Embedded Email Overview

What Is Embedded Email?

The Embedded Email Inbox feature integrates Gmail or Outlook directly into the PortPro TMS, providing full access to email functionality within the system. This includes traditional actions such as composing and replying, along with enhanced efficiency powered by AI.

Benefits of Connecting Email to the TMS

• Full email functionality enriched with TMS context

• Automatic association of emails with related Loads and TMS records

• Shared visibility of communications through a team-wide service inbox

• Streamlined workflows with automated actions (e.g., Load Tender and Quote generation)

• AI-powered features including status summaries, activity insights, notifications, and intelligent prompts

Supported Email Systems

Embedded Email currently supports:

• Outlook for Microsoft 365 (cloud)

• Outlook.com

• Outlook for Microsoft Exchange

• Gmail

Support for additional email systems, such as Apple iCloud Mail and Yahoo Mail, will be added in future releases.

Folder and Label Integration

Existing folders (Outlook) and labels (Gmail) are automatically imported and accessible within the Embedded Email interface, preserving the familiar email experience.

Connecting an Email Account

To connect an email account:

1. An admin must enable “All” and “Emails” under Settings → Users & Permissions → Embedded Email Inbox.

2. Navigate to the Email menu.

3. Enter the desired email address.

4. Authenticate using valid credentials.

5. The mailbox will sync and become accessible within the TMS.

Email Visibility and Team Collaboration

• Emails connected by any team member are visible on relevant Loads, promoting collaboration.

• Inbox connections can be established, disconnected, or reconnected as needed.

• Any user with appropriate permissions can view connected emails on Loads.

Deleted Emails

Emails deleted from Embedded Email or the original provider are moved to the Trash folder and remain visible under Load → Communication → Email. Permanently deleted emails will no longer be visible.

Contacts, Organizations, and People

• 'Customers' are now labeled as Organizations

• 'Employees' are now labeled as People

• Person profiles can be created independently of Organizations

This structure supports broader communication management beyond traditional customer-employee relationships.

Filtering and Viewing Emails

• Filters can be applied across all folders or to specific folders/labels

• Filter criteria include date range, customer organization, load data, and more

Video Walkthroughs

Auto-Creating Person Profiles Based on Domain Email

This video demonstrates how the system automatically creates Person profiles when emails are received from new domain addresses. If the sender’s domain matches an existing Organization, the system intelligently links the Person to that Organization. These profiles are then associated with relevant Loads, enabling better visibility, communication tracking, and relationship management—without manual data entry.

Email Connection to People, Organizations, and Loads

This walkthrough shows how emails are dynamically linked to the appropriate People, Organizations, and Loads within the TMS. The system uses sender and recipient data, load numbers, and contextual information to ensure emails are properly attached. This allows teams to view relevant communications directly from Load records and Organization or Person profiles—streamlining internal workflows and enhancing collaboration.

Email Load Tender Processing Using Generative AI

This video highlights how Generative AI processes inbound Load Tender emails, extracting key load information and presenting it in structured format. The AI reads the email content, summarizes it, and intelligently suggests next actions—such as creating a Load, generating a Quote, or notifying the appropriate team member. This greatly reduces manual processing time and increases operational efficiency.