Swifty AI Assistant is Shipwell’s cross-platform intelligent automation assistant that helps our customers (and potentially their customers and partners) quickly answer and complete requests 24/7/365. By streamlining processes that previously demanded considerable time and attention, Swifty effectively minimizes distractions and enhances overall productivity for all parties involved.
Swifty use cases supported:
Create New Orders: Swifty will create new orders (not shipments) if the following required information is provided and can be deciphered either in the email and or attachments: a) order number; b) pickup address; c) delivery address; and d) one or more products. This information can be deciphered from unstructured text information that you provide in the email and/or in the attachments. This currently works for v2 / legacy order clients at this time.
Get an Order / Shipment Status Update: Swifty will provide a status update if you provide information like a Shipment ID, Order Number, or any other identifiable reference data. Swifty response recipients will also receive an external tracking link that is updated that they can click for future updates of status. Getting a status update can be done via an email request to Swifty. Alternatively, you can ask for us to generate a Microsoft Teams or Slack channel. In the future we look to have Swifty deployed to the Microsoft and Slack stores to allow for uploading Swifty into your messaging environments directly.
Add Emailed Documents to a Shipment: Swifty will add carrier documents in an email onto a shipment. Ideally including a Shipment ID within the email or at least on one or more of the documents will better ensure that the documents are added to the proper shipment. Swifty also leverages information like BOL #, PRO #, Pickup #, and PO # to help identify appropriate shipment. Documents from different shipments should NOT be in the same email.
Non-Managed Freight Appointments: Swifty allows suppliers or carriers to book appointments for non-managed freight. The goal here is to let Swifty book these appointments with no need to have a person in the loop. This allows your team to save time by not having to be on the lookout for emails or pickup phone calls while still managing to ensure your dock staff has the insights they need. Plus Swifty can do this work for you 24/7/365.
Order / Shipment Status Update
One of the most common Swifty use cases is for helping people easily access a tracking update without logging into Shipwell. In order to do this, you can simply send a message like “where is [shipment ID or Order #]?”.
Swifty will review core order and shipment information within Shipwell based on the account that forwarded the email to Swifty. Swifty will respond back with an email basic status information included most recent ETA along with a ‘Track Order’ link.
Selecting ‘Track Order’ will send the user to the external tracking link website. This tracking link is accessible even for people without Shipwell user accounts. The benefit with this scenario is that there may be users within your organization, or potentially outside your organization, where you leverage Swifty to answer those repeated where is my order or where is my shipment questions.
Upload Emailed Document to Shipwell Shipments
Another common Swifty use case is helping customers save time by not having to review emailed documents from carriers and upload those to shipments within Shipwell. Swifty leverages AI in reviewing and classifying these documents and placing them on shipments with the identifying information provided. A key aspect is that only one shipment’s set of documents can be uploaded per email sent to Swifty.
In order to do this, you can simply forward the email received by the carrier to Swifty as long as the forwarding account is a Shipwell user account with ‘Shipments - View’ and ‘Shipments - Edit’ user permissions.
Customers will often have a forwarding email setup like freightinvoice@ABCDcompanies.com where they will have their carrier documentation sent. Then, they will have this email forwarded to Swifty. This forwarding email account must be setup as a user within Shipwell with at least Shipments - View and Update access.
Swifty will respond with a confirmation email that the documents have been uploaded along with the shipment link to where the documents have been uploaded.
How Swifty Uploads Documents Within Shipwell? Assuming Swifty identifies a shipment to upload the documents into based on the request, then the entire set of documents will be uploaded as a ‘Rendition / Invoice Packet’. Assuming a customer has the In-App Uploaded Rendition / Invoice Packet decoding activated (contact your Customer Service Manager to have this activated), then his will trigger our uploaded ‘Rendition / Invoice Packet’ review process wherein each document page is reviewed individually and classified as the type of document it is (e.g. Invoice, BOL, POD, etc.). When a page is not identified with a high enough confidence then we will classify the document as ‘Other’.
Once all the documents have been classified and if there are no ‘Invoice' documents classified, then these documents are also uploaded individually onto the shipment’s documents by the type of document they are. However, if an 'Invoice' has been identified within the shipment documents, then it will be run through our settlement uploaded invoice decoding powered by AI if this feature has been activated for a customer. This settlement invoice decoding process will pull key invoice information from the document and then compare it against the settlement configuration criteria to identify settlement exceptions or pass the invoice through the First Pass Match process. Further, it will upload the rest of the documents that were part of the Swifty email into the ‘Settlement Documents’ within the shipment.
Carrier Document Sending Onboarding: Once a forwarding email has been setup for carriers to send their documents, then it is important to communicate with carriers the expectations of how to send documents so they get properly processed. Here is a draft email that we have created to assist in this manner. It may need to be updated based on your specific requirements:
Dear [Carrier's Name],
We are implementing a new process to streamline the submission of shipment-related documentation. Starting immediately, please forward all shipment-related documents to our designated email: freightdocs@shipper.com.
To ensure the most efficient processing, we kindly ask that you include one or more of the following details in the subject line and body of your email:
Shipment ID: DF3F94
Bill of Lading (BOL): SW934839
PRO Number: 9234939382
Including this information will help us ensure timely handling of your documents and avoid any processing delays.
Thank you for your cooperation, and please don't hesitate to reach out if you have any questions.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Book Non-Managed Freight Appointments
Shipwell Dock Scheduling customers can leverage Swifty to allow your non-managed freight carriers simply book, change, and cancel appointments by simply sending Swifty an email. These carriers can make the following requests:
Create an Appointment and Date/Time is Available
Create an Appointment but Date/Time is NOT Available
Cancel an Appointment
Reschedule My Appointment and Date/Time is Available
Reschedule My Appointment but Date/Time is NOT Available
List Appointments
See some common questions along with some example requests for each of these actions below with screenshots.
Do I need to have an order or shipment within Shipwell to leverage this functionality?
No, there is no need to have a shipment or order within Shipwell to leverage non-managed freight appointment booking. Similar to being able to create an ad hoc appointment when selecting ‘+ New Appointment’ on the Calendar view of Dock Scheduling, Swifty creates this ad hoc appointment. However, if a matching shipment is identified based on the request Swifty will link the appointment request to the shipment.
Can I link appointments to non-managed orders or shipments that I have created within Shipwell?
Yes, the first thing Swifty does is look if the shipment information (e.g. Shipment ID, BOL #, etc.) references a data field on a shipment within Shipwell and if that shipment has a delivery stop with the facility forwarding email. If it does NOT find this then it will create an appointment based on general facility availability.
How long are appointments set? Can I customize the length of the appointment?
Currently the appointments are all created for 1 hour. We are not currently able to configure appointment durations but hope to do so in the future.
How do I set this up?
There are four steps that need to occur prior to leveraging Swifty for non-managed freight appointment booking:
For each dock scheduling facility that you want to support Swifty to accept non-managed dock scheduling appointments we need our customers to establish an email that can be forwarded to Swifty.
Example: If you have a distribution center in Nashville and you might have an email like nashville-dc-appointments@companyname.com. Then, if you had a second distribution center in Harrison then you might have an email like harrison-dc-appointments@companyname.com.
Important: these emails would only be used for the purpose of establishing dock scheduling appointments via Swifty.
Once emails are created you will go into Shipwell and set each forwarding email as a Dock Scheduling contact for the respective facility that Swifty handles. Swifty’s email is swifty@shipwell.com.
Provide each of these emails to your Customer Success Manager and identify that you want these established as Swifty Non-Managed Freight Appointment use cases. Further, provide a different email (individual email or distribution email) where you would like to receive errors related to Swifty. This email must be different from the email addresses forwarding to Swifty so that there doesn’t become an ongoing loop.
Once step (3) has been completed then it is simply a communication process to your suppliers or others needing to book non-managed freight dock scheduling appointments on the forwarding emails. We have an article linked here that discusses the process of having suppliers or their carriers creating dock scheduling appointments.
Example Actions:
Create an Appointment and Date/Time is Available
Request examples:
I need an appointment at 10:00 am next Tuesday.
Book an appointment for PO # 93439BA on 4/15/25 between 8 and 11am
Action performed:
It identifies that the user is seeking to book an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It evaluates if that facility has a dock open for booking an appointment at the date and time identified and in this use case identifies an opening then and books the appointment
It sends a booking confirmation email back to the user (see example below)
Response Email:
Create an Appointment but Date/Time is NOT Available
Request example:
I need an appointment at 10:00 am next Tuesday.
Book an appointment for PO # 93439BA on 4/15/25 between 8 and 11am
Action performed:
It identifies that the user is seeking to book an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It evaluates if that facility has a dock open for booking an appointment at the date and time identified and in this use case identifies that it does NOT have an open time
It finds the next available time on the same day first and then starts looking at the next day and so on based on Dock Scheduling calendar for the facility and the facility open days and books the appointment for the first available day and time after the day and time indicated.
It sends an alternative day/time booking confirmation email back to the user (see example below)
Response Email:
Cancel an Appointment
Request example:
I need to cancel my appointment next Tuesday at 10:00 am
Cancel my appointment for PO # 93439BA on 4/15/25
Action performed:
It identifies that the user is seeking to cancel an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It identifies the sending email of the original requesting party (e.g. supplier or supplier’s carrier) and searches for an appointment that matches their email along with matches either the reference data in the appointment or the specific day/time of the appointment based on the cancellation request
Response Email:
Reschedule My Appointment and Date/Time is Available
Request example:
I need to reschedule my appointment at 10:00 am next Tuesday to 1:00 pm on next Wednesday.
Reschedule appointment for PO # 93439BA to sometime between 4/16/25 between 9 and 11am
Action performed:
It identifies that the user is seeking to reschedule an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It identifies the sending email of the original requesting party (e.g. supplier or supplier’s carrier) and searches for an appointment that matches their email along with matches either the reference data in the appointment or the specific day/time of the appointment based on the reschedule request
It follows the same search logic as originally booking the appointment wherein it identifies the new date/time requested is available for an appointment
Response Email:
Reschedule My Appointment but Date/Time is NOT Available
Request example:
I need to reschedule my appointment at 10:00 am next Tuesday to 1:00 pm on next Wednesday.
Reschedule appointment for PO # 93439BA to sometime between 4/16/25 between 9 and 11am
Action performed:
It identifies that the user is seeking to reschedule an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It identifies the sending email of the original requesting party (e.g. supplier or supplier’s carrier) and searches for an appointment that matches their email along with matches either the reference data in the appointment or the specific day/time of the appointment based on the reschedule request
It follows the same search logic as originally booking the appointment wherein after first identifying that there is not an appointment opening at the requested date/time it gets the next available date/time.
Response Email:
List Appointments
Request example:
What are my open appointments
Provide a list of my appointments
Action performed:
It identifies that the user is seeking to reschedule an appointment and verifies that the last email that sent to Swifty is verified as an email with Dock Scheduling access to one facility
It identifies the sending email of the original requesting party (e.g. supplier or supplier’s carrier) and searches for all appointments linked to their email that are open appointments (any appointment that is from the date the appointment list request is made and after)
Response Email:
What error messaging occurs for Swifty and who receives it? There are three types of Swifty error communications that can occur:
Order Information not found: Error message that the order / shipment information seeking status on cannot be found. Generally, this means that the information provided is incorrect or is information that is not part of the order / shipment within Shipwell.
Inadequate order creation information: Error message that there was one or missing pieces of information that are necessary in creating an order within Shipwell. In these cases, the order was not created.
Shipment not found: Error message that a shipment was not able to be identified to upload the documents within Shipwell. In this case the documents were not uploaded to a shipment.
General failed response: Error message that there is something other than the information provided that is causing a failure. There is nothing that can be done for the user to correct and suggest that the user try the request again in 30 minutes. Note we follow up on all of these requests as we look to identify and communicate back why these errors occurred.
Note only the sending party will receive back error messages from Swifty.
Swifty AI is a way for you and your team to get more value from Shipwell by saving you and your team time. Shipwell will continue to add additional use cases to enhance Swifty. If interested in learning more and leveraging Swifty, reach out to your Customer Service Manager.
Disclaimer Notes:
Whether this access is available depends on if this functionality has been activated for a client. If you do not see a user permission that is listed above, contact your Customer Service Representative expressing interest in access to the area not being managed.
Swifty AI leverages generative AI and machine learning technologies. This means while Swifty does a great job deciphering requests and executing on these requests, it is not perfect and potential mistakes and errors happen.