Friday, 23 November 2012

Upload Documents by Email

With the latest release of TrakIT, it is now possible to upload documents or email content for shipments or work orders by email - without even opening TrakIT. All you need to do is attach the documents, change the subject line and send the email.

Depending on your purpose, there are two ways to upload:

1) Uploading Documents

To upload documents by email, follow these steps:
  1. Open a new email and attach the documents (or forward an existing email with attachments) and set the recipient as your designated TrakIT email address.
  2. Set the subject as TrakIT Upload followed by the Work Order ID or container number. For example, the email subject could be: Trakit  Upload  ABCU1234567
  3. By default, the document uploaded will be shared for the whole shipment. If you wish the upload the document(s) for a single container only, add the keyword NoShare after the container number. For example: Trakit  Upload  12345  Noshare
  4. Send the email.

Within a few minutes, you will receive an email indicating the success or failure of the upload. The text content of the email is ignored.

2) Uploading Email Content

If you wish to archive an email conversation regarding a shipment or work order, you can simply forward the last email to TrakIT as below:
  1. Forward an existing email with content that needs to be archived and set the recipient as the designated TrakIT email address.
  2. Set the subject as TrakIT Save followed by the Work Order ID or container number. For example, the email subject could be: Trakit  Save  ABCU1234567
  3. By default, the document will be shared for the whole shipment. If you wish the upload the document(s) for a single container only, add the keyword NoShare after the container number. For example: Trakit  Save  12345  Noshare
  4. Send the email.

Within a few minutes, you will receive an email indicating the success or failure of the upload. The content of the email is converted and attached as a plain text document. Any attachments in the email are ignored.

Points to Remember:

When sending document upload emails, please take care of the following:
  • You can only upload documents on work orders where you have the permission to upload.
  • The email address you send from must be your registered email address in TrakIT and your user profile should not be locked.
  • Make sure your email body does not have any logos as these are also treated as valid attachments.
  • Each attachment can be a maximum of 4 MB. There is no limit on the number of attachments in one email.
  • Email content can be a maximum of 8000 characters.
  • Uploaded documents are accessible by all users who have access to the work order. Please do not upload document that are sensitive in nature. Use the normal TrakIT upload function and set the document role as appropriate.
  • The subject line is not case-sensitive. So trakit upload will work just as well as TrakIT Upload.


For any questions or concerns, please contact TrakIT Support.

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