InBox for eFile

Owned by Hauke Gulich
Last updated: Apr 02, 2024 by Sabrina Stelter
7 min read

Contents

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Start InBox

Start the InBox through your available interface. The interface is adjusted according to the installation of the InBox server and distributed (by CargoSoft).

Depending on the internet or network connection, the start may take some time. The loading process is likely to take longer when first starting the application.

InBox Login

A login mask will appear after the start.

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Enter your username. The username matches your login in the TMS.

Then enter your password. It also matches your password from the TMS.

Afterwards, you can select the client for your login. The client choice cannot be done before entering the username and password.

If you would prefer a preallocation of a default client, set the checkmark next to Default client. The currently selected client is pre-assigned for the next login.

The InBox mask will now open:

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Drag and drop of documents from different applications:

Configuration

The menu item Configuration provides the following sub items:

Connection Test

You have the option to perform a connection test.

Here you can test the connection to the different services in the case of malfunctions in the process.

Client Change

You also have the option to change the client. A click on this menu item will open the Login mask.

Reload authorizations

Provided that you have made modifications in the authorizations for your login, you can reload the authorizations.

A corresponding information will appear. Restart the InBox with the OK button.

Add files

Add files via drag and drop

In order to transfer one or more files to the InBox, select the corresponding files and move them to the InBox.

A new mask will open for the assignment of the files.

Add files via file menu

You also have the option to add files through the File menu.

Select menu File → Open file.

A dialogue will open to add files. Select one or more files and click Open.

A new mask will open for the assignment of the files.

Add e-mails

You can also select e-mails in Outlook or Lotus Notes and move them to the InBox.

The CTRL key must be pressed for the drag and drop in Outlook.

The drag and drop feature in Lotus Notes is only available as of Version 8.5.2 upwards.
Previous versions only create a link of the e-mail instead of the content of the e-mail.

Moving the email into the InBox:

A dialogue for the file assignment will open afterwards.

Assign files

After you have added the files to the InBox, a mask for the file assignment will open.

 

First choose whether files are to be attached to a file number or an address. 

Send file to the efile of a file number

Field

Function

Field

Function

Append to

Select the entry Filenumber from the dropdown menu (initialized with default values).

Filenumber

A field for entering the file number is located below. Enter the desired file number.

Checkbox List

Possibility to attach one ore more files to a file number.
The checkbox list is displayed in front of the file number.

Description

You can now add a description for the files listed below. The description will be added to all files.

Category

You can also record the category of the added documents. The category will be added to all files.

Visible within SCM

You can choose whether the file is to be visible in the SCM with the flag Visible within SCM.

Transfer between CargoSoft and CargoSoft

With the flag Transfer between CargoSoft and CargoSoft, you can control whether order files sent via EDI transfer should also transfer the documents in the eFile.

 

Afterwards, a list of all documents that you add to the file will appear.

You can also add more files at this point. For this, pull these files into the file list.

Adding files via File → Add file is also possible.

In this area, you are able to adjust the description and category for each individual file.

If you have made individual modifications and then change the description and/or the category in the upper section, it will be overwritten into the lower part. Your individual modifications will be lost.

It is possible to attach one ore more files to several file numbers. To do so, use the checkbox list.
Below the filed file number a box opens. Enter the file number as usual. After the file number is checked, click Add.
The file number is added to the list. Additional file number can be added the same way.

Click save to send the files to the eFile.  

A dialogue will show the progress of the process.

Send files to the efile of an address

Field

Function

Field

Function

Append to

Select the entry Address from the dropdown menu.

Address

A field for the entry of the address can be found below.
Select the address type from the dropdown menu and enter the desired address number.
→ The name of the company will be displayed.

If you have entered a non-valid address number, the Save button will not be released.  

The further procedure corresponds to the procedure Send file to the efile of a file number.

Add more files

You can also add more files at this point.

  • Pull these files into the file list.

  • Adding files via File → Add file is also possible.

In this area, you are able to adjust the description and category for each individual file.

If you have made individual modifications and then change the description and/or the category in the upper section, it will be overwritten into the lower part. Your individual modifications will be lost.

Click save to send the files to the eFile. 

A dialogue will show the progress of the process.     

Send files to the efiles of confidential addresses

If the selected address is a confidential address, the button subsection/sub department will appear additionally.

Click Choose to open a mask for the assignment of the subsection/sub departments.

Activate the corresponding checkboxes and confirm with OK.

The file list provides the option to record the subsection/sub department for each file individually.

For this, click on the button Choose in the column subsection/sub department.

→ The same mask will open for the selection of the subsection/sub department.

→ For the configuration and the functions of confidential addresses pls see  Confidential addresses in Addresses.

Automatic file number analysis

The menu item Configuration provides the option to activate the Automatic filenumber analysis.

Choose this item once. If activated, a checkmark will appear next to this menu item.

If a file is added to the InBox, the file name will now be analysed and it is checked whether it contains a file number. It is checked against the existing file number definitions.

If a corresponding file number is found, it is made available for selection in the dropdown menu.

 

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