traizr User Guide

Click images to enlarge . . .

Mailroom Application

Setting up your Mailroom Device

If this is the first time you have used your mailroom device, you will need to complete a short, easy setup process. You will be required to either add your server address manually or if you have access to the Admin Console, you can go to the dropdown menu ‘Setup Mailroom Device’ and scan the QR.

To do this, you will need click the Auto Config link.

Logging In

Once your mailroom device is linked to the admin system, you can log in using your unique pincode. Your device will log itself out if left inactive, the delay before logout can be set in the admin system > device settings.

Main Landing Screen

Lookup – This is to look up and set an item for delivery or collection

Search Recipient – To deliver mail or mark an item as delivered/collected

Scan QR Code – This can be used to scan a recipient QR code to ensure that a mail item is delivered to the correct recipient identity.

Setup – In here you will find device specific setup.

  • printer – to choose a printer for label printing
  • clear server settings – to move device to another admin instance
  • delete cached items – deletes cached items on device -please only use if instructed by a traizr support representative.
  • logout – to log out of the device

Main Landing Screen

Lookup – This is to look up and set an item for delivery or collection

Search Recipient – To deliver mail or mark an item as delivered/collected

Scan QR Code – This can be used to scan a recipient QR code to ensure that a mail item is delivered to the correct recipient identity.

Setup – In here you will find device specific setup.

  • printer – to choose a printer for label printing
  • clear server settings – to move device to another admin instance
  • delete cached items – deletes cached items on device -please only use if instructed by a traizr support representative.
  • logout – to log out of the device

Printer Setup

Before you set a printer to the device, you will need to set the supplied printer up wirelessly on your network. Once you have done this, if you click refresh in the mailroom device printer settings, you will see and be able to click to choose your printer.

Adding Mail to the System

To add an item of mail to the system you can either . . .

Scan the label on the mail using the OCR feature. If this method is used, you will then see the recipient name/address on the following screen. if the recipient is correct, you can set the item for delivery or collection.
(please note that for OCR, it has to be enabled in the admin console under Mailroom Device Setup)

Start to type the recipient name. If this feature is used, the recipients name will be matched with possibilities on the server after you type 3 characters. Once a match has been found, you can click on the recipient and set the mail for delivery or collection.

Securely Delivering or Collecting Items

If you are delivering or a recipient is collecting an item, you have 3 ways to complete the transfer.

If you scan the QR code from the email or recipient app on their mobile device, you will presented with the recipient security screen. from here you can either . . .

Take a photo of the recipient, their pass or perhaps the item on their desk.

Add notes about the delivery – perhaps, “James was out so left it with George”

Signature – The recipient user can sign on the screen of the mailroom device.

Admin System

To log in please use the first time information provided.

The Main Screen

On the main screen you can view a live stream of your mail. This will show all mail or can be filtered to show incoming or outgoing or mail for a specific recipient.

Once a mail has been delivered/collected, this screen will also show the proof of delivery method for audit purposes.

All results from this screen can be exported to a PDF for easy printing or offline audit.

Manually Adding users

To add a user manually, simply fill in the correct form fields in the Add user dropdown menu.

Uploading Users

User lists can be uploaded using several file types. Clicking on the file type on the right will download a template file for you to fill out.

Once the file containing the users is uploaded, you can follow the easy wizard screen to add the users to your system.

Viewing Users

You can view a full list of your users under the user menu. This list can be searched using the Filter Results’ button.

Email Configuration

Email configuration takes care of how your recipient email is formatted and what it contains.

SMTP Host/User/Password/Port should not be changed unless you are asked to do so by a traizr support representative.

The BCC Address can be added as a recipient of all outgoing email.

Email footer message can be set to whatever string of text is required.

Embed QR Code will place the recipient QR in the message rather than as an attachment to the message.

Item Types

These can be changed to suite your business requirements, you can add as many types as necessary.

Couriers

If recording your courier is a requirement of your business then you are able to add them here. You can also add new couriers in the mailroom application and they will appear here if they are not already on the list.

Areas (Post Rooms)

If your site has more than one post room, you can add them as areas here. This will enable you to add users to different areas and control which administrators/post room operatives can see which area.

Mailroom Application Settings

All of the settings of your mailroom application / device can be set in this area. You can also turn OCR on/off and enable and disable the label printing facility.

Admin Users

In this area, you can create admin/mailroom users and give them the necessary permissions based on the role. Only top level admins can set permissions for lower level admins.

This area will also allow you to set which area (post room) a member has access to.

The admin Pin Code is the code you will need to log in and alos use the mailroom device.

Reporting and Analytics

We have recently added a lot more functionality to the reporting. Now you can view mail in and out by the hour, day, week, month and year and filter by items delivered/received.