In this article, you will learn about
- What is Documents 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
- 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 filters for the list.
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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.
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.
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 allows you to view all attached documents from the selected email, and process them individually. Follow these steps to process a document:
- Click the Process button on the first document you want to process.
- Select a draft job from the dropdown menu to assign the document to that job, then click Continue.
- Classify pages by selecting one or more pages, then clicking the Classify Pages button above the document viewer.
- Within the Classify Pages dropdown, you will see a number of options within the Billing Paperwork and Supporting Paperwork categories.
- Any pages with a classification under the Billing Paperwork heading will be added to your customer's invoice.
- Any pages with a classification under the Supporting Paperwork heading will only be used for internal reference at Denim.
- You will also see the option to delete pages if they are irrelevant to the job.
- Click Save and Close when you are finished to complete the process.
- Once you've saved your classifications, you will once again see the document details in the right pane and will also have a link to view the job to added the documents to
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FAQ and Notes
- Access to the Document Inbox view is only available to users with Full Contractors or Contractors - View All permissions.
- If desired, account owners can adjust permissions by navigating to the Settings menu and then the Role and Team Management tabs.
- Document Forwarding can only be set up by account owners.
Our note: You are not set to manage your Document Inbox effectively for different use cases. If you have any questions or need help, contact our support team any time.