This section describes the content of the messages available through the Automatic Email Service. Setup for this service is detailed within Email Options Setup.
The following table describes each event available along with a description and the text that appears in the message. Note: Field references that display as “<username>” are described in a separate table below this one.
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Email Option Event |
Description |
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Accept Self Haul |
When a dispatcher performs a Self Haul Requested from within Move Information, the application sends out the following message with a subject of “Self Haul authorization.”
User <username> has given self haul authorization for order number <order number>.
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Cancel Service |
When a user performs a Cancel Service through Dispatch Center, the application sends a message with a subject line of “Local Service Canceled” along with the following information:
The following service has been Canceled by dispatch. Order Number: <order number> Shipper: <shipper name> Service: <service description> Canceled by: <username>
Note: Only services cancelled through Local Dispatch will generate this email message. |
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Claim Alert |
When a user issues a Claim Alert, the application sends the following message with a subject line of “Claim Notification.”
Order Number: <order number> Shipper: <shipper name> Alert Description: <claim alert note memo> Logged by: <username> Logged on: <claim alert issued date>
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Clear Service |
When a user performs a Clear Service through Requested Services, the application sends a message with a subject line of “Cleared Service” along with the following information:
The following service(s) has been cleared by dispatch. Order Number: <order number> Shipper: <shipper name> Date: <service date> Local Service: <service description> Crew: <crew count> Hrs. Man: <total hours per man>
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Decline Service |
When a user performs a Decline Service through Requested Services, the application sends a message with a subject line of “Decline Service” along with the following information:
The following service has been declined by dispatch. Order Number: <order number> Shipper: <shipper name> Date: <service date> Local Service: <service description> Crew: <crew count> Hrs. Man: <total hours per man> Decline Reason: <note from decline>
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Dispatch Status Change |
When a user changes the status of a service through Dispatch Status within the Dispatch Center, the application sends the following message with a subject of “Dispatch Status Changed.”
Dispatch has set the following dispatch status. Dispatch Status Changed To: <status value> Order Number: <order number> Shipper: <shipper name> Service: <service description> Service Date: <service date> Changed by: <username>
Note: The “Send email to key personnel when status change” flag must be set Local Dispatch Status Setup in order for the system to enable a status value to receive email notifications.
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Edit Service |
When a user edits a service through the Edit function in Dispatch Center or the Edit Service function in Requested Services, the application sends a message with a subject line of “Local service Changed” along with the following information:
The following service has been Changed by dispatch. Order Number: <order number> Shipper: <shipper name> Service: <service description> Changed by: <username>
Note: Only services modified through Local Dispatch will generate an email message.
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Request Self Haul |
When a user performs an Accept Haul Requested from within Move Information, the application sends out the following message with a subject of “Request Self Haul.”
User <username> has requested self haul authorization for order number <order number>. Shipper: <shipper name> Load Date: <load date> Estimate Number: <estimate number> Please review this order as soon as possible.
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Sales Lead |
When a lead is created through Sales Lead Information a message is sent with a subject of “Calendar Appointment Added” along with the following information:
User <username> has added an appointment to your calendar for the <estimated date>. Please check your calendar. <shipper name> Requested Dates Pack Dates: <pack date range> Load Dates: <load date range> Delivery Dates: <delivery date range>
Moving From: <moving from address, home phone, work phone> Moving To: <moving to address, home phone, work phone> Created by: <username>
Note: This option sends a message only to Sales and OtherEmail.
Related: See Microsoft Outlook Calendar Integration.
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The following table describes the template values referenced by the Email Options when generating automatic messages through the Automatic Email Service.
With data pulled from the following locations.
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Template Value |
Description |
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<order number> |
This value displays the Order Number of the record. |
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<shipper name> |
The contents of the Last Name/Company Name and First Name/MI fields in Name, Address, Phone displays. |
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<moving from address, home phone, work phone> |
The Moving From address and phone numbers within Name, Address, Phone displays. |
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<service description> |
The description of the Local Services record displays. |
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<estimate date> |
The value set as the Survey Date in Agents displays. |
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<moving to address, home phone, work phone> |
The Moving To - Primary City address and phone numbers within Name, Address, Phone displays. |
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<purchase order> |
The Purchase Order Number within Billing Information displays. |
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<date>, <old date>, <new date> |
Either the Load Date or Delivery Date set in within the Actual tab in Move Information displays. |
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<username> |
The name of the user that issued the command that triggered the email displays in this field. |
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<pack date range> |
The Pack Dates set within the Range tab in Move Information display. |
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<load date range> |
The Load Dates set within the Range tab in Move Information display. |
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<delivery date range> |
The Delivery Dates set within the Range tab in Move Information display. |
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<service date> |
The date the service is scheduled displays. |
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< total hours per man> |
The total hours per man computed for the service displays. |
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<estimate number> |
The value set for the Estimate Number in Name, Address, Phone displays. |
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<load date> |
The first Load Dates set within the Range tab in Move Information display. |
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<status value> |
The Dispatch Status value assigned to the service displays. |
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<claim alert note memo> |
The memo set for the Claim Alert displays. |
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<claim alert issued date> |
The issue date of the Claim Alert displays. |
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<note from decline> |
The explanation provided at the time the service was declined within Local Services (decline) displays. |