Embedded Email Overview
What is Embedded Email?

PortPro's Embedded Email Inbox feature allows you to integrate your PortPro system with your Gmail or Outlook email inbox giving you the ability to access your email from within your TMS. It includes all your traditional email capabilities (like composing & replying to emails) plus more efficiency with the help of our AI.

Why Should I Connect My Email to the TMS?

Gone are the days of disconnected, tedious email management. By embedding your email within the TMS, you unlock a host of benefits:

• Has all the email features you already use, know, and love (like composing and replying to emails) —but enriched with TMS context.
• Automatic connection of emails to relevant Loads and other TMS items.
• Enhanced visibility and accessibility of important business communications for your entire team through a consolidated service inbox.
• Streamlined workflow with intelligent automated actions, such as Load Tender and Quote generation.
• Generative AI: AI-assisted client statuses, activity summaries, prompts, and notifications that deliver the summarized information you need—not long email threads. 

Connecting Your Email

What Email Systems Work with Embedded Email?

Once it’s available to you in May, you’ll find that, Embedded Email supports:

• Outlook for Microsoft 365 (cloud)
• Outlook.com
• Outlook for Microsoft Exchange
• Gmail

Additional email system support, including Apple iCloud Mail and Yahoo Mail, will be introduced in future releases.

Can I Use My Existing Email Folders or Labels?

Yes, existing folders and labels are automatically imported into PortPro and integrated into your Embedded Email, whether you use Outlook or Gmail. It’s a familiar experience that your team already is used to.

How Do I Connect My Email?

Connecting your email is a straightforward process:

1. Admin can turn on by checking off “All” & “Emails”  boxes on Users & Permissions Screen.  (Navigation: Settings → Users & Permissions → Embedded Email Inbox)
2. Visit the 'Email' menu option.
3. Enter your email address.
4. Authenticate using your email credentials.

Your email messages will then be accessible within the TMS, with ongoing synchronization to keep your mailbox connected.

Email Visibility and Collaboration

From a Load, Can I View Connected Emails from Other Team Members?

Absolutely. Connected emails from any team member are visible on Loads, fostering transparency and collaboration across your team.  You can connect, disconnect, and reconnect email inboxes as many times as you need. 

Who Else Besides Me Can See Connected Emails?

Any team member with the Email permission enabled can view connected emails on Loads. These emails are no longer isolated in individual mailboxes but are accessible to all authorized users within the TMS.

Are deleted emails visible in the Communication tab of a load?

If an email is deleted in Embedded Email (whether from PortPro or within the outside email provider), these emails go to the Trash folder and are still visible. Due to this, these emails will remain under Load - Communication - Email.

Depending on policies in the email system, the emails in the Trash may get permanently deleted after some period of time (or the user may permanently delete them manually).  At this point they will no longer appear in the load Communication tab.

Email Contacts, Organizations & People

What Happened to Customers and Employees?

In Embedded Email, 'Customers' are now referred to as 'Organizations,' and 'Employees' are now called 'People.' This update reflects a broader scope, allowing for the management of individuals and organizations beyond traditional customer and employee relationships.

Can I Add Person Profiles That Are Not Associated with an Organization?

Yes, you can create Person profiles independent of any organization, offering flexibility in tracking relevant individuals within your business operations.

Email Filtering and Views

Can I Filter My Emails to Find What I'm Looking For?

Yes, Embedded Email provides extensive filtering options, allowing you to refine your email view based on various criteria, including date range, customer organization, load characteristics, and more.

Do Mailbox Filters Apply Only to the Currently Selected Folder or Label?

You have the flexibility to apply filters across all email folders or labels or specify filters for individual folders or labels, catering to your preferred workflow.

Video Walkthroughs:

Auto Create Person Profiles based on Domain Email Connection to People, Organizations, and Loads

Email Connection to People, Organizations, and Loads

Email Load Tender Processing using Gen AI