TED Email AI
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      Using TED Email AI to Automate Order and Quote Entry

      TED reads your emails and turns them into orders and quotes - no more retyping into the TMS.

      Table of Contents:

      1. What is TED?

      2. Why use TED?

      3. Setting Up TED

      4. How TED works

      5. Quick How To Guide

      6. FAQ

      What is TED?

      TED is Rose Rocket’s email AI agent that connects your inbox (Gmail or Outlook) directly to the TMS. It scans email threads and automatically creates or updates orders and quotes -  helping you eliminate manual entry, reduce errors, and gain visibility into every load you’ve quoted, won, or lost.

      Why use TED?

      • Automatically turns emails into quotes and orders — no manual entry required

      • Provides a real-time board of all email communications tied to order/quote activity

      • Surfaces lost quotes and reasons with AI-powered Close Lost Analysis (coming soon!)

      • Syncs relevant attachments (like BOLs) directly to the correct record

      • Works with any Gmail or Outlook inbox and syncs every 10 minutes

      ⚠️ Note: TED currently performs best with point-to-point shipments. Multi-leg LTL support is improving.

      Setting Up TED

      1. Go to Connected Emails in your Admin settings

        Only Admins can connect email accounts.

      2. Connect your Gmail or Outlook inbox and select folders/labels to sync

        TED only reads emails in the folders you choose — e.g., “dispatch,” “customer A.”

      3. Choose your Auto-Approve setting:

        • ON = TED automatically creates orders/quotes

        • OFF = You review and approve suggestions manually

      4. TED will backfill the last 30 days of emails from selected folders.

      5. Visit your new TED Email Board in Rose Rocket

        This may take ~5 minutes to fully populate.

      6. (Optional) Edit the board name to match your workflow.

      How TED Works

      Suggested Creation (Manual Mode)

      When Auto-Approve is OFF:

      1. TED tags email threads with Pending Create

      2. Go to your TED board and filter for these tags

      3. You can:

        • Bulk approve multiple threads

        • Individually review and approve from the detailed thread view

      4. Once approved, TED auto-generates the order or quote using AI data extraction.

      Suggested Updates

      1. New emails are scanned for changes to connected orders (e.g., pickup time, instructions).

      2. TED flags these as Pending Updates

      3. Review and approve field-level changes in:

        • The thread activity log, or

        • The connected order record

      4. Only approved updates are applied to the order.

      Managing Email Threads

      • Use the Change button beside an order to:

        • Reassign a thread to a different existing order, or

        • Create a new order from the thread

      • TED will reprocess the email content based on the new connection.

      Access & Permissions

      • Only Admins can connect inboxes.

      • Admins can share TED boards with team members.

      • Shared users can review and approve suggestions.

      How-To (Quick Guide)

      Review Suggested Updates

      • Filter your TED board by Pending Updates

      • Open a thread to view full history and update suggestions

      • Approve or reject updates at the field level

      Reassign Threads

      • Open thread with incorrect order

      • Click Change beside connected order

      • Select New Order or find the correct existing record

      Manage Auto-Approve Settings

      • Admin → Connected Emails

      • Toggle auto-approve ON/OFF per inbox

      View Email Attachments

      • Go to the order or quote record

      • Use the Email tab to view threads

      • Attachments are found in the Documents tab (type: “Other”)

      FAQs

       

      What happens if TED creates duplicates?
      TED checks for existing matches before creating. You can also reassign or reject suggestions.

      Can TED handle multiple orders in one email?
      Yes — TED can create multiple distinct records from a single thread.

      Can I connect the same inbox more than once?
      Yes — this is useful for shared inboxes. Just select different folders per connection.

      Can I sync multiple folders?
      Yes — TED will sync all selected folders during setup.

      What email platforms are supported?
      Gmail and Outlook (via labels/folders). Others may work as long as folders can be selected.

      How often does TED sync?
      Every 10 minutes (after initial 30-day backfill at setup).

      How do I stop using TED?
      Delete the connected email in settings or delete the TED board.