Adding a new conversation

Table of contents

Introduction

The main purpose of Conversations & Notifications is to allow you to communicate and collaborate on different items in the system and to receive notifications/warnings from the system.

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Conversations
Conversations are messages/comments that you can add to the following items in the system:

– Jobs
– Tasks
– General conversations (like company news etc.)

A new comment can be added either by clicking this button in the Conversations tab:

Or from the to-do list/task sidebar:

 

 

Or from the Conversation tab on a job:

 

Message: write the content of the message
Post to: this is the item on which the message will be related to. When you create a new conversation from a specific item (a job for example) then the item is fixed to this. If you are creating a message from the Conversations tab there is not a specific item to attach to.
To: select specific employees to notify about your message. The people you select here will be subscribed to the message tread unless they choose to unsubscribe manually. Add an @initials to mention a user. Mentioning a user will notify and add this user to the conversation.
Group: you can choose to post the message to a specific group. The system has already added some groups automatically: all employees, departments, teams etc.
Tags: if you want to tag your message with a specific tag, then simply type the tag name in the input field.
Link / add a file: you can add a link to a website or attach a file to your comment.

Once you add users to a conversation, the system will automatically notify them.

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Quick time entry: you can quickly add a time entry simply by adding the number of hours here:
The hours will be added to your time sheet on today’s date.

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Deleting or editing a comment: if no one has yet made a comment after you have submitted your comment, then it is possible to delete or edit a comment. You can only edit your own comments.

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Add new contact: you can add a new contact to the client, by selecting this option from the right click menu.

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Drag and drop files: you can just drop a file to the comment field, to add it to the conversation.

Any files added through a conversation will be shown in the Documents tab in a separate folder view “Conversation files”:

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Private comments: when you add a new comment, you have the option to reply privately. You only need to use this option if you have your customers working in the system through the Customer portal and you want only employees to see your comment. Private comments are only shown to employees. See this video for more information on collaboration through the Customer Portal.

If you would like to make sure that you don’t publish anything by mistake, you can set your preferences for this in my settings:

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Notifications
Notifications are warnings/messages coming from the system. For instance, all approvals that you are required to do, will be delivered as a notification to the Conversations & Notifications tab. Here’s a list of notification types that can be added:

  • Time entry approval with Day view / Week summary
    this approval notification will show you the time entries send to your approval.
  • Personal expense approval
    this approval notification will show you the expense entries send to your approval.
  • Monthly WIP adjustments
    this approval notification will show you the WIP adjustments send to your approval.
  • Active jobs with outdated end date
    this approval notification will show you a list of jobs with an due end date. You can change to end date directly in the list.
  • Material entries for approval
    this approval notification will show you the material entries send to your approval.
  • Missing sales tax rates
    this approval notification will show you a list of sales tax without any rates applied.
  • Pipeline activities for follow-up
    this approval notification will simply prompt you if there are any pipeline activities due.
  • Purchase orders for approval
    this approval notification will show you a list of purchase orders awaiting your approval or rejection.
  • Vouchers awaiting your approval
    this approval notification will show you the vouchers currently awaiting your approval and possibly the mapping to an finance account or job.
  • Price quotes for approval
    this approval notification will show you a list of price quotes awaiting your approval.
  • Invoices approved and ready to be closed
    this approval notification will show you a list of invoices that has been approved, but not yet finalized.
  • Invoices awaiting your approval
    this approval notification will show you a list of invoices awaiting your approval.
  • General ledger approval
    this will show you a list of ledgers send to you for approval. Also it will show the ledger records in the bottom of the screen.
  • Subsistence allowance approval
    this approval notification will show you the subsistence allowance entries send to your approval.
  • Mileage entries awaiting approval
    this approval notification will show you the mileage entries send to your approval.
  • Rejected entries
    this notification will show you a list of rejected entries.
  • Finance accounts approval
    this approval notification will show you a list of new finance accounts added to the Chart of Accounts and awaits your approval before they can be used.
  • Portal user has created a new job
  • Notify project manager if another user changes the job status code
  • Task responsible notification when task is marked as done
  • New job created with you as the project manager
  • Absence entry for approval
  • Job with missing dimension settings
  • Iris voucher import
  • Task completion approval
  • Billable jobs ready for invoicing
  • Billable jobs with open price quotes
  • Purchase orders ready for settlement
  • Job tickets: if the amount of hours entered exceeds the hours purchased
  • Task ETC request
  • Tasks with not fully booked capacity needs
    if you by mistake have allocated a task with too many hours to a user that does not have sufficient capacity, this notification will be raised.
  • Subscription agreements ready for billing
    if you have the Subscription management module enabled, and the system has recognized subscriptions that are ready to be invoiced, then this notification is raised.
  • Debtor invoices with due payment
    If an invoice is due payment, this notification is raised.
  • Monthly finance check list
    if the monthly finance check list hasn’t been completed, this notification is raised.
  • Material entries under preparation

This notification will show a list of material entries under preparation. Is highly useful if you have forgotten to submit them for approval.

  • Mileage entries under preparation

This notification will show a list of mileage entries under preparation. Is highly useful if you have forgotten to submit them for approval.

  • Subsistence allowance entries under preparation

This notification will show a list of subsistence allowance entries under preparation. Is highly useful if you have forgotten to submit them for approval.

  • Expense entries under preparation

This notification will show a list of expense entries under preparation. Is highly useful if you have forgotten to submit them for approval.

  • Project postings

This notification will show you the project posting that awaits posting.

  • Imported emails ready for processing

This notification will show you a list of imported emails that are ready to be saved or converted to a task.

  • Yesterday’s time entries on jobs where you are responsible

This notification will show you a list of time entries submitted within the last 24 hours on jobs that you are the project manager on.

  • Time entry check list for the last 30 days

This notification will show a list of employees and the time entries submitted from the last 30 days. It is useful when checking if everybody is up to date on submitting their time sheets.

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Getting notified when all approvers has approved
On price quotes, invoices, purchase orders and general ledger journals you will be notified automatically when the item has been approved.

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Alerts
The system will notify you when new messages or notifications arrive. As default a counter will be shown on the tab icon and also a notification is raised in the lower right corner when you log in and again every 30 minutes.


You can personalise the notification settings by opening “My settings”.

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Notification setup
All notifications are maintained from Settings / Advanced tools / Conversation & Notification setup. From here you can enable new ones on your system or control how often they should run (or force them to run now by clicking on the context menu).

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Technical information
In order for the system to know what notifications you want to apply, you need to add agents accordingly and also make sure that the agent system is running on the server.

 

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