Scanning Documents for Orders

TransMaS allows you to scan and store order documents and delivery notes into the system for storage. These documents are attached to an order and stored for 6 years along with your order data so you can locate all paperwork in one place.

Documents must be a PDF file and can either be dragged manually into the system, or emailed to your personal inbox. This makes them instantly accessible within the system.

Scanning PODs

The easiest method to load your PODs into TransMaS is to email them from a scanner, you can email multiple pages together with a file size limit of 30MB (we usually recommend around 50 pages at a time).

Each depot has their own unique email address which will identify your company and place the files in the correct page.

You can find this email address by clicking your initials in the top right corner.

Once received, emails will be read and separated into individual pages, currently only PDF and MS Word files are supported. If we do not detect a valid attachment, we will take the content of the email and convert it to a PDF.

Multiple folder documents

As well as being able to scan into the main "root" folder, we have added the concept of document folders so that multiple people can scan documents into folders and allocate documents at the same time.

To take advantage of this option. When scanning in documents instead of sending to your standard email (ie demo@transmas.net) you can now send them to a subfolder by slightly altering this email address. Continue to use the start of the email address, but add +"name".

For example, if you wanted a folder called "1234", you would send it to demo+1234@transmas.net and the files will automatically be added to that folder folder.

Direct to Order

To make things a little easier, you are now able to send documents directly to an order. To do this simple send the email to your normal email address, and set the subject to #1234 where 1234 is the order number. This will automatically allocate any PDF to this order if it can be found.

To take things a step further, you can include #P to set the order type as a POD. If the order is ready for a POD (in completed or invoiced state) then it will be allocated. Otherwise it will be send to the document folder for allocation. For example if your subject is #1234#P it will allocate the document as a POD to order 1234.

Manually Uploading

You can also take advantage of manual drag and drop into your TransMaS system. Firstly you can upload a document directly from within an order view by selecting the documents tab, and then dragging a file into the relevant box.

Alternatively, from the Documents dashboard you are able to click on Upload at the top right of the screen, which will prompt you to drag files into the box, files uploaded in this manor must be 10MB or under and will be split and loaded into the pending document folder as normal.