Overview

There are two ways in which a Message can come from the Eleos Application using the ASR Integration, to then be sent to email recipients. This guide will help you determine how those messages are being emailed to staff, so that if you ever need to change the recipients of the email you will know how to determine which method you have, and where to go to make changes.


Process Diagram

The following diagram can be used to identify how a Message is sent to email.  



Message Type

There are two Message Types and that is what needs to be determined first, Form Message vs. Text Message:

Form Message

A Form filled out in Eleos by the driver that has field data, most often during a workflow stop but can come from other UI areas of the application, can be emailed to staff. The email recipient(s) are determined by the EmailTo field which can be populated with either a static “Address,” or a “Token” to pull the email address dynamically. 


Text Message 

A Driver can send a message to staff, and some clients have Contacts set up for these. For example, if the driver goes to messages in the Eleos application they may see a drop down that allows them to select “Manager,” then the manager will be pulled from the ELEOS.ContactMappings table.  


Contact Mappings Table

Staff members with database access can use this SQL lookup to retrieve the EmailAddresses Value for the Contact on Messages: 

 

;SELECT  *

FROM    ELEOS.ContactMappings M

ORDER BY M.[Code]


Once you have the EmailAddresses value type know you can identify if there are “Addresses” or “Tokens” that will be used to send a Message.


Value Type

There are two Value Types which are Address vs. Token:

Address

For Form Message if the EmailTo field is sent directly to an email address(es), or for Text Message if the EmailAddresses value specifies a static Address, then that email will be sent to those recipients via SendGrid which ASR uses to handle messages in the integration.


Token

If the Form Message EmailTo field or the Text Message EmailAddresses is populated by a Token, the token is replaced with an email value dynamically and based on the client. You can use the following query to search for the email with the DriverID as the search parameter.  


;SELECT  *

FROM    ELEOS.udf_EmailCustom ('SOME_DRIVER_ID', '')


Examining the function itself as you can see does require some SQL knowledge, but it usually involves looking a Token up in another table, such as a TMWSuite LabelFile, or a custom table that the customer maintains themselves. The email will still be sent to those recipients through SendGrid methods just as Address above is at the final step.


The document, Drive Axle - Emailing Form Data Through Drive Axle can be used to find more information regarding the replacement token and what location it is pulling from. This document explains how data is emailed from both document forms and message forms.  


Updating Users in TMW Label File

If a client has access to TMWSuite and they have items setup from Label File, they could use the TMS directly to change the contact group information for the replacement token value as opposed to the table.


In TMW Label File, you can store groups of information that may contain items such as names and emails of people, for example, Driver Manager or Team Leader. When an email address in the group is no longer valid, the client needs to remove or edit this user from the group. Contact groups in TMW Label file need to contain accurate emails if you are using it for Emailto token replacements for Eleos forms. These Tokens allow you to pull information from corresponding groups based on your TMS.


Please note that based on your TMW software your location may differ.
In ‘System Administration’ in TMW, go to ‘Edit’ and then click ‘Label File’ in the drop-down menu.  

 

 

In ‘Label File,’ select the group from the ‘Field Name’ drop down.  The ‘Field Name’ of the group in TMW should match the token of that group found in the EmailTo field of the Drive Axle form.  In the example below, ‘TeamLeader’ is selected. 


  


By selecting the group, this should pull up a list of names of people in that group, as well as their email address on the right-hand side.  Here, you can remove the invalid user from the selected group.  If this user was the only one in the group, you must add a new contact to the group, or your form will not go to an end location.  


Additional Resources