In this article, you will learn about
- What is Inbox
- How to use the Inbox for different actions
- How to use Filters in the list
- How to use Search
- How to set up documents routing
- How to process the documents
- Answers to some common questions about the Inbox
About Documents Inbox
Denim's Document Inbox and Processing Center gives you a collection of tools to see and manage all the documents that you receive in your inbox. You can see, process, and take actions on the incoming emails and the documents, as required.
Whether you need to review documents, categorize pages, or add them to draft jobs, this guide walks you through all the key functions and how to use them effectively.
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Locating the Document Inbox
Click on Jobs in the navigation. Click on Document Inbox.
The Document Inbox page appears.
The inbox shows you all the incoming emails and the documents from different contractors and the factors. Each row is a single email.
💡Note: If you do not want to take any action on the email, you can organize such messages in the Ignored tab. It helps you maintain the Inbox only to see relevant and useful messages. To know how you can ignore a message, the steps are explained later in this article below.
For each email, see the following details.
Status
The status of the document in that email. A green color small dot in the status shows that you have taken an action on the document.
Message
You can see the details of message. Click on the Message icon in an email.
The Message Details modal opens, as below.
For this message, you can see:
- The Job ID
- The date and time when email reaches this Inbox.
- From shows the sender of this email
- The content of the message
- An option to process the documents (Please see Process Inbox Documents for more details.)
Process
For any document in the email, you can process it such as to assign the documents to jobs and classify pages. (Please see Process Inbox Documents for more details.)
From
The email ID of the source who have sent this message.
Subject Line
The subject of the email to give you a quick reference to the purpose of the message.
Attachments
It shows the number of attachments in the email.
Date Received
The date and time when you receive the message in your Inbox.
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Ignore a message
You can ignore an email if you do not want to process the document, for any reason. When you take the mouse pointer on the message row, a context menu appears in the form of three dots.
Click Ignore to ignore this message.
All the ignored messages are available in the Ignored tab at the top of the list.
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Revert an Ignored message to Inbox
Select the Ignored tab to see the list of all ignored messages. Locate the target message in this list, you can use the Filters and Search option to find a specific message.
Take the mouse pointer on the message row, and a context menu appears in the form of three dots.
Click on Revert Ignore to move the message back to the Inbox.
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Using filters
You can filter your Document Inbox by the date documents were received, status, and number of attachments.
Click on Filter to see different filter options.
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Apply Filters
Select a filter, and you can see options to set the filter values. For example, select Create Date. Now you can select two dates—start date and end date to filter the messages whose received date dates are within this range of dates.
While using filters, you can apply a combination of filters. For example select the dates as described above. Select the Status filter, and select a status type in the dropdown.
To apply another filter in this combination to narrow down the list further, select the Inbox Messages filter.
Click on Apply.
When you apply multiple filters, the list shows only those messages that meet the criteria of all the filters applied, for example as below.
💡Note: You can use the same filters in the Ignored tab also, to filter the list of ignored messages.
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Clear Filters
To clear the filters, click on the Filters button.
- Click on the Clear All button to clear all the filters.
- Clear the box for specific selected filter to clear it.
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Using Search
While looking at the list, you can search a specific message by the email of the source. When you start writing in the Search field, the list updates automatically. Here is an example of search result in the Inbox tab, and in the Ignored tab, respectively.
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Setting up Document Routing
The document routing feature helps you set up a documents routing to a specific email address where you can see the documents. The first step is to generate your unique Document Inbox email address.
Click on the Document Routing button to generate the email address. The Document Routing modal opens. It shows two options for sharing your email address.
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Generate Email
You can generate an email from your default email client or program.
- Click on the Generate Email button. It opens your default email program, and populate an email template with clear instructions and your unique email address. In this email, add contact email addresses for any contractors and carrier factors from whom you want to receive documents.
- Send the email.
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Copy the email address manually
In Unique Denim Email, a default email address is created for the purpose.
- Copy the email address.
- Open the email program that you want to use, and write your own email to the contractors or their factors.
💡TIP: We recommend adding this email address to your rate confirmation documents as well.
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Using the Document Processing Center
The Document Processing center enables you to view all attached documents from the selected email. You can process these documents individually.
💡 Note: A message with the Done status means that there are no documents to process in this message.
In the list, locate the message that you want to see to process its documents. Use the Filters or Search options as described earlier in this article, if required.
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Attach documents with a draft job
In the Process column, click on the Process icon.
The Document Processing page opens, as below.
In Processing Main Menu, a list of documents that are part of this message appears. For each document, you can see the document name. Since the document is not processed and attached to a job yet, the other details show the default states such as no job attached and no non-classified pages.
Click on the Process button for the document that you want to process.
You can see the preview of document, and the number of pages. Use the pagination arrows to see the preview of different pages, if required.
The Process Document section asks you to select a draft job where you can attach this document.
Select a job in the list.
Click on the Continue button to continue processing the document.
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Classify specific pages with the type of information
Now the document is attached to the draft job that you selected. As the next step, you need to classify the document with what type of document it is. In the job details, you have sections for billing documents, and supporting documents. In either section, the requested document can be for a specific purpose.
Click on Classify Pages to see the options.
Note that:
- Any pages with a classification under the Billing section are added to your customer's invoice.
- Any pages with a classification under the Supporting section are used for Denim's internal reference only.
Select one or more pages from this list.
For example as soon as you select a type such as Contractor Rate Confirmation, the page is classified as a document of this type, as below.
In the Process Document section on the right side, you can see related details of classified pages, and the attached job number.
Before you save the document processing and its classified mapping for the pages, you have additional options:
- Reset: Click on the Reset button to remove the classification if any, and if you want to reclassify one or more pages in the document.
- Deselect All: If you have classified multiple pages, click on Deselect All to remove
- Remove the classification: In the Process Document section on right side, the pages' classification is shown below the job number. To remove a classification from the document, click on the Cross icon.
Click Save and Close to save the document processing details.
The Process action is not available for this document now.
There are two actions for this document.
Download: Click on the Download arrow to download and save the document to your local machine.
Open the attached job details: Click on the View Job Details icon to open the job details in a new browser tab. The Documents section in the job details show you the same document listed under the section where you classified this document.
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The message status is changed
If you have started processing even a single document in a message, the message status changes to Started in the Inbox, as below.
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FAQ and Notes
Access to the Document Inbox is available to only to those users who have Full Contractors or Contractors—View All permissions. The account owners can update these permissions, as required. (Please see Settings: Team management for more details.)
Only the account owners can set up Document Forwarding.