Outlook integration: quote requests to draft loads

Prairie Foods emails Ashgrove Logistics from the address on file: "Need a 53' dry van, Mississauga ON to Joliet IL, pickup Tuesday 06:00." Nobody retypes that into a quote form. The Inbox agent reads it from the connected mailbox, opens the request, and hands it to the Quoting agent, which prices Q-20931 in US dollars: $4,980.00, a 14.2% margin, and notes what it passed on: the spot market average of $5,150.00, because 11 loads in 90 days on this lane give a firmer price than the day's number. Prairie Foods' quoting limit is $4,500.00, so a draft above it waits for a person instead of going out on its own. A rep sees the price and the reasons together and approves it, edits it, or asks for something different.

Rate confirmations move the same way. When one lands in the mailbox, matched to the load it references, it's read into that load's record instead of becoming a PDF someone has to open, re-key and file by hand.

What Roadmark reads, and what it doesn't

Connecting Outlook or Exchange Online gives Roadmark read access to one mailbox, through Microsoft Graph's mail API. An admin adds Roadmark to the tenant from Microsoft Entra ID, and Roadmark reads with the Mail.Read permission. Consented in Entra as an application permission, Mail.Read is built to read mail in every mailbox in the tenant without a signed-in user. Most teams don't want that: they want Roadmark reading the one shared inbox quote requests and rate confirmations arrive at, and nothing else. Exchange Online's RBAC for Applications, which replaces the older application access policies, does that: an Exchange admin assigns Roadmark the Application Mail.Read role with a resource scope, a management scope or an administrative unit, that covers only the connected inbox. Grants from Entra and from Exchange add up rather than narrow each other, so the scoped role only holds if Mail.Read isn't also consented tenant-wide in Entra. A rep who wants Roadmark reading their own mail instead of a shared inbox can connect it as delegated access to just their mailbox, no tenant-wide grant involved.

Reading is where it stops. Roadmark doesn't send, delete or reorganize anything in the connected mailbox, and it doesn't touch calendars or contacts. A reply still goes out from a person's own Outlook, the way it does today.

What becomes a draft, and what doesn't

Two kinds of email turn into work: a quote request, which becomes a priced draft the way Q-20931 did, and a rate confirmation, which attaches itself to the load it belongs to. Everything else, a question about an old invoice, a sender Roadmark hasn't seen before, a reply in a thread that's already closed, goes to a person rather than being guessed at. That's also why the Inbox agent's numbers on the AI agents page show messages routed, not messages acted on alone: 1,140 read, with anything it couldn't place left for someone on the team.

Turning it off, and what's recorded

The connection works the same as any other integration on Security: every draft it produces is recorded, who or what made it and when, and the connection itself can be turned off for a person, a team or the whole company at any time, from Roadmark rather than from Microsoft Entra. Nothing about the mailbox connection changes how sign-in works either; your team still signs in with the identity provider you already run.

See Quoting for how a price is built once the request is read, and Billing for what happens to a rate confirmation once it's attached to a load.