Completion Report Emails

Completion Report (i.e. POD, POC, Service Report) emails may be sent from the CALIDUS ePOD server once a job is marked as complete. Emails can be sent to job- or customer-specific email addresses or to central site email addresses.

Prerequisites

The CALIDUS ePOD server host must be configured with a link to the email server in use.

Configuration

To enable the functionality, the Auto Email flag must be configured against the Site or the Job Group and email addresses must be provided, either for the Site or the Job. Optionally, the job or customer email subject and body may be configured against the job group.

The Site Auto Email flag is found on the C-ePOD Admin Administration menu, under Site. The Admin tab allows the Auto-Email configuration element to be set.

To send emails to a central site email addresses, the site email address must be configured. This can be found on the same Site maintenance page above. Multiple email addresses may be specified here. Note: When configuring multiple emails, they may be separated with the email server's separation character, which is usually a comma or a semi-colon. This is dependent on the email server that CALIDUS ePOD is configured to use.

This Auto Email functionality is configured through a drop-down list to enable or disable automatic emailing of Completion reports (POD, POC and Service reports) to the customers' email addresses, usually the transport or customer service email. The values are:

• Disabled - no emails are sent.
• Enabled (Complete Only) - only complete (not cancelled) jobs are emailed.
• Both Enabled (Complete and Cancelled) - Complete and cancelled jobs are emailed.
• Enabled (Complete and non-amended) - Fully complete (i.e. not amended) jobs are emailed.
• Enabled (Complete and Amended Only) - Only amended jobs are emailed.
• Enabled (Cancelled Only) - Only cancelled jobs are emailed
• Enabled (Not Clean) - Cancelled and amended jobs are emailed.

Note: If the Site configuration is set, emails will be sent for all jobs regardless of the Job Group flag. To target specific job groups, ensure that the site configuration is set to Disabled, and the configuration against the specific job group only is enabled.

The Job Group Auto Email flag is found on the C-ePOD Admin Administration menu, under Job Groups. When a job group is selected from the results table using the Select button, the Admin tab allows the Auto-Email configuration element to be checked.

This Auto Email functionality is configured through a drop-down list controlling whether completed jobs are automatically emailed to customers. The values are:

• Disabled - no emails will be sent to the customer.
• Enabled (Complete Only) - only successfully-completed (fully or amended) jobs will be emailed.
• Both Enabled (Complete and Cancelled) - Complete and Cancelled jobs will be emailed.
• Enabled (Complete and non-amended) - Only fully-complete jobs will be emailed (i.e. jobs that are amended will not be emailed)

To send emails to job-specific email addresses, the email address must be present on the job or the customer for that job. The email addresses may be configured in 2 places:

Each job must be linked to a customer. If the job is to the customer address maintained here, the email addresses may be maintained against the customer, found on the ePOD Admin Maintenance menu, under Customer. When a customer is selected from the results table using the Select button, the email addresses may be entered in the Email text box provided in the pop-up.

If the job is to an address that is not the same address as the linked customer, a job address will have been created for the job. The email addresses may be maintained against the job, found on the ePOD Admin Tasks menu, under Jobs. When a job is selected from the results table using the Select button, the email addresses may be entered in the Email text box provided in the pop-up.

In either case, multiple email addresses may be specified here. Note: When configuring multiple emails, they may be separated with the email server's separation character, which is usually a comma or a semi-colon. This is dependent on the email server that CALIDUS ePOD is configured to use.

Note: Jobs that are interfaced from external systems (for example, CALIDUS TMS) will contain the email information when the jobs are interfaced into CALIDUS ePOD. In this case, the email addresses for the customers and the jobs themselves may be maintained in that external system, if it allows this.

By default, the Completion report (i.e. POD, POC, Service Report) will be sent as an HTML email with the report forming the body of the email. The formatting of this email report is dependent entirely on the capability of the email client to display it correctly. It is recommended that the report be sent as a PDF attachment instead.

This may be configured through the Site. The Site PODs PDF flag is found on the ePOD Admin Administration menu, under Site. The Admin tab allows the PODs PDF configuration element to be checked.

The subject and Body of the email sent to the customer (through the customer or job email address) may be configured against the job group. The configuration items are found on the C-ePOD Admin Administration menu, under Job Groups. When a job group is selected from the results table using the Select button, the Admin tab allows the Email Subject and Email Body text to be set.

Data from the job may be inserted into the email subject and body, by identifying the data in square brackets. Any field from the job record may be used, with some additions, as follows:

• [EPL_CUSTOMER_NAME] - the name of the customer linked to by the job.
• [EPL_END_ACTUAL_DATE] - converted to a standard date format.
• [EPL_JOB_TYPE] - translated to "Collection" or "Delivery".

Other key job fields are:

• [EPL_JOB_CODE] - the main transport or order reference.
• [EPL_CUST_REF] - the customer's order reference.
• [EPL_SO_REF] - the sales order reference.
• [EPL_EXT_REF] - any external reference.

Please contact your OBSL support team for further details of what may be added.

Operation

Once configured and email addresses are provided for the site or jobs, emails will be automatically sent to these email addresses through the configured email server at the time when jobs are completed. Only completed jobs are emailed. All types of jobs (i.e. Collection, Delivery, Service) will have emails sent when the jobs are completed.

This is part of the existing export functionality - if CALIDUS ePOD is configured to send any data to any external system (for example, CALIDUS TMS, CALIDUS Portal TTM), emails will be sent with no further configuration required.

An email will be sent to the appropriate email addresses as part of this process. This will either embed the web report as the body, or attach a PDF of the report, depending on configuration.

If this email is to the Site email address, the email sent will always have the subject and body as follows:

• Subject: "{Job Type}:{Job ID}:{Job Code}"
• Body (if PDF): "Please find attached your delivery documentation, Thank You"

The subject and the body of the customer email will be created through the configuration entered against the job group. If there is no subject or body configuration against the job group, the email sent will have the subject and body defaulted as follows:

• Subject: "{Site Name}: {POC/POD} for Order: {Job ID} on on {End Time} {End Date}"
• Body (if PDF): "Please find attached your {collection/delivery} documentation, Thank You"

Note: Emails will be sent to both the Site and Customer email addresses if configured. Once an email is sent for a job, it is marked as sent and will not be sent again.