Forms in the TotalMail system

This section describes common default TotalMail® forms.

The forms that you need depend on your company’s needs and setup. Trimble customizes forms to meet your company’s unique needs.

  • Your company may not have some forms described here.

  • You may have additional forms that are not described here.

Trimble explains all forms to your company after they install and configure your TotalMail system and customize your forms.

The two types of forms

You will use two general types of TotalMail forms: forward forms and return forms.

Forward forms

Forward forms go from the dispatcher to the driver. The forms contain almost everything the driver needs to complete a trip successfully. They are usually easy to fill out. First, enter a few important pieces of data, like the ID for the driver or tractor. Then, the system completes most of the information for you by getting data from the databases.

Examples of common things you can do with forward forms:

  • Send preliminary information about an assignment.

  • Assign a load or a deadhead move.

  • Send information about the customer, route, consignee company, and so on.

  • Cancel an assigned load.

Return forms

Return forms come to the dispatcher from the driver or the device in the tractor. Like the forward forms, return forms are not hard to fill out. After entering important data, the system completes most or all of the rest of the form by getting data from the databases. Sometimes, the driver may need to complete additional information if a form needs to convey a lot of information that the system doesn’t already have.

Examples of return forms you may receive:

  • Decline, accept, or begin a load assignment (trip).

  • Request information about a customer, streets, or route.

  • Arrive or depart from the first shipper or an extra stop.

  • Begin or end a deadhead move.

  • Arrive and empty at the final consignee.

  • Report a truck breakdown, accident, or other trouble.