How can I link incoming emails to shipments?

Incoming email in Scope

Scope can be configured to receive incoming emails and link them to shipments. 
The activation and mail address can be requested from the Scope Service Team 
via F12 or https://service.riege.com/en/service_forms/scope-service-request. Each Scope branch will have its own incoming email address. The messages will appear on tab Email of the associated shipments. If Scope associates an incoming email to a shipment and attachments are part of the email message, the attachments will automatically appear on the documents tab of the shipment. 

How to fill the subject for automatic linking

Same subject as original message from Scope

If the email is a forward of an original message from a shipment, Scope can use the original subject to associate the message. For sea and air shipments, more options are available.

Sea shipment

Mails can be linked to a sea shipment based on the contents of its subject line, following one of the options below. 

• Subject starts with
  • Full shipment number (including any signs such as the hyphen-minus sign), e.g.  RTM-SI-123456
  • Container number, e.g. ITLU 1234560
  • Ocean B/L number 
  • MRN
  • Booking number (if the shipment has been created from a booking)
  • Quotation number (if the shipment has been linked to a quotation)
• Add the following to the end of the subject, preceded by a hyphen-minus sign
  • Shipment number
  • Container number
  • Ocean B/L number
  • MRN

• Special rule
  • If the email is a forward of an original message from Scope, Scope can use the original subject for associating the message

Air shipment

Mails can be linked to an air shipment based on the contents of its subject line, following one of the options below.

• Subject starts with
  • Shipment number
  • AWB number
  • HAWB number
  • MRN
  • Booking number(if the shipment has been created from a booking)
  • Quotation number (if the shipment has been linked to a quotation)

• Add the following to the end of the subject, preceded by a hyphen-minus sign
  
  • Shipment number
  • AWB number
  • HAWB number
  • MRN

Unreferenced emails

If Scope cannot associate the incoming email message to a shipment, the message will appear in the application Unreferenced emails and you will be able to associate the message manually to the right shipment. If you do not wish to associate an incoming message that appears in Unreferenced emails, you can delete it.

How does Scope decide which emails can be linked?

1. Scope searches for the whole subject as it is
2. If there is no match, Scope splits the subject on each space and searches for each part individually
   1. If the search results in multiple shipments or none at all, the mail won't be linked
   2. If there is exactly one result, Scope will link the mail

Examples

Scope can link the email to a shipment by searching for the individual subject parts

The email message has the following references in the subject "KL4P27R039 / KRE00073541". If you search for them in Scope individually, both searches have the same result of one Air Export Shipment. In this case Scope can link the mail correctly.

Scope cannot link an email, because there are multiple results

A subject that contains "KLPA27H017 KRE00014285"

A search for KLPA27H017 yields multiple results, therefor Scope cannot decide which is the correct shipment and therefor saves it as an unreferenced mail.

Scope cannot link an email, because there are multiple results

The subject is "KREGCK230807E FW: KREL] SHIPMENT CHECK // INBOUND // 12. June. 2025"

In this case the mail can't be linked, because of the date "12. June. 2025"

There are spaces between the day, month and year, therefor Scope searches for "12.", "June" and "2025" and it finds multiple shipments for "12." and "2025".

After splitting the subject into individual parts, only those are considered for searching that contain at least 2 consecutive numbers, that's why Scope will not search for "June", because it has no numbers.