Getting started with the TotalMail Viewer

2.Getting started with the TotalMail Viewer

The TotalMail Viewer is available on all TotalMail client machines. Using the TotalMail Viewer, dispatchers can perform all TotalMail functions available to dispatchers. This chapter provides information on:

  • Opening the TotalMail Viewer
  • The various display areas of the TotalMail Viewer
  • Reading messages in the TotalMail Viewer.

Logging in to the TotalMail Viewer

Understanding the layout of the TotalMail Viewer window

Viewing messages in your InBox

Viewing messages for a date range

Viewing message information in the message list

Viewing failed messages – why some messages display in red

Viewing error information for a failed message

Viewing additional information for a message

Viewing messages in the message preview area

Viewing messages in a separate message window

Viewing messages from your dispatch groups

Taking ownership of a message

Using other TotalMail Viewer folders

Additional folders under your login ID

Other folders in the folder list

History Folders

Shared Folder

Resubmitting a message

Logging in to the TotalMail Viewer

You must log in with a valid user name and password to use the TotalMail Viewer.

1.From the Windows Start menu, select the TotalMail program group and choose the Viewer command.

The TotalMail login window opens.

2.In the User Name field, enter your TotalMail login ID.

3.In the Password field, enter the password for your TotalMail login ID.

4.Click OK.

The TotalMail Viewer opens.

Note:TotalMail login IDs and passwords are maintained by your TotalMail system administrator. If you cannot log in to the TotalMail Viewer, contact your TotalMail system administrator.

Understanding the layout of the TotalMail Viewer window

The TotalMail Viewer window contains six sections.

A.The menu bar lists the available menus. Clicking a menu displays a list of commands. Most commands can also be executed using keyboard shortcuts and/or icons shown on the toolbar.

B.The toolbar displays icons used to execute commands.

C.The banner line displays the name of the folder currently selected in the folder list.

D.The folder list displays all of the folders available to you. If you require access to folders not found in this list, contact your TotalMail system administrator.

E.The message list displays the messages for the folder currently selected in the folder list.

F.The message preview area displays the first page of the message currently highlighted in the message list. To view a message in a separate window, double-click on it in the message list.

Note:For a complete description of the menus, icons, and keyboard shortcuts available in the TotalMail Viewer, see the TotalMail Dispatch User guide.

Viewing messages in your InBox

When you open the TotalMail Viewer, your InBox folder is selected in the folder list.

The contents of your InBox appear in the message list.

Viewing messages for a date range

By default, your InBox shows messages from the past three months. There may be times when you need to see older messages. Alternatively, your message list may be longer than you like and you would like to reduce it. You can specify a date range for the messages shown in your InBox.

  1. Do one of the following:
  • Go to View > Filter to Range.
  • Press CTRL + R.

The Select Range Filter window opens.

  1. Do one of the following:
  • Enter the needed dates in the Start and End fields.
  • Click the down arrow in the Start and/or End field to display a calendar, then select the needed date. Do this for each field.

Note: Click the arrows in the calendar header to display the needed month.

  1. Click OK.
    The viewer shows messages for the date range you entered.

Notes:

  1. The date range you entered appears in the Viewer's banner line.
  2. If you select another folder, the date range is reset to the default. However, because the date remains in the Select Range Filter window, you can reapply it quickly.
  1. When you are done, remove the date filter. Access the Select Range Filter window again and click Remove Filter.

Viewing message information in the message list

The message list shows the contents of the folder you have selected in the folder list. The last message you received is highlighted at the top of the list.

Note:In addition to messages sent to your TotalMail login ID, the message list for your InBox folder shows messages sent from members of your dispatch groups.

The columns in the message list show information about each message, such as the message priority, the message sender, and the date and time the message was received. For a complete description of the columns in the message list, see the “Using the TotalMail Viewer” chapter of the TotalMail Dispatch User guide.

Viewing failed messages – why some messages display in red

If a system error prevented message from being sent, you will see that message in your InBox. The message appears in red in the message list, and the message’s Status column readsFailed.

Viewing error information for a failed message

When a message fails, you can view details on the error that caused the failure. Right-click the failed message in the message list and selectError Informationfrom the shortcut menu.

The Error Information window opens. In this example, the Error Information window shows that the intended recipient of the message, TRC3, is already started on another move.

When the problem indicated in the Error Information window is corrected, the message can be resubmitted to TotalMail for delivery.

Note:TotalMail does not resend failed messages automatically. If a message fails, you must resubmit it once the problem that caused the failure has been corrected. For more information, see the Resubmitting a message section of this chapter.

Viewing additional information for a message

You can view additional information on a message by right-clicking it in the message list and selecting Additional Informationfrom the shortcut menu.

The Additional Information window opens.

For more information on the Additional Information window, see the TotalMail Dispatch User guide.

Viewing messages in the message preview area

The message preview area displays the first page of the message currently selected in the message list.

Viewing messages in a separate message window

To view a message in a separate window, double-click the message in the message list. The Read Message window opens.

Viewing messages from your dispatch groups

In addition to messages sent to your TotalMail login ID, your InBox contains all messages sent by members of the dispatch group(s) you are assigned to monitor.

Dispatch groups are set up and managed by your TotalMail system administrator. The following rules govern the organization of dispatch groups:

  • A dispatch group can consist of tractor or driver IDs, but not both.

Note: If your TotalMail system is configured to send messages to tractor IDs (the default), all of your company’s dispatch groups will contain tractor IDs. Similarly, if your TotalMail system is configured to send messages to driver IDs, all of your company’s dispatch groups will contain driver IDs.

  • Each resource can be assigned to only one dispatch group, i.e., a tractor or driver can belong to one and only one dispatch group.
  • A dispatcher can monitor any number of dispatch groups.
  • A dispatch group can be monitored by any number of dispatchers.

Taking ownership of a message

TotalMail can be configured so that the first dispatcher who reads a message assumes responsibility for handling any needs or issues associated with the message. This process is called taking ownership. When TotalMail is configured in this way, the message will disappear from the inboxes of other dispatchers assigned to monitor the dispatch group as soon as one dispatcher has taken ownership of it.

Note:To take ownership of a message, you must double-click the message. Merely viewing the message preview will not establish ownership, nor mark the message as Read.

Using other TotalMail Viewer folders

Your TotalMail login ID is set up with four main folders in the folder list. You may also have access to History and Shared folders in the folder list.

Additional folders under your login ID

Each TotalMail login ID has four folders associated with it. By default, your InBox folder is selected when you open the TotalMail Viewer.

  • Deleted

Deleted messages are automatically moved to the Deleted folder for your login. Messages may be moved to and from the Deleted folder if desired. When the TotalMail Viewer is closed, all messages in the Deleted folder are removed permanently.

  • Outbox

When you send a TotalMail message, it automatically moves to your login ID’s Outbox folder. When TotalMail delivers the message to your company’s mobile communications vendor, the message will automatically move to your login ID’s Sent folder.

  • Sent

A copy of each TotalMail message sent from your login ID is saved in your login ID’s Sent folder.

Other folders in the folder list

History and Shared folders can be accessed by all TotalMail login IDs.

History Folders

The History Folders contain two types of messages:

  • All messages sent to and from drivers and tractors in the entire TotalMail system
  • Messages that were recently retrieved using the search feature

It contains multiple sub folders:

  • Driver-Based History subfolder

This folder contains a subfolder for each driver in the TotalMail System. All messages passed to and from that driver can be found within the driver's sub folder.

  • Truck-Based History sub folder

This folder contains a sub folder for each truck or trailer in the TotalMail System. All messages passed to and from that truck or trailer can be found within the truck's sub folder.

  • Searched Driver-Based History sub folder

When a driver search is performed, a driver sub folder is created and will contain all messages passed to and from that driver.

  • Searched Truck-Based History sub folder

When a truck or trailer search is performed, a truck or trailer sub folder is created and will contain all messages passed to and from that truck or trailer.

Notes:

1.You cannot delete any messages or sub folders in a History folder. If you want to remove any files or sub folders from a History folder, consult your TotalMail system administrator.

2.Your TotalMail system may be set up so dispatchers cannot see the History Folders.

Shared Folder

The Shared Folder contains messages that can be seen by all dispatchers on your TotalMail system. Messages can be added to and read from the Shared Folder by any login ID.

Resubmitting a message

When TotalMail cannot send a message due to a system error, the system sends the failed message to your InBox. When the problem that caused the system error has been corrected, follow these steps to resubmit the message:

1.Highlight the desired message in the message list.

2.Right-click the message to display a menu of commands.

3.Click the Resubmitmessage command.

Notes:

1.For more information on failed messages, see the Viewing failed messages – why some messages display in red section of this chapter.

2.Any message, not just failed messages, received in the TotalMail Viewer can be resubmitted using the above procedures.

TotalMail Basics Guide1Revised: 2/2016

Getting Started with the ViewerCopyright TMW Systems, Inc. | A Trimble Company