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.
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.
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.