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Mail - Administrative Functions

Last updated: Wed, 03 May 2017 15:41:00 GMT
iOFFICE Knowledge Center

Mail - Administrative Functions

Couriers

Displays a list of couriers that are available to select from on the Check-In screen (Admin>Mail>Couriers). Standard couriers such as UPS, USPS, FedEx cannot be removed.

Adding a Courier

  • To Add a courier, select (add courier) from the top right of the screen and complete the required fields. In order to have the courier barcode automatically detected during the scan, please contact iOffice.

Editing an Existing Courier

  • To edit an existing courier, select edit and complete the required fields. In order to have the courier barcode automatically detected during the scan, please contact iOffice.

Deleting a Courier

  • In order to delete a courier, select remove from the Actions column. Note that some couriers (e.g. UPS and FedEx) cannot be removed. 

Routes

Routes and Stops are setup at the initial configuration (Admin>Mail>Routes). This information is required on a per user basis in the User Data Template. Routes may be added or edited on a site level basis. It is recommended that you contact your iOffice customer service rep before making any changes to routes or stops.

Adding a Route

  1. To Add, select (add route) on the upper right hand corner.

  2. Select route type, give the route a name, and select the Operator from the drop-down list. If the Operator is not available, make sure the operator is a user and is assigned to the mail center as an operator user type.

  3. Once the Route is created, Stops must be assigned to the route.

Editing a Route

  1. To Edit, select (edit) from the Actions Column. From this view, you can change the route name, operator assigned, make the route inactive or assign mail stops to different routes.

  2. To reassign Mail Stops, highlight the mail stop and click the arrow button and choose the new route for the mail stop.

  3. Click OK or Apply to save changes.

Stops

Routes and Stops are setup at the initial configuration (Admin>Mail>Stops). This information is required on a per user basis in the User Data Template. Stops may be added or edited on a site level basis. It is recommended that you contact your iOffice customer service rep before making any changes to routes or stops.

Adding a Stop

  1. To Add, select (add stop) from the upper right hand corner.

  2. Input the Stop Name, select the route and the building. If the Building is not available to select, please contact iOffice to set up building information and properly configure.

  3. Click OK or Apply to save changes. Users profile data will have to be updated to assign users to the new Mail Stop.

Editing a Stop

  1. To Edit, click (edit) from the Actions Column. From this view you can change stop name, reassign the stop to a different route, change building assignment, make the stop inactive and update users assigned to the stop. A list of users assigned to the stop appears under the User window.

  2. To reassign the user to a different mail stop, highlight the user, select the new mail stop from the drop-down and click the arrow button.

  3. Click OK or Apply to save changes. 

Package Types

Allows you to view and/or modify mail package types (Admin>Mail>Package Types). You may also edit mail package names, the code you use for the package type, and whether this is a box or not. 

Locations

Allows you to view, modify, and/or remove mail locations (Admin>Mail>Locations). 

Volume Categories

In order to access Volume Categories, select Admin>Mail>Volume Categories.

Adding a Volume Category

  1. To add a category, select (add category) from the upper right-hand corner.

  2. Input the category name. If the category requires a calculation, click calculate sub-volume. Input capacity (i.e. 250) and Unit of Measure (i.e. pieces) into the appropriate fields.

  3. It will calculate the total volume times the capacity to give a total piece count for the day for that category. If the category does not require a calculation, simply input the name and click Ok or Apply to save.

Editing a Volume Category

  1. To edit, select (edit) from the actions column. This view allows you to edit the category name, capacity and unit of measure.

  2. Click OK or Apply to save changes.

Preferences

The Mail Preferences are set up during the initial implementation (Admin>Mail>Preferences). Preferences can be changed at the site level. However, it is recommended that you contact your iOffice customer service rep before making any changes.

 

The following table provides additional information about individual preferences available.

Options

Descriptions

Allow Inbound Mail (checkbox)

This checkbox allows clients to input inbound mail.

Allow Outbound Mail (checkbox)

This checkbox allows clients to input outbound mail.

Allow Interoffice Mail (checkbox)

This checkbox allows clients to input interoffice mail. You are allowed to toggle the Entry Mode on the check-in screen to track the different types of mail.

 

Note: If enabled, the Display tracking number field checkbox is available.

Allow Barcode Labels (checkbox)

This preference activates the barcode label button in the Receiving Queue and allows you to print barcode labels to adhere to interoffice mail for tracking.

 

Note: You must have a Dymo Label printer provided by iOffice to use this preference.

Allow Routing Labels (checkbox)

This preference activates the automatic printing of routing labels once the package is added to the receiving queue. The label has the recipient and package routing information. You must have a printer provided by iOffice to use this preference.

Allow Speedy Check-In (checkbox)

Allows a quick scan of interoffice packages or packages received in from a HUB mail center.

Allow Courier Detection (checkbox)

Allows system to identify mail couriers by scanning their barcode tracking numbers. It has the most common couriers in place, but you may add couriers to auto-detection by sending us a sample barcode tracking number created by the courier. 

Allow Package Deletion (checkbox)

This checkbox allows operators to delete mail items checked into the queue.

Allow Misc. Volume Tracking (checkbox)

Allow mail center to track miscellaneous volumes that are set up in the Volume Categories of the Mail Admin.

Allow Alerts (checkbox)

Allows the system to send automatic email alerts to the package recipient when a package is checked in to the queue. The Admin must input the email address the communication is originating from and type in the alert message. The email may be cc’d to other email recipients.

 

If enabled, you have access to the following additional fields:

  • Reply To Address

  • CC Email Address

  • Mail Inbound Alert

Allow Alert Reminders (checkbox)

Allow the system to send automatic email reminders. The Admin may set the number of days, how many reminder attempts and input the specific alert message for each reminder. You may send reminders for items in the receiving queue or pending queue or both. Reminder messages are not sent out on the weekends. Reminder messages are sent at 5:00am and stop after the third message.

 

If enabled, the following additional fields are available:

  • Send Every

  • Reminder Attempts

  • For items in receiving queue

  • For items in pending queue

  • Reminder Message 1

  • Reminder Message 2

  • Reminder Message 3

Allow Box ONLY Delivery (checkbox)

When Box is selected in the Type field on Check-in, this feature allows a virtual Box route to be created for these packages.

 

Note: If enabled, this allows you the ability to select the Mail Stop for any box deliveries.

Allow Piece Count (checkbox)

Allows operator to scan packages as they arrive to compare the courier manifest with the actual number of packages being received.

Allow Pending Queue (checkbox)

Activates the Pending Queue for packages that need to be researched. The system automatically denotes when the package was checked-in to the receiving queue, checked-out of receiving into pending, checked-out of pending and delivered. iOffice must activate the Pending Queue.

Allow Quick User Email Notification (checkbox)

If a new user is added to the database from the Mail Check-In screen, an automatic email is sent to whomever is the Mail Center/Global Admin notifying them that the new user has been added and their profile data needs to be updated. From and To email address is required.

Using New Mobile Device (checkbox)

This preference allows the proper process to activate within the application to correctly read the tracking number with the new hand-held.

Allow mail pick-up by customer (checkbox)

Allows a stationary signature pad to be activated to capture recipient signature when mail is picked-up from the mail center. 

Customize

In order to access the customize section, select Admin>Mail>Customize.

  • Choose the user fields to populate on the check-in screen when the user is selected.

  • Choose fields to display on the Mail Queue.

  • Mail Status Name - Provides the ability to change the mail statuses viewed in the Receiving Queue.

  • Piece Count - When the Piece Count preference is activated, the packages that are scanned into the Piece Count screen are populated in this Task Field of the Mail Admin. As mail items are checked-in to the recipient, the packages are removed from the list. 

Mail Status Name

The Mail Status Name function allows you to view and/or edit the Mail Status Names (Admin>Mail>Mail Status Name). If you want to make changes, click the edit link, and click the Update button to save them. If you do not want to save any of your changes, click the cancel link. 

Delete Piece Count

The Delete Piece Count function allows you to delete mail items form the piece count list (Admin>Mail>Delete Piece Count). 

 

 

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