1 · Web viewSince in this case the two stops are not the same, e.g., the tractor must make an empty move to the first stop on the trip, TotalMail automatically inserts an empty move

1. TotalMail and dispatching

TotalMail™ is an electronic messaging system designed specifically for the trucking industry. With TotalMail, dispatchers and drivers can communicate more efficiently, eliminating costly delays and errors.

The TotalMail Dispatch User guide provides a complete description of all TotalMail functions available to dispatchers, both in the TotalMail Viewer and through the TMWSuite Dispatch application. This document was written for trucking company dispatchers, with a level of detail adequate to help you perform your duties.

Note: The TotalMail Dispatch Users guide is intended for users already familiar with basic TotalMail features. Depending on your needs and amount of experience with TotalMail, one of the following documents may be more appropriate for you:

The TotalMail Basics guide is a general overview of TotalMail. New users should consult the TotalMail Basics guide first.

The TotalMail System Administrator guide provides detailed information on how to configure, administer, and troubleshoot the TotalMail system.

This chapter presents an overview of the TotalMail system.

Using TotalMail in day-to-day dispatch operations..............................................................................................1.2Accessing TotalMail functionality....................................................................................................................1.2Understanding the benefits of using TotalMail forms......................................................................................1.3

Understanding TotalMail components..................................................................................................................1.5Client machine..................................................................................................................................................1.5Client applications............................................................................................................................................1.5

The TotalMail Viewer..................................................................................................................................1.5Dispatch........................................................................................................................................................1.5

Messages...........................................................................................................................................................1.6Forms............................................................................................................................................................1.6Position report requests.................................................................................................................................1.7Text messages...............................................................................................................................................1.7

Dispatch groups................................................................................................................................................1.8Agents...............................................................................................................................................................1.9Agent machine..................................................................................................................................................1.9Databases........................................................................................................................................................1.10Mobile communications vendors....................................................................................................................1.10Mobile communications terminal units (MCTs)............................................................................................1.10

Understanding how TotalMail messages are delivered......................................................................................1.11Sending messages to drivers...........................................................................................................................1.11Receiving messages from drivers...................................................................................................................1.13

The TotalMail circle of service...........................................................................................................................1.16

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TotalMail and dispatching

Using TotalMail in day-to-day dispatch operationsDispatchers must communicate with their drivers several times during a typical work day. The design of TotalMail helps make the dispatcher’s job easier by simplifying many of these routine communication tasks.

Accessing TotalMail functionality

Dispatchers use TotalMail through one or both of two applications.

The TotalMail Viewer has the same “look and feel” of common e-mail programs such as Microsoft Outlook. If you have used e-mail before, you will find the TotalMail Viewer easy to use.

The TotalMail Viewer

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TotalMail can also be accessed through Dispatch. The Mobile Com menu, as well as icons in the sheet toolbar, provides direct access to TotalMail messaging features. If you are already familiar with Dispatch, you are just a few mouse clicks away from using TotalMail:

The Mobile Com menu in Dispatch

Understanding the benefits of using TotalMail forms

Many TotalMail messages can be created using preset forms, saving even more time.

Saving keystrokesThe examples below show two of several TotalMail forms.The form on the left, Load Assignment, is used by dispatchers to send trip information to drivers. With a few keystrokes, the dispatcher can fill this form with trip information retrieved directly from TMWSuite.The form on the right, Begin Trip, is one of several forms sent by the driver during a trip. Driver forms provide a convenient way to report trip information. With the Begin Trip form, the driver can report the start time of his trip by entering the order number in the Order field – in most cases, data does not even need to be entered in the form’s Trailer field:

Automatically updating trip data.

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TotalMail forms automatically update the TMWSuite™ database with truck data, reducing the need for manually updating trip information.In our example below, the driver has sent the Begin Trip form for order #873 at 8:35 A.M. When TotalMail receives the form, the system compares the last recorded stop for the tractor against the first stop on the trip. Since in this case the two stops are not the same, e.g., the tractor must make an empty move to the first stop on the trip, TotalMail automatically inserts an empty move at the start of the trip in TMWSuite, and records the start time of that empty move:

After the driver sends the form, no further action is required by the driver or dispatcher to create the empty move, or record its start time – TotalMail performs these actions automatically!

Locating your tractors.TotalMail can use message data to record tractor positions, providing a convenient planning tool for dispatchers. TotalMail messages contain global positioning satellite (GPS) data that identifies from where the message was sent. Dispatchers can generate reports of position data for planning purposes. In our example below, the dispatcher generates a Trucks Near report to determine which tractor is closest to a pickup location:



Understanding TotalMail componentsSeveral hardware and software components make up the TotalMail system. The following sections define and describe many of the key components. Each of these components will be described in more detail in subsequent chapters of this guide.

Client machine

A TotalMail client machine is any computer that is connected to the TotalMail system, and is set up to run the TotalMail Viewer and/or to use TotalMail features in Dispatch. A dispatcher’s computer can be both a TotalMail and a TMWSuite client.

Client applications

Client applications are programs on the client machine that interact with the TotalMail system. There are two primary client applications used by dispatchers.

The TotalMail Viewer

The TotalMail Viewer is the dispatcher’s main interface to the TotalMail system. The dispatcher uses the TotalMail Viewer to perform all TotalMail dispatching functions, including:

Reading and managing incoming TotalMail messages. Composing and sending TotalMail messages. Requesting position reports from tractors. Generating logs of tractor position reports.

Dispatch

Dispatchers can perform many TotalMail functions directly from Dispatch, such as:

Composing and sending some TotalMail messages. Viewing TotalMail messages sent from a tractor. Requesting tractor position reports. Viewing tractor position reports.



Messages

Dispatchers can send three types of TotalMail messages.

Forms

TotalMail forms are preformatted message templates. A form (also called a macro) consists of a number of labels and fields, as shown in the following example:

Labels are defined by your TotalMail forms administrator, and appear automatically on the form. Labels themselves are not transmitted when a form message is sent.

A field consists of information filled out by the dispatcher or driver. A typical form message contains several fields, many of which are associated with labels.

When a form message is sent, only the form identification number and the information in the fields are transmitted.

Forms have three major advantages over text messages:

Since only the form identification number and information in fields are transmitted, forms reduce messaging costs and transmission time.

Forms can automatically retrieve information from the TMWSuite database before they are sent to tractors.

Forms sent from tractors can automatically update information in the TMWSuite database when they are received at the dispatch office.


Form name

Labels

Fields


Position report requests

Position reports are GPS data sent by tractors through TotalMail. By viewing position reports sent from tractors, dispatchers can see the exact location of their assigned tractors, without having to contact drivers directly. When a tractor receives a position report request message, it responds immediately with its current GPS data – no driver intervention is required. The tractor’s GPS data is recorded in the TotalMail database, and can be retrieved by the dispatcher using either the TotalMail Viewer or Dispatch. Dispatchers can request position reports using:

The TotalMail Viewer The Dispatch application

Text messages

Using TotalMail, dispatchers can send free-form text messages in addition to form messages and position report requests. Dispatchers and drivers can exchange text messages when an appropriate form message does not exist for a message. In the example below, the dispatcher composes a text message reminding the driver to send the Begin Trip form at the start of a trip:



Dispatch groups

Dispatch groups help dispatchers monitor the movements and activities of their assigned tractors.

A dispatch group is a collection of TotalMail tractor or driver IDs that are monitored by one or more dispatchers. While dispatchers can monitor several dispatch groups, each resource ID can belong to only one dispatch group. When a resource belonging to a dispatch group sends a TotalMail message, a copy is sent to the dispatcher(s) assigned to that dispatch group.

In the example below, three tractors send the Begin Trip form for their respective trips. Tractors TRC1A and TRC1B are members of dispatch group DG1. TRC2 is a member of dispatch group DG2. The dispatcher, DISP1, is assigned to monitor only DG1. The regional dispatch supervisor, SUP1, is assigned to monitor both DG1 and DG2. Therefore, dispatcher DISP1 receives the Begin Trip forms sent from TRC1A and TRC1B, and dispatch supervisor SUP1 receives the forms from all three tractors:

Using dispatch groups, dispatchers can view all messages from their assigned tractors in just one location, i.e., the InBox of their TotalMail Viewer. This feature makes it easier for dispatchers to look up current and historical activities of their tractors.



Agents

Agents are software applications that perform specific tasks needed to send or receive TotalMail messages. The following table describes each of the TotalMail agents.

Delivery Agent Responsible for moving messages through the TotalMail system. Common responsibilities of the Delivery Agent include:

Delivering outbound messages from a dispatcher’s client machine to the Transaction Agent.

Delivering inbound messages so that they are available to the dispatcher when he looks in his TotalMail Viewer's Inbox.

Moving messages between other TotalMail agents as needed. Making copies of messages for the History folders.

Transaction Agent Responsible for updating and retrieving data in the TMWSuite and TotalMail databases. Common responsibilities of the Transaction Agent include:

Scanning all messages it receives from the Delivery Agent to determine if the message is programmed to update trip information in the TMWSuite database, and performing those updates as necessary.

Retrieving data from the TMWSuite database when the dispatcher requests data to complete a form.

TMW MobileComm Poller Agent

Responsible for exchanging messages between TotalMail and a mobile communications vendor.

Note: This agent is used if a specific poller agent does not exist for a mobile communication vendor (e.g., OMNITRACS or PeopleNet).

PeopleNet Agent Responsible for exchanging messages between TotalMail and the PeopleNet network.

Omnitracs Agent Responsible for exchanging messages between TotalMail and the OMNITRACS network.

Email Agent Responsible for sending and receiving messages between TotalMail and an Internet e-mail system.

Note: The Email Agent is not enabled by default. It must be enabled and configured by your TotalMail system administrator in order for your TotalMail system to send and receive Internet e-mail.

Agent machine

Although agents can be installed on separate computers, typically all TotalMail agents are installed on one computer, usually referred to as the agent machine.



Databases

TotalMail communicates information between the TMWSuite and TotalMail databases, both of which use the Microsoft SQL Server database engine. These databases can be combined on one computer, or can be kept separate. Usually, having separate databases improves performance for large databases that contain many trucks. A company that starts with a single database can migrate to a split database with some assistance from TMW support

Mobile communications vendors

TotalMail messages are sent to and received from tractors via a mobile communications vendor. Mobile communications vendors provide communication between tractors and a dispatch office using satellite, radio, cellular, or other wireless services. For a complete list of vendors that currently support TotalMail, contact TMW Systems.

Mobile communications terminal units (MCTs)

A mobile communications terminal (MCT) is the device installed on a tractor that enables the driver to send and receive TotalMail messages. An MCT consists of an electronic display and keypad, which is used to read and compose messages, and a transmit/receive unit. Each MCT unit is assigned an ID, which is used by TotalMail and the mobile communications vendor to identify and route messages to the desired MCT.

Note: Some vendors refer to this device as a mobile communications unit (MCU).

OMNITRACS’s OmniTRACS mobile communications terminal



Understanding how TotalMail messages are deliveredThe diagrams in this section illustrate how messages are routed through the TotalMail system.

Note: In the sample diagrams used in this section, all TotalMail agents are shown as being installed on a single agent machine.

Sending messages to drivers

When the dispatcher sends a TotalMail message to a driver, the message is placed in a temporary storage area, called the Outbox:

The Delivery Agent periodically scans each dispatcher’s Outbox for new outbound messages. The Delivery Agent forwards new outbound messages to the Transaction Agent’s Inbox:


TotalMail client computer TotalMail agent machine

TotalMail Viewer

Delivery Agent Transaction Agent


The Transaction Agent scans outbound messages in its Inbox to determine if they are programmed to update the TMWSuite database. The Transaction Agent performs the updates as required. The Transaction Agent then updates the TotalMail database with the message information:

The Delivery Agent periodically scans the TotalMail database for new messages. When it detects a new message, the Delivery Agent forwards the message to the Poller Agent:


TotalMail agent machine

Delivery AgentTotalMaildatabase

Poller Agent


Transaction Agent

TMWSuite database

TotalMaildatabase


The poller agent periodically connects to the mobile communications vendor and sends all pending outbound messages. The mobile communications vendor then delivers the message to the appropriate tractor’s MCT, where it is read by the driver:

Receiving messages from drivers

When the driver sends a message from the tractor’s MCT, the message is transmitted to the mobile communications vendor. The poller agent on the TotalMail agent machine periodically connects to the mobile communications vendor and checks for new inbound messages. The poller agent then downloads the new messages:


Mobilecommunications

vendor

Tractor equipped with MCT

Tractor equipped with MCT

Mobilecommunications

vendor Poller Agent


Poller Agent



The Delivery Agent periodically scans the Poller Agent for new inbound messages. The Delivery Agent forwards new inbound messages to the Inbox of the Transaction Agent:

The Transaction Agent scans inbound messages in its Inbox to determine if they are programmed to update the TMWSuite database. The Transaction Agent performs the updates as required. The Transaction Agent then updates the TotalMail database with the message information:



Transaction AgentDelivery Agent

Poller Agent


Transaction Agent

TMWSuite database

TotalMaildatabase


When the dispatcher opens the TotalMail Viewer, the Delivery Agent makes all messages addressed to his/her TotalMail ID, as well as all messages sent from members of dispatch groups he or she is assigned to monitor, available to the dispatcher in the InBox:


TotalMail client computerTotalMail agent machine

TotalMail database

Delivery Agent

TotalMail Viewer


The TotalMail circle of serviceUsing the TotalMail Viewer and/or the TotalMail features in Dispatch, dispatchers can send trip information directly to drivers. Using their tractors’ MCTs, drivers can send cargo information and report arrival and departure times without having to call the dispatch office.

TotalMail forms are designed to allow dispatchers and drivers to exchange trip information quickly and conveniently. Forms can also retrieve and update TMWSuite information automatically.

When used in the proper sequence, forms update TMWSuite order information as each trip event is completed. Through the use of forms, many TMWSuite orders can be completed without the dispatcher having to manually update the order in TMWSuite.

The use of TotalMail forms to automatically update and complete TMWSuite order information creates the TotalMail circle of service.


Documents

1 · Web viewSince in this case the two stops are not the same, e.g., the tractor must make an empty move to the first stop on the trip, TotalMail automatically inserts an empty move