## Email Module: Communicate Effectively
### 1. Executive Summary
The Email module helps you manage all your communication needs within the system. You can send and receive emails to administrators, transport managers, drivers, and delivery persons. It allows you to search, filter, and export email data, ensuring you stay informed and connected. This means less time switching between different communication tools and a more streamlined workflow for everyone.
### 2. Introduction
Do you find it challenging to keep track of email communications with your team, especially drivers, transport managers, administrators, and delivery personnel? Are you spending too much time searching for specific emails or exporting data for reporting?
The Email module is designed to solve these pain points by providing a centralized platform for all email-related activities. You can compose, send, receive, and manage emails within the system, making communication more efficient and organized.
**Key Terms:**
* **Email Module:** A section within the system dedicated to managing email communications.
* **Transport Manager:** The person responsible for overseeing transportation operations.
* **Administrator:** A system administrator with full access and control.
* **Driver:** The person operating a vehicle for transportation.
* **Delivery Person:** The person responsible for delivering goods.
### 3. Main Content (User-Focused Sections)
#### What This Means for You
* **Less time spent** searching for emails with advanced search and filtering capabilities.
* **Improved communication** with drivers, transport managers, administrators, and delivery personnel through a centralized platform.
* **Easier reporting** with the ability to export email data in Excel or PDF format.
* **Better organization** with a clear view of all sent and received emails.
* **Increased efficiency** by managing all email activities within the system.
#### How It Works
The Email module provides a user-friendly interface for managing email communications. Here’s how it works:
1. **Access the Email Module:** Navigate to the Communication module and select the "Email" submodule.
2. **View Emails:** You can view emails for different roles (Administrator, Transport Manager, Driver, Delivery Person) by clicking on the respective tabs.
3. **Compose Emails:** Click the " + " button to compose a new email. Select the recipient, add a subject, type your message, and send.
4. **Search and Filter:** Use the search bar to find specific emails by subject, sender, or trip name.
5. **Export Data:** Click the "Export" button to download email data in Excel or PDF format for reporting and analysis.
6. **View Details:** Click the "Action" eye icon to view detailed information about an email, including the sender, recipient, subject, and message.
#### Getting Started
1. Log in to the system.
2. Navigate to the **Communication** module.
3. Click on the **Email** submodule.
4. To view emails for a specific role (e.g., Transport Manager), click on the corresponding tab.
5. To compose a new email, click the **"+"** sign button.
6. Select the recipient type (e.g., Administrator, Driver).
7. Enter the recipient's name or select from the dropdown list.
8. Add a **Subject** to your email.
9. Type your **Message** in the provided text box.
10. Click the **Send** button to send the email.
#### Key Features You'll Use
* **Role-Based Email Management:** Easily manage emails for administrators, transport managers, drivers, and delivery persons through separate tabs.
* **Compose Email:** Create and send new emails with options to select recipients, add subjects, and write messages.
* **Search and Filter:** Quickly find specific emails using keywords, subject lines, or names.
* **Export Data:** Download email data in Excel or PDF format for reporting and analysis.
* **View Email Details:** Access detailed information about each email, including sender, recipient, subject, and message content.
#### Common Scenarios
* **Scenario 1: Searching for Driver Emails by Trip Name:** As a transport manager, you need to find all emails related to a specific trip. You navigate to the Email module, click on the "Driver's" tab, and enter the trip name in the search box. The system displays all emails associated with that trip, allowing you to quickly access the information you need.
* **Scenario 2: Sending an Email to a Delivery Person:** You need to inform a delivery person about a change in their delivery schedule. You click the "+" sign, select "Delivery Person," enter the subject and message, and click send. The delivery person receives the email instantly.
* **Scenario 3: Exporting Administrator Email Data:** As an administrator, you need to generate a report of all email communications for compliance purposes. You click the "Export" button and select the PDF option. The system generates a PDF file containing all email data, which you can then use for your report.
#### What to Expect
After completing the steps, you will see:
* **Successfully Sent Emails:** A confirmation message will appear, indicating that your email has been sent successfully. The sent email will also be added to the email history.
* **Filtered Email Lists:** When searching, only relevant emails matching your criteria will be displayed.
* **Detailed Email Views:** Clicking on an email will display all its details, including sender, recipient, subject, timestamp, and content.
* **Downloaded Export Files:** Clicking on the "Export" button will download an Excel or PDF file containing the email data.
### 4. Visual Elements & Supporting Information
#### Field Validation Table
| Field Name | Mandatory | Field Type | Data Type | Field Size | Is Editable | Description |
|---|---|---|---|---|---|---|
| Recipient | Yes | Dropdown | String | N/A | Yes | The person or group the email is being sent to. |
| Subject | Yes | Text | String | 255 characters | Yes | The topic of the email. |
| Message | Yes | Text Area | String | Unlimited | Yes | The content of the email. |
| Attachment | No | File Upload | File | 10MB | Yes | Files to be included with the email. |
### 5. Summary & Benefits
The Email module simplifies and streamlines your communication processes. By providing a centralized platform for managing emails with administrators, transport managers, drivers, and delivery persons, you can save time, improve organization, and enhance overall efficiency. The ability to search, filter, and export data ensures you have the information you need at your fingertips, empowering you to make informed decisions and stay connected with your team.