The Mail2Wave offers you an advanced feature of managing all the documents related to your shipment, in one place, in the Shipment Folder, such as invoice, packing list, booking confirmation and others. Those documents can be received from any of your partners, such as carriers, even if they are not onboarded on the WaveBL platform.  

It lets you receive documents from carriers directly to the WaveBL platform, and store them in the relevant Shipment folder, for managing all shipment-related documents in one place. This is useful also in cases where there is no eBL, just a Shipment folder, for example when there is only a seaway bill for the shipment. 

The documents can be sent to the WaveBL platform using a WaveBL email address, directly to a Business Unit (BU) onboarded on the WaveBL platform, by attaching them to the email message. The attached documents will automatically be stored in the Incoming Documents folder, and then can be attached to any existing shipment.

Sending Documents to WaveBL Platform Using Mail2Wave

You can request from your carrier to send you documents to your WaveBL account or send to yourself, for efficient management of your shipment documents. 

The documents are sent as attachments, in PDF format, to the WaveBL email address of the BU, by using the BU-ID as the mail address, in the format [BU-ID]@docs.wavebl.com (for example: 06SE-218D@docs.wavebl.com, for a BU whose BU-ID is 06SE-218D).

Use the WaveBL BU-ID to send documents by email.

• To send documents to yourself using Mail2Wave, use your BU-ID, displayed in the top of the left sidebar, under your Business Unit name. It can be copied by clicking on the copy icon.

Notes: 

• The Mail2Wave should not be used to send documents to carriers.
• If one or more attachments fail to process, the sender will receive an error notification by email
• The BU Admin will receive an email notification when a document from Mail2Wave is received.

Managing Documents received by Mail2Wave

When sending documents using the eBL email address, the PDF document attachments will appear in the Incoming Documents folder, under Shipments in the left sidebar menu. Once shown in the Incoming Documents folder, you can attach them to a shipment folder by adding a document to the relevant shipment, indicating the file type (Packing List, Commercial Invoice, SWB and others)

Note: When sending an email with multiple attachments, each PDF document will appear as a separate document in the Incoming Documents folder.

To attach a PDF documents to a Shipment Folder:

Option A - Attach a PDF file to a shipment folder, from the Incoming folder

1. Select Shipments -> Incoming Documents. The list of the incoming document, received in the emails, will be displayed. Click the Add to Folder button on the right of the selected document:

2. The following window will open. Define where to store the attachment: 

Add the relevant information:

• Select folder - Select a Shipment folder for adding the PDF file.
• document type - Select the type from the options listed in the pulldown menu.

Option B - Attach a PDF file to a shipment folder, from the Shipment folder

1. Select Shipments -> Shipment Folders. The list of the Shipment Folders will appear. Select the Shipment folder by clicking the relevant line, and view its details.
    
2. Click the Add Document button, and select the source of the PDF document to include:
   • Add from Computer - Select the file in your computer folder to upload
   • Add from Incoming Document - Select from PDF files received by email, as shown in the following figure: