Emails
GoRate sends seven emails. Who receives each one is set per template - see Who gets which email.
| Sent when | Default recipients | Attachments | |
|---|---|---|---|
| Approval pending | Validation passed and the template has approvers | Approvers (To), uploader and list (Cc) | Skipped records - workbook and text file, if any |
| Auto-approved | Validation passed and the template has no approvers | Uploader, list | Skipped records - workbook and text file, if any |
| Validation failed | Validation rejected the file | Uploader, list | Validation report workbook |
| Rejected | An approver rejected the file | Approvers, uploader, list | None - the comment is in the email |
| Cancelled | The upload was withdrawn | Approvers, list | None - the reason is in the email |
| Completed | Loading finished with at least one record in OTM | Approvers, uploader, list | Outcome - workbook and text file, when anything did not load |
| Failed | The upload failed | Uploader, list | None - the error is in the email |
List is the template's extra notification addresses. Whoever needs to act is on the To line; everyone else is copied.
Who gets which email
Each template has a grid - Template Manager - Access - Notification Emails - with a row per email and a column each for Approvers, Uploader and This list. The defaults above apply until someone changes a box.
- Approvers always receive Approval pending - otherwise nobody is asked to approve.
- Auto-approved never goes to approvers - it is only sent when there are none.
See Template Manager.
The skipped-records attachments
When validation set records aside, the approval (or auto-approved) email carries two files:
| File | What it is for |
|---|---|
| skipped records.xlsx | One row per skipped record, to filter and sort |
| skipped records.txt | The same records grouped by reason, with a count per reason - the quickest way to see why |
Both are named after your file. Those records will not reach OTM, and approving the file does not change that. Read them before approving - see Approvals.
Reading the completion email
It carries two tables, and they answer different questions.
Where every record ended up
This one is about your file:
| Line | Meaning |
|---|---|
| Records in your file | What you uploaded |
| Loaded into OTM | Reached OTM successfully |
| Skipped at validation | Set aside by validation - never sent. See Validation |
| Rejected by OTM | Sent, but not loaded - refused by OTM, or in a batch that was not accepted |
These four should account for every record: in your file = loaded + skipped + rejected.
Rows written to OTM
This one is about OTM tables, and the numbers are deliberately larger:
One record writes several rows across several OTM tables. A single rate creates its rate geo, its cost group, its costs, its weight breaks and its lane. This table shows what OTM received; it is not meant to match the record counts above.
Rate expiries from an Expire & process run have their own row, RATE_GEO (expiry), separate from the new rates.
The outcome attachments
If anything did not load - or a lane was given a default transit time - the email carries an outcome.xlsx and an outcome.txt, named after your file, listing each record with what happened to it and why. A batch that was not accepted is named there with its reason, as it is in the Status Tracker.