Set email shipping conditions

Please note; the shipping conditions are set for all email templates in the current group. Note that the mail engine functions optimally when you only have 1 mail trigger configured per mail template group. You can configure multiple but our internal logic regarding this is extremely complicated so that troubleshooting issues regarding this type of configuration almost always leads to a solution involving cutting down to 1 mail trigger per template group. 

1.    Sending trigger  
Here you can set the basis on which your emails should be sent.

• Choose 'New trigger & time'.
   
• Give the trigger a name and time for the relevant email group.
   
• At "Cost Center" you indicate whether you want to send the mail for all shipments or for a specific cost center.
   
• At "Service Level Time" and "Service Level Other" you indicate whether you want to send the mail for all shipments or for a specific SLT or SLO.
  
  Think, for example, of a service level such as 18+ with identification. The recipient can be reminded again by e-mail that an adult with identification must be signed. Or that a specific e-mail is sent out for a collection order: this allows you to easily and automatically inform the recipient by e-mail that the order is ready for collection. 
   
• At "Recipient" you indicate who should receive the email: Sender, Receiver, Invoice or Third Party. The email address you entered when booking the shipment is automatically checked.
   
• At "Shipment Status" you indicate at which status of the shipment the email should be sent. This can be based on carrier statuses or on the basis of Transsmart statuses.
  • Carrier statuses: the status that we receive back from the carrier. This can be found in your shipment dashboard: view shipments that are on TRNS and click on the 'i' to see the status code of your carrier.
    
    Note; only when using a scheduled sending time are you able to send shipments based on the status of the carrier.

• Available Transsmart statuses: BOOK, NEW, LABL, MANI, ACCEP, TRNS, DONE.
  
  Note: for best results configure either BOOK or LABL as those are statusses that every shipment will always receive from our platform. Online carriercodes won't ever trigger status MANI and the other 3 statuscodes are dependent on the status feedback process working properly for your carrier. 

2.    Sending time
Your email is automatically disabled when creating a new sending time. To activate your email, you have two options for sending: direct or scheduled.

• Choose direct or scheduled.
  
  Direct: as soon as the shipment meets the required triggers, the email is sent. Every 5-10 minutes our system checks your shipments for triggers. In this case, your customer may receive an email with, for example, Track & Trace URL that does not yet show a result. If you want to prevent this as much as possible, choose scheduled shipping.
  
  Scheduled: here you choose a specific day (or several days or all days) and time slot for sending out the emails. During the 30 minutes of the time slot, the email will be sent for all shipments with the correct triggers.
  
  Note: setting up scheduled emails requires 1 night of processing in our system. Direct will be active as soon as you save the settings.
  
   
• Pickup date
  We take the pick-up date of the shipment into account. Emails are only sent for shipments with a pick-up date today. If you book a shipment today for three days from now, the email will not be sent on the pickup date, so three days later. If you always want to send out emails no matter what pickup date you can activate this via 'Ignore pickup date'. When this functionality is activated, the emails will be sent as soon as it meets the shipping conditions, regardless of the pickup date of the shipment. Example: the shipment will be picked up by the carrier on Monday, and on the Saturday before, the shipment will be booked and prepared for shipping. With this functionality, you are able to send the customer an email that the shipment is packed and will be picked up by the carrier on Monday. 
• Click on 'Add time' to save your settings.

Do you want to send multiple emails for one shipment? 

Just a few points of attention; 

1. Create an email group and template per email you want to send. Configure 1 mail trigger per group.
2. Make sure you activate 'Ignore pickup date' 
3. Make sure you use the sending time 'Scheduled'

Only in this way are you able to send out multiple different mail templates for one shipment.