Appointment Request Setup

Complete the following setup to enable the Appointment Request email loop feature for the Load Detail LWC and Appointment Setting in the Fleet Management Console, as well as the Auto-Email Scheduling batch process.

Warning: Be sure to set the Transportation Role field with the Appointments value for the appropriate Contacts related to the Stop Location’s Account.

TMS Admin

1. In TMS Admin → Document Options, configure the following settings:

   • Set an email template for the following fields:

     • Appointment Request

     • Appointment Confirmation

   • Configure the Appointment Request Reply To and Organization-Wide Email Address (OWEA) as desired.

   

   • Configure the Appointment Confirmation Instructions field in the Community Configuration section of Document Options.

   

2. In TMS Admin → Configuration, configure the following settings:

   • Ensure that the Public Appointment Community URL is populated with the appointment guest email loop URL.

     Note: Refer to the Email Loop Setup documentation for setting up an email loop for appointment guests.

   • For the AppointmentRequestJob, enter the number of minutes in the Appointment Request Email Frequency field to control how often the batch job runs in minutes. The default value is 720 minutes (12 hours).

   • For the Fleet Management Console, check the Show Appointment Requester field to enable this feature in the Fleet Management Console and, if created, the Appointment Console tab.

     

Load Detail LWC

To enable this feature in the Load Detail LWC, complete the following actions:

1. Enable the feature in the Load Lightning Record Page (LRP):

   1. In a Load record, select the Setup Gear → Edit Page.

   2. Select the Load Detail LWC in the Lightning App Builder.

   3. Check the Show Appointment Requests box under the Page > Load Detail section.

   4. Select Save.

Optional Setup

Set the Default Appointment Request Expiration field in the Customer Transportation Profile to specify the number of hours the Appointment Request remains active before it expires for a specific Stop Location.

Note: If this field is blank, the logic cascades to the same field in the Global Default Transportation Profile. If this field is blank on both the Global Default and Customer Transportation Profiles, the default value is 24 hours.

Automate Appointment Request Emails

To automatically schedule and send Appointment Request emails to customers, set the following fields first, then run the AppointmentRequestJob in the Job Monitor LWC.

Warning: Be sure that at least one Contact has the Transportation Role field set with the Appointments value for Stop Accounts using the Appointment Request feature to automatically send emails to that Contact. Otherwise, no email will be sent and must be manually resent with specified “To” recipients.

An Error Log record is generated with a list of Loads and the related Stops requesting appointment scheduling when the email sent did not have a “To” recipient.

Tip: The Send Auto Email Appointment Request field can be set based on your org’s logic with a custom Flow.

To control how often the job runs, set the Appointment Request Email Frequency field in TMS Admin as described in the earlier section.

If there is more than one Appointment Request for the same Stop Location across different Loads, those requests are consolidated into a single email to be sent to the designated Contact. The Loads are listed in the subject and body of the email.

Note: The time zone used for the request expiration in the body of the email from the AppointmentRequestJob is determined by the timezone of the User who started the batch process—not the time zone of the Stop Location.

Once an Appointment Request is sent for the Stop, the Appointment Status field updates its value to Requested.