Appointment Request Response

When sending Appointment Request emails to Contacts, the link directs the email recipient to the Appointment Request Response Lightning Web Component (LWC) to confirm, decline, or propose a new appointment time for multiple Stops.

Update the Appointment Confirmation Instructions in the header in the Community Configuration section of Document Options.

Load Details

The Load Details section provides information regarding the Stop and Line Item for the Load that requested an appointment time.

Stop Fields

Configure the Stop TMS17 field set to control what fields are presented here. The following fields are the default fields in this field set:

• Booking Number

• Bill of Lading Number

• Order Number

• Origin

• Mode Name

Line Item Fields

Configure the Line Item TMS12 field set to control what fields are presented here. The following fields are the default fields in this field set:

• Item Number

• Weight

• Weight Units

• Item Description

• HU Count

• Handling Units

• Volume

• Volume Units

Appointment Details

The Appointment Details section provides general information and actions regarding the appointment time request for this Stop on the Load’s route.

If the request includes an Expected Date and Appointment Time (either a specific time or a time range), that information is visible and the Confirm, Decline, and Propose New actions are available for selection.

Otherwise, if at least the Appointment Time is missing, the section displays the following message: “Please propose an appointment.” In this case, only the Propose New action is available.

The time zone in the Appointment Details section (🌎) is determined by the value of the Timezone field in the Stop record (if the Location field is blank) or the Timezone field in the Account record used for the Location field. If the Timezone field is blank, the time zone of the User requesting the appointment is used.

Information about when the appointment request expires is also presented. This value is populated from the Appointment Request Expiration field from the Appointment Request record. If this field is blank, then the request does not expire.

Confirm Times

Check the Confirm box to accept the appointment date and time for a Stop or Trip Plan Leg of a Load. A green border surrounds the Appointment Details section, the Propose New button disappears, and two optional fields populate below the checkboxes: Pickup/Delivery Number and Comments. External users may add this information as desired.

Additionally, external users can select the Confirm All action from the drop-down next to the Save & Submit button to check the Confirm box for all appointment times that don’t require a proposal.

Uncheck the box to remove the choice for the appointment request.

Decline Times

Check the Decline box to decline the appointment date and time for a Stop or Trip Plan Leg of a Load. A red border surrounds the Appointment Details section, the Propose New button disappears, and the Comments field populates below the checkboxes. External users may add this information as desired.

Additionally, external users can select the Decline All action from the drop-down next to the Save & Submit button to check the Decline box for all appointment times that don’t require a proposal.

Uncheck the box to remove the choice for the appointment request.

Propose New Appointment Times

Select the Propose New button to propose a new appointment time. The Appointment Details section updates to create an Appointment Request with the following fields:

Note: If the Confirmation Method is set to Email Me, all Contacts with the Appointments value in the Transportation Role field will receive an Appointment Confirmation email.

The external user enters the information for the new appointment proposal and selects the Apply button. While entering the information, the Save & Submit button is unavailable until all appointment proposals select either Apply or Cancel.

The Appointment Details section lists all the appointment proposals for this Stop or Trip Plan Leg with the Expected Date, Appointment Start, and Appointment End values, and indicates the appointment as an Appointment Proposal that is pending submission. Select the Edit Proposal button to edit the proposals and the Clear Proposal button to remove all proposals.

Caution: Ensure that the appointment date and time is accurate according to the time zone indicated in the Appointment Details section.

Additional Request

Select the Additional Request button when proposing a new appointment time to add multiple requests to the same Stop or Trip Plan Leg. The number next to the Expected Date field indicates the number of requests created. Select the Remove Proposal button to remove additional proposals.

Save & Submit Response

Once the user confirms, declines, or proposes a new appointment time for the Stops or Trip Plan Legs, the user must select Save & Submit to send their response. Once successfully submitted, the button and drop-down becomes unavailable, and the instructions in the header change to “Your responses have been successfully submitted. Thank you.”

For confirmed or declined appointment requests, the checkboxes and optional fields become read-only.

For proposed appointment times, the Appointment Details section indicates that the proposal was submitted and is now pending review from the internal user.

Any Stops or Trip Plan Legs that did not have any action taken (confirm, decline, or propose new) do not send any Appointment Requests.

Note: All responses or proposals go through Platform Events using the Queued Transaction Event.

Expired Requests

The user may revisit the Appointment Request Response LWC to add new responses before the request expiration time.

If the user revisits the Appointment Request Response LWC after the request expiration date and time, the LWC is empty, displaying a warning that all appointment requests have expired.