Notifications & Emails¶
A reference of every email and on-screen notification UTX Freight sends: what triggers it, who receives it, the subject line, the sender, and which background jobs send things automatically.
Overview¶
- Automatic emails are sent by the system when something happens (a new order is created, an order is dispatched or completed) or by a background job (invoicing reminder, automatic statements, container tracking digest, garage summaries and statements).
- User-triggered emails are sent when someone clicks a button: invoices, statements, PODs, garage invoices, invitations, password resets and feedback.
- Sender: every email shows your company name as the display name. The address is either the Admin Email (notifications) or the Accountant Email (invoices, statements, PODs, garage emails) from Application Settings. Invitations and password resets are the exception: their sender is set by UTX for your system.
- Mail account: with SMTP, invoices and statements go through the Invoice Mailer account and order emails, PODs, reminders, digests and feedback go through the Notification Mailer account. With Postmark, everything goes through Postmark.
- Toasts are the small notifications that slide in at the top of the screen after an action (for example Invoice Sent! or Order Dispatched!).
- Driver sign-in links are copied by dispatch and sent by you, by text message or email (see Driver Login Links).
One page for everything
This page lists every message in one place. The detailed how-to for each one lives on the feature page, linked in each section.
Quick Start¶
- An Admin checks the sender addresses in Settings (Admin Email and Accountant Email). See Application Settings.
- Turn Email Notifications on or off for each person on Edit Person. It controls the new order, order dispatched and order completed emails only. See Users, Contacts & Invitations.
- Give each customer an Accountant Email so invoices and statements have a default recipient. See Managing Customers.
- If you have container tracking, choose who gets the digest in Settings > Alert Email Subscriptions. See Container Alerts.
- After sending an invoice or statement, watch the toast and the delivery status on the row (green OK / red Failed!). For a POD, watch the toast and the colour of the envelope.
Access & Permissions¶
| Role | What they can send or receive |
|---|---|
| Admin | Receives New Order emails (if Email Notifications is on) and the Invoicing Reminder. Sends invoices, statements and PODs. Manages alert subscriptions in Settings. |
| Manager | Receives New Order emails in CC for orders of their office (if Email Notifications is on) and the Invoicing Reminder. Can send invoices, statements and PODs where their access allows it. |
| Accountant | Receives the Invoicing Reminder. Can send invoices. Sees the POD envelope, but can only send PODs if your system lets Accountants manage orders. |
| Dispatch / Customer Service | Dispatching and completing orders triggers the customer emails. Can send PODs. |
| Garage (and Admins and Managers, with the Garage add-on) | Can send garage invoices, work summaries and statements. |
| Customer | Receives Order #… is now dispatched and Order Completed for order #… for their orders (if Email Notifications is on), and the invoices, statements and PODs you send them. |
| Any signed-in user | Can send Feedback to UTX from the top menu. Anyone can request a password reset from the sign-in page. |
See User Roles for the full permission list.
All Emails at a Glance¶
| Subject | Trigger | To | From | Mail account (SMTP) | |
|---|---|---|---|---|---|
| New order | New Order #<order number> from <customer company> |
An order is created | Admins with Email Notifications on; CC: Managers of the order's office with Email Notifications on | Admin Email | Notification |
| Order dispatched | Order #<order number> is now dispatched |
Dispatch Order | The person the order is placed for, if Email Notifications is on | Admin Email | Notification |
| Order completed | Order Completed for order #<order number> |
Complete Order | The person the order is placed for, if Email Notifications is on | Admin Email | Notification |
| Invoicing reminder | Invoicing Reminder - <Weekday, Mon. DD> (multi-office: Invoicing Reminder (All Offices) - …) |
Background job, Monday / Wednesday / Friday | Active Admins, Accountants and Managers | Admin Email | Notification |
| Invoice | What you type (pre-filled <Your company> Invoice #<number>) |
Send in Send invoice to customer | What you type in To / Cc / Bcc | Accountant Email | Invoice |
| Statement of account | <Your company> Statement of Account as of <YYYY-MM-DD> (+ - <Office> with multi-office) |
Send in Send statement to customer, or the automatic statement job | Manual: what you type. Automatic: customer's Accountant Email | Accountant Email | Invoice |
| POD | <Your company> Order #<order number> Delivered |
Send in Send POD to client | What you type in To / Cc / Bcc | Accountant Email | Notification |
| Container tracking digest | Container Tracking — <N> alert(s) |
Background job | Each subscriber | Admin Email | Notification |
| Invitation | Invitation instructions |
Adding or re-inviting a person | The invited person | Set by UTX | Not chosen (see below) |
| Password reset | Reset password instructions |
I forgot my password | The person who asked | Set by UTX | Not chosen (see below) |
| Feedback | [<Category>] Feedback from <name> on <page> |
Feedback in the top menu | UTX support | Admin Email | Notification |
| Garage invoice | Invoice <number> from <Your company> |
Email Invoice | Garage customer's Email; CC: their Accountant Email | Accountant Email | Not chosen (see below) |
| Garage work summary | Work Summary <period> - <Your company> |
Email to button, or the automatic summary job | Garage customer's Email; CC: their Accountant Email | Accountant Email | Not chosen |
| Garage statement | Statement of Account as of <Mon DD, YYYY> - <Your company> |
Email to button, or the automatic statement job | Garage customer's Email; CC: Accountant Email; BCC: Admin Email | Accountant Email | Not chosen |
\"Not chosen\" mail account
Garage emails, invitations and password resets do not have their own mail account setting. They normally go out through the Notification Mailer account. If you use SMTP, make sure both accounts are allowed to send as your Accountant Email. With Postmark this does not matter.
Order Emails¶
New order¶
| Item | Value |
|---|---|
| Subject | New Order #<order number> from <customer company> |
| Trigger | An order is created, whoever creates it (customer, dispatcher or admin). |
| To | Every active Admin (company and person not deleted, Active for orders on) who has Email Notifications on. |
| CC | The Managers of the order's office who have Email Notifications on. |
| From | Your company name and the Admin Email. |
| Body | New order notification, |
Not sent when the order is a copy made with Duplicate (see Order Duplication).
Nobody gets the email?
The email only reaches Admins and Managers who have Email Notifications on. Make sure at least one Admin has it on. The order is always saved, even if the email cannot be sent.
Order dispatched and order completed¶
| Item | Order dispatched | Order completed |
|---|---|---|
| Subject | Order #<order number> is now dispatched |
Order Completed for order #<order number> |
| Trigger | Dispatch Order in the dispatch window | Complete Order in the complete window |
| To | The person the order is placed for (the customer contact) | Same |
| Condition | That person has Email Notifications on | Same |
| From | Your company name and the Admin Email | Same |
| Body | Status change notification for order #…, the new status, Appointment Date and Appointment Time, then order details | The new status, Empty container return date (when set), then order details |
- Make App. never sends an email to the customer.
- The View your orders link at the bottom is only included when your system is set up to link emails back to the app (ask UTX support).
- After dispatching, the toast reads The order was dispatched and a notification was sent to the customer with the appointment information. (or the completed version). If the email cannot be sent, the message ends with Sending email failed! instead. See Order Workflow.
Invoicing reminder¶
A reminder of completed orders that are still not invoiced.
| Item | Value |
|---|---|
| Subject | Invoicing Reminder - <Weekday, Mon. DD>, for example Invoicing Reminder - Friday, Oct. 09. With Multi-Office: Invoicing Reminder (All Offices) - <Weekday, Mon. DD> |
| Trigger | A background job. It only sends on Monday, Wednesday and Friday. |
| To | Every active user with the Admin, Accountant or Manager role. Email Notifications does not apply: they get it either way. |
| From | Your company name and the Admin Email. |
| Sent only when | There is at least one completed, not-invoiced order delivered 2 weeks ago or earlier, or with no delivery date. Orders from this week and last week alone do not trigger it. |
The table Completed Orders waiting to be invoiced has these columns:
| Column | Counts |
|---|---|
| Over 2 Weeks ago (red) | Not-invoiced completed orders delivered more than 2 weeks ago |
| 2 Weeks ago (orange) | Delivered in the week two weeks back |
| This Week (green) | Delivered this week or last week |
| Missing Date (red) | No delivery date |
| Total | All not-invoiced orders |
With multi-office, there is one section per office, and only offices with something to report are included. The counts respect the Order Archive Cutoff Date and Order Start Date in Application Settings.
Seeing the late orders
The full list of orders waiting to be invoiced is on the Late Invoicing tab of the Orders page. That tab is shown to Admins and Managers.
Billing Emails¶
Invoice email¶
Sent from the envelope button on the Invoices list. The full procedure is in Sending Invoices & Recording Payments.
| Item | Value |
|---|---|
| Window | Send invoice to customer: To, Cc, Bcc, Subject, Include documents |
| Subject | What is in Subject. Pre-filled as <Your company> Invoice #<invoice number>, with - PO#<PO or reference> when the invoice has one order, and REVISED after the company name when the last send succeeded. |
| To / Cc | To is pre-filled with the customer's Accountant Email. Cc is pre-filled with the Accountant Email (CC) of your own company and of the customer. You can edit them. |
| From | Your company name and the Accountant Email. |
| Attachments | The invoice PDF, the signed or scanned POD of each order, and the order documents when Include documents is ticked. |
| Mail account | Invoice Mailer |
Delivery status: shown on the invoice row in the Invoices list. Success sets the sent date and OK, and a new invoice becomes Invoiced. A failure shows Failed! with the error.
Invoice 'From' Override must be valid
Sending invoices and statements (manual and automatic) needs a valid address in Settings > Invoice 'From' Override (if yours is blank, UTX's email configuration for your system is used). Otherwise sending is refused with Sending Invoice Failed! / Sending Statement Failed! and …Please correct the email address and try again. See Application Settings.
Statement of account¶
| Manual | Automatic | |
|---|---|---|
| How | Reports > Customer Reports, Email button, window Send statement to customer (To, Cc, Bcc) | A background job on each customer's schedule. See Automatic Statements. |
| To | What you type (pre-filled with the customer's Accountant Email) | The customer's Accountant Email |
| CC | What you type (pre-filled with the Accountant Email (CC) of your company and of the customer) | The customer's Accountant Email (CC) and the Invoice Default CC |
| Subject | <Your company> Statement of Account as of <YYYY-MM-DD> |
Same |
| Multi-office | Only the current office's invoices, and - <Office name> is added to the subject |
One statement per office with unpaid invoices |
| Skipped when | Never | No unpaid balance (status Statement Not Sent (0.0$); with multi-office the office is simply skipped), customer inactive, or no valid Accountant Email or Invoice 'From' Override (nothing is sent and the status is not updated) |
- From: your company name and the Accountant Email. Mail account: Invoice Mailer.
- Attachment: Statement of account as of
.pdf or .xlsx, following the customer's Default Statement Format. - Delivery status: the Email column on Customer Reports (green OK or red Failed!) and the sent date. See Customer Statements.
POD email¶
Sent from the envelope in the Email POD column on Orders or Dispatch (shown to Admins, Managers, Accountants, Dispatch and Customer Service). The envelope only appears once the order has a signature or a scanned POD (or has been emailed before). See Order Documents & POD.
| Item | Value |
|---|---|
| Window | Send POD to client: To, Cc, Bcc, Subject |
| To | Pre-filled with the email of the order's delivery company (or the order's delivery email) |
| Subject | <Your company> Order #<order number> Delivered |
| From | Your company name and the Accountant Email |
| Attachment | The signed POD PDF, or the scanned POD if there is no signature |
| Mail account | Notification Mailer |
POD needs a valid Invoice Default CC
Sending a POD needs a valid address in Settings > Invoice Default CC (if yours is blank, UTX's email configuration for your system is used). Otherwise sending is refused with Sending POD Failed! and The POD was not sent. Please correct the email address and try again. See Application Settings.
Delivery status: the envelope colour and the toast. Blue: not delivered yet (tooltip Send POD to client). Green: last send delivered (tooltip Last email delivered …). Red: the last attempt failed.
Container Tracking Digest¶
Only on systems with a container tracking add-on. Full details in Container Alerts.
| Item | Value |
|---|---|
| Subject | Container Tracking — <N> alert or … alerts, for example Container Tracking — 3 alerts |
| Trigger | A background job. |
| To | Each user in Settings > Alert Email Subscriptions > Container Tracking Alerts, one email each. |
| From | Your company name and the Admin Email. |
| Content | All alerts not emailed yet, with action items (pickup available, LFD approaching) first, and a View Alerts Dashboard link. With multi-office, grouped by office. |
- No email when there are no new alerts or no subscribers.
- Each alert is emailed once. If delivery fails for every subscriber, the alerts are kept for the next digest.
Account Emails¶
Invitation and password reset¶
| Invitation | Password reset | |
|---|---|---|
| Subject | Invitation instructions |
Reset password instructions |
| Trigger | Inviting a new person, or resend the email on a person whose invitation is not accepted yet. See Users, Contacts & Invitations. | I forgot my password on the sign-in page, then Send me reset instructions |
| To | The invited person | The email address entered |
| Link | Accept invitation | Change my password, valid for 6 hours |
| From | A sender address set by UTX for your system, not the Admin Email setting | Same |
- Email Notifications does not affect these emails.
- The invitation ends with Have questions? Contact
at . - The password does not change until the person opens the link and sets a new one. If they did not ask for it, they can ignore the email.
- After requesting a reset the screen says You will receive an email with instructions about how to reset your password in a few minutes.
Feedback¶
- Click Feedback in the top menu. The window We'd love your feedback opens.
- Choose the type of feedback (General, Bug Report or Suggestion) and how important it is.
- Type your message in Your Feedback (at least 10 characters) and click Send Feedback. A Thank you! message confirms it.
| Item | Value |
|---|---|
| Subject | [<Category>] Feedback from <your name> on <page>, where the category is the type you chose and the page is the address (path) of the screen you were on |
| To | UTX support (not your company) |
| From | Your company name and the Admin Email |
The email is sent in the background a moment after you submit.
Garage Emails¶
Only with the Garage add-on. All of them are sent from your company name and the Accountant Email. The invoice, work summary and statement go to the garage customer's Email, with the customer's Accountant Email in CC when filled in; the test statement goes only to the address you type.
| Subject | Sent by | Attachment | Extra | |
|---|---|---|---|---|
| Invoice | Invoice <number> from <Your company> |
Email Invoice on the invoice | Sent in the background. A Draft invoice becomes Sent and a purple Emailed badge shows the date. Void invoices and customers with no Email are refused. See Garage Invoices. | |
| Work summary | Work Summary <Mon DD - Mon DD, YYYY> - <Your company> |
Email to |
Manual sends go out in the background and are not recorded. | |
| Statement of account | Statement of Account as of <Mon DD, YYYY> - <Your company> |
Email to |
BCC to the Admin Email. Only offered when the customer has outstanding invoices. | |
| Test statement | [TEST] Statement of Account as of <date> - <Your company> (<customer>) |
Send Test in the Send Test Email box | Same PDF | Only to the Recipient: no CC, no BCC, no status change. |
The automatic work summary and statement jobs skip customers with no Email, no work orders in the period (No work orders in period - skipped), or nothing outstanding (No outstanding invoices - skipped). Their result (Summary delivered, Statement delivered, or the skip or error message) is shown in the customer's schedule box. See Garage Reports.
On-Screen Notifications (Toasts)¶
Toasts appear at the top centre of the screen. Success toasts disappear after about 2 seconds; most failure toasts stay about 5 seconds. Hover over a toast to keep it open.
| Action | Success | Failure |
|---|---|---|
| Send invoice | Invoice Sent! — The invoice was sent successfully. | Sending Invoice Failed! — The invoice was not sent due to |
| Send statement | Statement Sent! — The statement was sent successfully. | Sending Statement Failed! — The statement was not sent due to |
| Send POD | POD Sent! — The pod was sent successfully. | Sending POD Failed! — The POD was not sent due to |
| Make App. | Appointment Made! | Appointment not made! |
| Dispatch Order | Order Dispatched! | Dispatching failed! |
| Complete Order | Order Completed! | Completing order failed! |
| Edit order (edit window or a quick field edit on the row) | Order Updated! | Update failed! |
| Reset order to new | Order Reset! | Order not updated! |
| Move status back one step | Order status changed! | Order not updated! |
| Remove signature | Order Signature Reset! | Order not updated! |
| Container tracking bulk update | Updated — Orders were updated! | Update Failed |
| Enable a list item or driver | Update — |
— |
| Disable a list item or driver | Update — |
— |
The Thank you! pop-up after sending feedback is a separate confirmation window, not a toast.
Background Jobs¶
These jobs run automatically on a schedule managed by UTX outside the app. The times can change, so don't count on a specific hour.
| Job | What it does | Runs only when |
|---|---|---|
| Container tracking update | Pulls container status from CN Rail, Termont and MGT (Racine/Cast), creates alerts, then checks for approaching Last Free Days. See Container Tracking. | The matching tracking add-on is on |
| Container tracking digest | Emails the new alerts to subscribers (above). | A tracking add-on is on |
| Automatic customer statements | Emails statements to customers whose scheduled date is today. See Automatic Statements. | At least one customer has a statement schedule (the schedule is only offered when automatic statements are enabled for your system) |
| Garage work summaries | Emails scheduled work summaries. | Garage add-on is on |
| Garage statements | Emails scheduled garage statements. | Garage add-on is on |
| Invoicing reminder | Emails the late-invoicing summary (above). | Monday, Wednesday or Friday, and there is something late |
| Aged receivables processing | Builds the Aged Receivables (AR) reports you requested that are still being generated. See Aged Receivables. | A report is waiting |
| Auto-order document check | Checks whether uploaded documents for Auto Orders have finished being read, and fills in the order data. | Documents are waiting |
| Report data | Recalculates the figures behind Sales per Month. See Reports. | Always |
Batch limits
The automatic statement jobs (Freight and Garage) send a limited number of emails per run. Spread customer schedules over different days.
Postmark Delivery¶
When Email Delivery Method is Postmark (set up by UTX):
- Every email above goes through Postmark, including invitations and password resets. The Invoice and Notification SMTP accounts are not used.
- The From address is rewritten to a UTX sending address for your system. The display name (your company name) is kept.
- The original sender (for example your Accountant Email) is put in Reply-To, so customer replies reach your real mailbox.
- Recipients therefore see your company name, but the address after it is not yours. This is expected.
See Application Settings.
FAQ / Troubleshooting¶
A customer didn't get the dispatched or completed email¶
Solution
The email goes only to the person the order is placed for, and only if their Email Notifications is on. Check their Edit Person page. Make App. never sends an email.
No one gets the New Order email¶
Solution
Make sure at least one Admin has Email Notifications and Active for orders on. Duplicated orders never trigger it.
I want to stop the Invoicing Reminder for one person¶
Solution
Email Notifications does not control it. Every active Admin, Accountant and Manager receives it. The only way to stop it for a person is to change their role or turn off Active for orders.
Where do I see the orders from the Invoicing Reminder?¶
Solution
Open Orders and click the Late Invoicing tab (Admins and Managers).
Customers reply to an address that isn't ours¶
Solution
With Postmark, the From address is a UTX sending address, but Reply-To is your real address, so normal replies reach you. If replies go elsewhere, check Admin Email and Accountant Email in Settings.
Garage emails are rejected with "Sender is not allowed"¶
Solution
Garage emails are sent from the Accountant Email and may go through the Notification Mailer account. With SMTP, allow both accounts to send as that address, or use the same mailbox for both. Contact UTX support if unsure.
The password reset link doesn't work¶
Solution
Reset links expire after 6 hours, and only the newest one works. Request a new one with I forgot my password.
Best Practices
- After any change to the email settings, check that the next emails you send arrive, and contact UTX support if they do not.
- Keep Email Notifications on for at least one Admin so new orders are never missed.
- Fill in each customer's Accountant Email before you send invoices or schedule statements.
- Check the toast and the delivery status (green OK / red Failed!, or the envelope colour for PODs) after every invoice, statement or POD send.
- Make sure Invoice 'From' Override and Invoice Default CC hold valid addresses, or invoice, statement and POD sends are refused.
- Subscribe at least one dispatcher to the container tracking digest.