3 Sent

• Contains all outbound emails sent from the workflow interface.

1.4 Deleted

• Stores all emails that have been marked as deleted. These remain viewable here for reference or recovery.

1.5 New Email

• Allows you to send a new email directly from the workflow.

2. Workflow Filters

These filters help you refine the list of emails visible in the email view panel:

• From: Filter emails by the sender's email address.
• To: Select one or more mailboxes to filter by the recipient address (i.e., which mailbox received the email).
• Subject: Filter emails by specific subject text.
• Category: Filter by one or multiple email categories.
• Date From – Date To: Filter by the date emails were received.

Default Range: The filter defaults to showing emails from the last month, up to the current date.

3. Email View and Quick Actions

This is the main panel where you view incoming and outgoing emails. You can select one, multiple, or all visible emails to perform quick actions:

Available Quick Actions

• Delete
• Mark as Unread
• Categorise

Email View Columns

The table contains the following columns:

• Sender: The display name of the email sender.
• Email Address: The actual email address the message was received from.
• Mailbox Name: The mailbox into which the email was received.
• Subject: The subject line of the email.
• Category: The category assigned to the email (if any).
• Status: Displays:
  • If the email is locked (you can manually unlock it if you locked it, or if you are admin).
  • If the email is unread (unread emails appear in bold text).
  • Job status, if the email is linked to a shipment (e.g., "Lost", "Quote", "Booking").
• Att: Shows an attachment icon if the email includes attachments.
• Date Received: The date and time the email was received.

Viewing and Actioning an Email

When you select an email from the QMS Email Workflow, it opens in a detailed view. This allows you to both read the full message and take action by creating a Prequote, Quote, or Booking.

1. Email Content & Actions

In this section, you can view the full content of the selected email, including any attachments.

Email Actions

The following actions are available for interacting with the email:

• Reply: Respond to the sender of the email.
• Reply to All: Respond to everyone included in the original message.
• Forward: Send the email content to other recipients of your choice.
• Categorise Email: Sort and tag the email into a category for better tracking and filtering.
• Link to Shipment: Attach the email to an existing shipment. This will allow you to retrieve and view this email directly from that shipment record as well.
• Unlock: If the email is locked, you can unlock it for editing or further actions.
• Download Email Thread: Download the entire conversation thread as a single file.

More Options

Under the More Options menu, you will find additional actions:

• Mark as Processed: Marks the email as processed/completed.
• Delete Thread: Deletes the email thread and moves it to the Deleted folder.

2. Job Creation Panel

This area allows you to input the details required to create a Prequote, Quote, or Booking based on the contents of the email.

Required Fields

To proceed, you must complete the following fields:

• Customer
• Origin
• Destination
• Pieces
• Weight

Other fields are optional, but it's strongly recommended to provide as much information as possible to improve quote accuracy and processing efficiency.

Tip: If the customer has not provided all relevant details, you can click Request More Information to follow up before proceeding.

Job Actions

The following actions are available in the Job Creation Panel:

• Is Booking Request: If checked, you will be limited to creating a Booking or a Prequote. If a Prequote is created, it can only be converted to a Booking (not a Quote).
• Categorise Prequote: Assign a category to the prequote for easier filtering and organization in the Prequotes view.
• Request More Information: You can send an email to the customer and it will request the required fields which they can fill out via the link they receive.
• Create Prequote: Generates a new prequote using the entered data.
• New Quote: Searches applicable tariffs and generates a quote based on the provided information.
• New Booking: Searches applicable tariffs and creates a confirmed booking.
• Create Prequote & Fill Another: Creates a prequote but keeps the form open, allowing you to immediately create another without navigating away.

Additional Help

For further assistance with using the Email Workflow, please consult your team lead or refer to additional pages within this wiki.