A supplier writes "Sent 30 bags of 60 kg today" on WhatsApp, or e-mails a lab result. An agent reads it, checks your records and prepares the record it reports: a received lot, a certificate or a lot document. A person sends every reply and approves every record.
The templates
Three templates in Templates do it:
- Supplier WhatsApp messages: messages to your WhatsApp number.
- Supplier e-mail intake: e-mails to an agent's mailbox.
- Evidence answer intake: answers to your company's evidence requests.
Choose Use template, test the draft and put it on trial before use (Give a recurring job to an agent). Drafts and agents made from an older version are offered the new one.
A delivery becomes a received lot
For a delivery not recorded yet, the WhatsApp and e-mail templates:
- Read the message in a step without tools, with the conversation's last 5 messages of the past 7 days ("the 20 bags I said yesterday"). Nothing the sender writes can give the agent orders.
- Check your records: the product, the sender's own site and what the ledger already holds.
- Draft a reply, which a person sends from Review.
- Propose a received lot. "30 sacas de 60 kg" becomes 1 800 kg only with a weight the message or your company's rules state. A rule in the playbook, not the AI, decides that the details are complete.
- A person with approval rights approves it in Approvals, with an authenticator code.
The lot's supplier is always the party that sent the message, never a name written in it; the lot is recorded as received, not harvested.
A certificate or a lab result
It is filed as the certificate's document, and its fields are read when reading documents is set up. A person confirms them in Certificates; only then is the certificate proposed for approval, with the document's fingerprint. Any other file, such as a delivery note, is filed with the lot it names.
An answer to your evidence request
Evidence answer intake matches the e-mail to the open request your company sent that supplier for that received lot and files the attached document. In Review, a person sees what was asked, what is answered and what is still missing. The agent never answers or closes a request.
What goes to a person
A message that reads like instructions or cannot be read goes to a person in Review, with nothing proposed.
A sender not in your Directory
The channel's agent answers them, through you. It prepares in Review the party to create (with the place they say as its first site), a reply in their language asking for what your company needs, by default the plot's location, and what it will do once they are known. One Approve, with an authenticator code, creates the party, sends the reply as you and passes their messages to the agent. The agent never creates a party or sends anything by itself (Agent review).
What the approver sees
In Approvals, a request prepared from a message quotes it, for example under Message from Farm 1 by WhatsApp that started this, as received and without links. Compare the two before you approve.
File a file yourself
In Review, a file that passed its checks has File it with a lot or certificate. Choose What it is and, if you know it, the Lot (optional), then File it, and Open the document to confirm its fields (Agent channels).
When reading documents is not set up
A filed document may say Reading documents is not set up yet. Nobody read its fields, but it is stored with its fingerprint: enter them yourself in Certificates, or ask your admin to set reading up (Certificate documents).
See what came from messages
In Reports, under Operations, Records proposed from messages shows the last 30 days by kind and by what people decided. The Agents at work dashboard counts the files filed and the partners created from senders.