Fill an enquiry from a pasted email

Goal

Turn the text of a client's email into a filled-in enquiry form without retyping it, then check the details and save the enquiry.

Prerequisites

• You can create enquiries (Owner, Admin, Manager and Dispatcher roles can).
• You have the text of the email, including the client's name and the route and date.
• Your plan still has AI operations left. Each paste uses one.

Steps

1. Open Enquiries and select New enquiry.
2. In the window, open the Paste an email section.
3. Copy the whole email from your mail program and paste it into the Email text box. The text needs at least 10 characters.
4. Select Fill the form. The button reads Reading the email... while 4fleet works.
5. Read the message Form filled from the email. It lists the fields that were filled, such as client, pickup, dropoff, date, passengers and flight number.
6. Check every field against the email. Correct anything that is wrong, and choose the Service type yourself from your catalog.
7. If the message says that all jobs in the email will be created, the form shows only the first job. The other jobs are added when you save, and you check each one on the enquiry afterwards.
8. Select Create enquiry. Nothing is saved until you do.

Expected result

One enquiry is created with the status New and the Source set to Email. If the email asked for several jobs, such as a return or a second day, they are saved as separate jobs on that one enquiry, not as separate enquiries.

Troubleshooting

• If you see Nothing to fill, no enquiry details were found in the text. Fill in the form by hand, or paste the part of the email that contains the route and date.
• If you see Could not read the email, try again. If it keeps failing, create the enquiry by hand.
• If you see AI limit reached, your plan's AI operations are used up. Fill in the form by hand or upgrade your plan.
• If a field is empty after filling, the email did not state it. Add it yourself before you save.
• If a date or time looks wrong, check the year and the time zone in the email, then correct it in Date and time.