Transflo Broker AI E-mail Notifications and Reminders

As a member of your load document, invoicing, and billing team for a trucking, shipping, or logistics broker, you can work with your administrator to configure automated e-mail alerts for MISSING DOCUMENT, INVALID STATUS, RATE MISMATCH, and other broker workflow document processing exceptions. These emails can include notifications and follow-ups after specified time intervals.

You might not have admin rights to perform the steps below; however, you need to understand how the feature works so you can advise your administrator and send your detailed requirements for the most effective e-mail communications and reminders.

 

 

  1. Log in to Transflo Workflow AI Broker edition as an administrator. If you are a broker, you might not have access; however, you still need to follow the steps to understand how this feature works so you can relay your requirements to your administrator.

  2. At top left, tap the ≡Main Menu.

  3. Choose Lists and then select Email Configuration.

  4. A list of existing E-mail notification configurations appears with options to Edit, View, or Delete entries.

  5. Click New or select a row and click Edit.

  6. Complete the Email Configuration form:

    • Rule Name: Specifies the exception name exactly as it appears in the back-end.

      Examples: MISSING DOCUMENT, INVALID STATUS, RATE MISMATCH

    • Email Number: Represents the sequence of the email rule:

      • 1 for the initial email

      • 2 for the first reminder email

      • 3 for a second reminder email, and so on

      • If more reminders are required, increment the Email Number and set an appropriate After Days value.

    • Subject: Specifies the subject of the email.

    • Header: Contains the salutation or introduction in the email.

      Example: Dear @@carrierName,

    • Body: Contains the main content of the email. Accepts HTML formatting.

      Variables available for dynamic content:

      • @@carrierName displays the current carrier.

      • @@load displays the current load number.

      • @@docs displays a list of missing documents (enabled by SendMissingDocuments).

      • Use \n to indicate new lines in the text.

    • Footer: Adds the same closing text or signature text to each new email message.

      Example: Thank you!/nThe ABC Broker Accounts Payable Team

    • ToEmail: Specifies a Static email address will send the email to.

    • UseStaticToEmailOnly: Enable the Static ToEmail Only.

    • CC: Specifies the email addresses to CC, separated by a semicolon ; character.

    • SendSubmissionDocuments: If enabled, attaches the documents from the submission to the email.

    • SendMissingDocuments: If enabled, activates the @@docs variable to list missing documents dynamically.

      Ensure the variable is included in the Body to display this information.

    • After Days: Specifies the number of days to wait before sending the email:

      • 0 for immediate emails (when the submission first hits the queue).

      • Any positive number for follow-up reminders.

    • Save Email: If enabled, saves the sent email as a document in the repository. The Document Type for the saved e-mail is set to EXCEPTION EMAIL.

  7. Click Finish.

  8. As a best practice, test your e-mail configurations. If emails are not being sent, verify the Rule Name is correct and that it matches the exact name of the exception in the back-end to trigger the email correctly.

 

 

Rule Name: MISSING DOCUMENT

Email Number: 1

After Days: 0 (send immediately)

SendMissingDocuments: Yes (to include the list of missing documents in the email body using the @@docs variable)

Rule Name: MISSING DOCUMENT

Email Number: 2

After Days: 2

SendMissingDocuments: Yes (The email body should include the @@docs variable to list missing documents)