Emailing External Files to Prodoc

TABLE OF CONTENTS

• Overview
• How it works
• Charges
• File Types
• Examples
  • Shipment number in Prodoc
  • Email to designated Prodoc mailbox
  • History Records are added
• Contact Us

Overview

Being a cloud based system and utilising the Azure Virtual Desktop platform, uploading files to a Prodoc shipment can sometimes be slow depending on your file storage configuration, as your local drives are redirected to be accessed by the cloud system, requiring you to navigate the file tree to find the file you want to upload as the cloud has to request information from the local system every time and does not have native access.

If you regularly upload files and/or have a deep file tree, then emailing files into Prodoc can save significant time and mental energy.

Additionally you can often cut to the chase by forwarding emails from third parties (such as a Shipping Line) and changing the subject to the shipment number, without having to save the file first, then reupload it.

This function requires configuration by Prodoc support, and possibly the creation of a new system email inbox and setup will carry charges.

How it works

1. An service (email) inbox is set up to receive email (hosted by your company OR; TradeWindow)
2. The credentials are loaded into Prodoc so it can login and read the emails
3. A service is configured on Prodoc to regularly check the email inbox for emails that match a specific subject (such as Shipment Number)
4. If an email is found, attachments are downloaded and attached to a shipment with a matching reference, history records are added to that shipment
5. The email is deleted

Charges

There are charges associated with the work to deploy this, and possibly charges to host a new mail inbox. Please contact Support if you are interested in this feature for a quote. Current time rates can also be seen at the bottom of the TradeWindow website:

https://tradewindow.io/

File Types

Prodoc will attach files that are on its approved list of file types, which can be checked within a shipment by navigating to the Attach Files box and viewing the allowed list of file types, some common file types are listed below:

• .PDF
• .TXT
• .DOC (and all variations of Microsoft Word files like .docx, .rtf)
• .XLS (and all variations of Microsoft Excel files like .xlsx, .csv)
• .EMAIL (these are the individual files you get when you save an entire email outside of Outlook)
• .MSG

Examples

Shipment number in Prodoc

Email to designated Prodoc mailbox

History Records are added

Contact Us

If you have any questions, or want a quote on configuring this functionality, get in touch with our support team