Send Feature - Complete Workflow Guide

The Send feature allows you to deliver inspection pictures to various destinations including EDI systems, email recipients, and share links. This guide covers the complete workflow from opening the Send modal to tracking sent items.

Opening the Send Modal

From Case Card

Method 1: Send All Pictures

1. Navigate to a case card in the Gallery
2. Click Send all (N) in the case card header
3. The Send to modal opens with all pictures in the case

Method 2: Send Selected Pictures

1. Select specific pictures using the checkboxes (or Select all in the header)
2. Click Send in the selection bar (not the header Send all button)
3. The Send to modal opens with only selected pictures included

From Selection Bar

When pictures are selected, a selection bar appears with a "Send" button:

1. Select pictures in a case
2. Click "Send" in the selection bar
3. The Send To modal opens

Send To Modal Overview

The Send To modal provides a unified interface for all sending operations. It adapts based on the destination type you select.

Modal Layout

Top Section:

• Case information (terminal, container, case date)
• Picture count indicator ("All pictures" or "N selected")
• Close button

Destination Selection:

• Frequent destinations (chips)
• Latest destinations (chips)
• Destination picker dropdown

Configuration Section:

• Destination-specific fields (appears based on selection)
• Email composition (for New Mail)
• Advanced options

Action Buttons:

• Send button (enabled when ready)
• Cancel button

Destination Types

1. EDI Destinations

EDI (Electronic Data Interchange) destinations send pictures to external systems via FTP, FTPS, SFTP, or AEMS protocols.

Selecting an EDI Destination

Method 1: Frequent Destinations

• Frequently used destinations appear as chips at the top
• Click a chip to select that destination
• If no additional fields are required, the send may auto-trigger

Method 2: Latest Destinations

• Recently used destinations appear as chips
• Click a chip to select that destination
• Shows the last-used configuration

Method 3: Destination Dropdown

• Click the destination picker
• Choose from configured EDI destinations or New mail

EDI Destination Configuration

Administrator reference: Tenant Admin → EDI and EDI Params.

Required Fields (if destination requires them):

1. Estimate ID

   • Some destinations require an estimate number
   • Enter the estimate ID in the provided field
   • Field appears only for destinations that require it

2. Estimate Date

   • Some destinations require an estimate date
   • Enter the date in YYYY-MM-DD format
   • Field appears only for destinations that require it

3. Message Body

   • Some destinations allow a custom message body
   • Enter text in the message body field
   • Field appears only for destinations that support it

Screenshot Needed

Screenshot 5: Send To modal with EDI destination selected, showing Estimate ID, Estimate Date, and Message Body fields.

AEMS Destinations

AEMS (Automated Email Management System) destinations are a special type of EDI destination.

Features:

• May require selecting from multiple maintenance orders
• If multiple orders exist, a selection dialog appears
• Choose the correct order ID before sending

Workflow:

1. Select an AEMS destination
2. If multiple orders exist, a dialog appears
3. Select the correct maintenance order number
4. Click "Send"

Screenshot Needed

Screenshot 6: AEMS destination selected, showing the maintenance order selection dialog with multiple orders listed.

Auto-Send for EDI

When Auto-Send Triggers:

• Destination has no required input fields
• Destination is not "New Mail"
• Destination is not AEMS (or AEMS order is pre-selected)
• Clicking a destination chip automatically sends

Behavior:

• Modal shows "Sending..." status immediately
• Send is queued without further user input
• Modal closes after successful queue

Screenshot Needed

Screenshot 7: Auto-send in progress, showing "Sending..." status in the modal.

2. New Mail (Email)

"New Mail" is a special destination type for sending pictures via email.

Selecting New Mail

1. Click "New Mail" from frequent destinations, latest destinations, or destination dropdown
2. The modal expands to show email composition fields
3. Email fields appear below destination selection

Email Composition

To Field (Required)

• Purpose: Primary email recipients
• Input: Type email addresses and press Enter
• Multiple Recipients: Add multiple addresses separated by semicolons
• Auto-complete: Recent recipients appear as suggestions
• Validation: Invalid addresses are highlighted

How to Add Recipients:

1. Click in the "To" field
2. Type an email address
3. Press Enter to add it as a chip
4. Repeat for additional recipients
5. Invalid addresses show an error

CC Field (Optional)

• Purpose: Carbon copy recipients
• Input: Same as To field
• Behavior: Recipients receive a copy but are not primary recipients

Subject Field

• Purpose: Email subject line
• Input: Free text
• Auto-focus: Focuses automatically after adding To addresses (if using presets)

Body Field (Optional)

• Purpose: Email message body
• Input: Multi-line text area
• Toggle: Enable/disable body inclusion
• Default: Disabled (email sent without body text)

Email Attachment Options

Option 1: Send as Attachments

• Default: Pictures are attached to the email
• Behavior: Recipients download pictures from email attachments
• Limitations: Subject to email server size limits

Option 2: Send as Share Link

• Toggle: Enable "Send link instead of attachments"
• Behavior: Creates a share link and sends it in the email
• Benefits: No size limits, better for large numbers of pictures
• Configuration:
  • Expiry Days: Set link expiration (default: 90 days)
  • Notify on Access: Get notified when link is accessed

Personal Contacts Integration

Recent Recipients:

• Recently used email addresses appear as chips in "Latest destinations"
• Click a chip to auto-fill To/CC fields
• Sends immediately if using a preset configuration

Favorite Contacts:

• Saved contacts appear in a separate section
• Click to add to To or CC field
• Manage contacts from account settings

Save to Contacts Prompt:

• After sending to new addresses, a prompt appears
• Choose to save email addresses to "My Contacts"
• Saved addresses appear in future send operations

Screenshot Needed

Screenshot 12: Send To modal showing recent recipients as chips, and the "Save to contacts" prompt after sending.

Email Presets

Frequent Destinations:

• Your most-used email configurations appear as chips
• Click a chip to apply the preset (To, CC, Subject, Body, link settings)
• May auto-send if all required fields are filled

Latest Destinations:

• Recently used email addresses appear as chips
• Click to restore To/CC and send
• Preserves link preferences from last send

Screenshot Needed

Screenshot 13: Frequent destinations showing email presets as chips, with one chip showing tooltip with preset details.

3. Share Links (from Send)

Share links can be created directly from the Send modal when using "New Mail".

Workflow:

1. Select "New Mail" destination
2. Enable "Send link instead of attachments"
3. Configure expiry and notification settings
4. Send email
5. Share link is created automatically and included in the email

Note: Share links can also be created independently from the case card menu (see Case Card documentation).

Sending Process

Step-by-Step: EDI Destination

1. Open Send Modal

   • Click "Send" on case card or selection bar

2. Select EDI Destination

   • Click a frequent/latest destination chip, or
   • Select from destination dropdown

3. Fill Required Fields (if any)

   • Estimate ID (if required)
   • Estimate Date (if required)
   • Message Body (if required)

4. Review Configuration

   • Verify destination is correct
   • Check that all required fields are filled

5. Send

   • Click "Send" button
   • Modal shows "Sending..." status
   • Status updates to "Queued" or "Scheduled"
   • Modal closes after confirmation

Screenshot Needed

Screenshot 14: Complete EDI send workflow: destination selected, required fields filled, "Send" button enabled, and "Sending..." status shown.

Step-by-Step: Email (New Mail)

1. Open Send Modal

   • Click "Send" on case card or selection bar

2. Select New Mail

   • Click "New Mail" from destinations

3. Add Recipients

   • Type email addresses in "To" field, press Enter
   • Optionally add "CC" recipients

4. Compose Email

   • Enter subject line
   • Optionally enable and fill body text

5. Choose Attachment Method

   • Attachments: Leave toggle off (default)
   • Share Link: Enable "Send link instead of attachments"
     • Set expiry days if using link
     • Enable notifications if desired

6. Send

   • Click "Send" button
   • If using share link: "Creating link..." then "Sending email..."
   • Status updates to "Queued"
   • Optionally save recipients to contacts
   • Modal closes after confirmation

Send Status and Feedback

Status Messages

"Sending..."

• Initial status when send is triggered
• Appears immediately after clicking Send

"Creating link..."

• Appears when creating a share link for email
• Only for New Mail with link option enabled

"Sending email..."

• Appears after link creation, before email send
• Only for New Mail sends

"Queued"

• Send has been queued for processing
• Appears after successful queue

"Scheduled — N min delay"

• Send is scheduled with a delay
• Shows delay time in minutes

Screenshot Needed

Screenshot 16: Send To modal showing different status messages: "Sending...", "Queued", and "Scheduled — 5 min delay".

Error Handling

Invalid Email Addresses

• Invalid addresses are highlighted in red
• Error message: "Invalid email address: [address]"
• Must fix before sending

Missing Required Fields

• Error message indicates which field is missing
• Send button remains disabled
• Fill required field to enable send

Send Failure

• Error message appears in red
• Status resets to allow retry
• Check error message for details

Screenshot Needed

Screenshot 17: Error states: invalid email address highlighted, missing required field error, and send failure error message.

Advanced Features

Dry Run Preview

Some destinations support dry-run preview:

• Shows what would be sent without actually sending
• Preview appears in a dialog
• Review before confirming actual send

Screenshot Needed

Screenshot 18: Dry run preview dialog showing what would be sent (file list, destination, etc.).

Multiple Orders (AEMS)

When AEMS destination has multiple maintenance orders:

• Selection dialog appears
• Choose the correct order
• Send proceeds with selected order

Retry Failed Sends

Failed sends appear in the Send Log:

1. Click Send log in the header (or open the embedded modal from a case Sent chip)
2. Find failed send entries
3. Use Select for retry / Retry selected (or retry a single row)
4. The send is queued again with the same configuration

Best Practices

For EDI Destinations

• Use frequent destinations for quick access to common sends
• Fill all required fields before sending
• Check Send Log for delivery confirmation

For Email

• Use share links for large numbers of pictures
• Use attachments for small, quick sends
• Save frequently used recipients to contacts
• Set appropriate expiry for share links

General

• Verify destination before sending
• Check picture selection (all vs. selected)
• Review Send Log regularly to track deliveries
• Retry failed sends after resolving issues

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tip

Tip: Hover over the "Send" button on a case card to prefetch send context, making the modal open faster.

warning

Warning: Email sends are subject to server size limits. Use share links for large numbers of pictures or large file sizes.

info

Note: Send operations are queued and processed in the background. Check the Send Log for delivery status and any errors.