Orders from e-mail

Clients send their orders to an address of yours, and Quanty reads each e-mail into a draft order under Orders, To accept. "A person always accepts it": nothing is confirmed by itself and nothing is sent to anyone. You check the draft, correct it and confirm it, exactly like an order you typed.

Before you start

• Your organization has the TMS add-on.
• An organization admin sets it up in TMS settings, Orders from e-mail. "Only an administrator changes these settings."
• The mail comes from a Quanty address you create there, or from a Shared mailbox connected under Integrations and shared with the organization. A private mailbox cannot be read.
• Reading with AI needs the automatic action AI reads documents and writes drafts on in TMS settings, and uses AI credits.
• Accepting drafts, reading and skipping e-mails needs a role that may change TMS data with the Dispatch module (or an admin).

Setting it up

1. Open TMS settings, Orders from e-mail. The state at the top reads Off, Needs an address, On or Needs attention.
2. Switch on Read orders from e-mail.
3. Choose where the mail comes from:
   • Quanty address: Create a Quanty address and "Give this address to clients, or forward orders to it from your own mailbox." ("The address is ready.")
   • Shared mailbox: "Or read a mailbox connected under Integrations and shared with the organization." Each mailbox reads read for orders or not read.
4. Set the three rules below and leave the page; changes are saved at once ("Saved.").

The pane also says in whose name the mail is read: "Read as Kasia Próbna (switched it on). Drafts and AI credits are in their name." If that person leaves the organization: "The person who switched this on is no longer in the organization. Switch it off and on again to read as you." Waiting for you: 3 with Open the inbox leads to the e-mails that wait.

What happens to an e-mail

1. The e-mail arrives at your Quanty address or shared mailbox.
2. Quanty keeps its attachments in Files, in the folder Zlecenia z e-maila: at most 10 per e-mail, each up to 15 MB. Small pictures under 30 KB (logos) are not kept.
3. With Read with AI on and the sender known (or Only from known senders off), Quanty reads the order from the best attachment, else from the e-mail's text, and makes a draft order with the files as its documents.
4. The draft waits under Orders, To accept, Drafts with the chip from e-mail.

Which attachment is read. PDF and Word files first, in the order the client attached them, then an attached e-mail, then a picture. A file named like general terms (OWU, warunki, regulamin, AGB, terms) comes last. If the first document holds no order, the next one is read: at most one more paid reading for that e-mail. A reading that stops before the AI reads (for example because an attachment cannot be downloaded) does not use up one of the day's readings; a download that fails is tried again up to three times, about every 5 minutes.

The same order twice. If the same client already has a live order with the same reference (spaces and capital letters ignored), no second draft is made: the e-mail is linked to that order ("This order already exists").

A spreadsheet of orders is not read by AI ("A sheet of orders: use the import"). Open it from the inbox with Import orders from the file (see Importing orders from a file).

Left aside. Automatic messages, your own company's mail, the same message twice and mail whose sender the mail server did not confirm are never read by themselves.

The Inbox

Orders, To accept switches between Drafts and Inbox (What to show). The Inbox count shows how many e-mails wait for you.

Each e-mail shows the sender, the subject (or "(no subject)"), "Received 10:42", "Files: 2", its state in words and one action: Open draft when a draft is ready, Read when it waits. Its ⋯ menu has Show e-mail (the sender, the recipient, the subject, the text and the attachments, each "kept in Files" or why not), Read anyway, Skip and Open order.

Read reads the e-mail now, in the name of the person who clicks, even when Read with AI is off or the sender is unknown; it still needs AI switched on in TMS settings, AI budget and a free place in the daily limit. "Reading the order. The draft appears here in a moment."

Read anyway reads a mail from an unconfirmed sender. Its draft then asks you to confirm the order with the client another way.

The draft

Drafts from e-mail carry the chip from e-mail ("A client sent this order by e-mail. Quanty read it into a draft."), and Source: From e-mail in the filters lists only them. A draft whose client and reference also came in from Marcos TMS shows Already in Marcos ("The same client and reference came in from Marcos TMS as order …"), so you do not accept a double.

The banner From e-mail says "A client sent this order by e-mail: anna.kowalska@mleczarnia.pl, today 10:42.", the subject, and "Check the draft before you accept it: Quanty read it, a person accepts it." It also warns when:

• "The address on the order (…) is not the address of Mleczarnia Gądki (…) nor of its branches. Check that it is the right branch."
• "The sender (…) is not an address of Mleczarnia Gądki. Check that the order really comes from this client."
• "The tax number on the order (…) differs from the tax number of Mleczarnia Gądki (…)."
• "The mail server did not confirm that … sent this e-mail, and it was read anyway. Confirm the order with the client another way before you accept it."
• "Order … with the same client and reference came in from Marcos TMS. This draft may be a double." with Open ….

To accept the order:

1. Open the draft (Open draft in the Inbox, or a row under Drafts).
2. Read the banner and the fields; each field read by AI shows how sure it is (see Creating an order).
3. Correct what is wrong and add what is missing (the execution, the carrier or the vehicle).
4. Click Confirm order. The e-mail's state becomes "Accepted as an order".

A draft you do not want is removed with Delete draft in the menu next to its next step.

Good to know

• The daily limit counts e-mails read with AI. Mail over the limit waits for Read; nothing is lost.
• E-mail text is read up to 8 000 characters; a text under 40 characters counts as no order, so the attachment is read instead.
• When an admin erases a contact person's data, her address and name are also blanked on the e-mails she sent in Inbox; the e-mail's row and subject stay (see TMS clients and carriers).
• "The text of this message is no longer kept." in Show e-mail means Quanty no longer holds the e-mail's text; the draft and the kept files stay.
• A mailbox that stops being shared with the organization is no longer read: "This mailbox is no longer shared with the organization, so its e-mails are not read."
• When Quanty works next to Marcos TMS, orders made from e-mail are your own drafts; see TMS next to your existing system.

Related pages

• Creating an order: the draft, its checks and confirming.
• Importing orders from a file: spreadsheets of orders.
• Integrations: connecting and sharing a mailbox.
• TMS overview: the other TMS settings.