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.

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.
For a detailed breakdown of this functionality, please refer to the New Email page.

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.

Additional Help

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