Messages

The Messages feature provides a comprehensive messaging system that supports personal and organization-wide communication. You can send messages to individual users or entire organizations, participate in threaded conversations, attach files, and manage your inbox with advanced filtering and organization tools.

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1. Navigating Your Messages

The Messages page is organized into several key sections:

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Message Categories

• Inbox – All messages you have received
• Sent – Messages you have sent to others
• Archived – Messages you have archived for later reference
• Flagged – Important messages you have marked with a flag
• Announcements – Organization-wide announcements and notifications
• Requiring Sign-Off – Messages that require your acknowledgment or signature

Each category displays an unread count badge showing how many new messages you have in that section.

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2. Sending a New Message

To send a new message:

1. Click New Message or navigate to the compose message page.
2. Select the Message Type:
   • User Message – Standard personal message between users
   • Announcement – Organization-wide announcement (requires organization scope)
3. Choose the Message Scope:
   • Personal – Message sent to specific individual recipients
   • Organization – Message sent to all members of an organization or specific roles
4. Fill in the message details:
   • Subject – Enter a clear subject line for your message
   • Content – Write your message using the rich text editor (supports Markdown formatting)
   • Recipients – Select individual users or roles to receive the message
   • Priority – Set message priority (Low, Medium, High, or Urgent)
5. (Optional) Add attachments:
   • Click Attach Files to upload documents, images, or other files
   • Supported formats: PDF, Word, Excel, images (JPEG, PNG, GIF), text files
   • Maximum file size: 5 MB per file
6. (Optional) Configure advanced options:
   • Requires Sign-Off – Enable if recipients must acknowledge this message
   • Sign-Off Deadline – Set a deadline for sign-off completion
   • Pin Message – Pin the message to the top (for announcements)
   • Mark as Important – Highlight the message as important
   • Allow Replies – Control whether recipients can reply to the message
7. Click Send to deliver your message.

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3. Reading and Managing Messages

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Viewing Messages

Click on any message in your inbox to view its full content. The message detail view shows:

• Sender Information – Name, profile image, and organization
• Message Content – Full formatted message content
• Attachments – List of attached files with download options
• Thread History – Previous messages in the conversation thread
• Sign-Off Status – Who has signed off and who is pending (if applicable)
• Message Metadata – Sent date, priority level, and message type

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Message Actions

While viewing a message, you can:

• Reply – Send a reply that will be threaded with the original message
• Archive – Move the message to your archived folder
• Flag – Mark the message as important for easy reference
• Mark as Read/Unread – Toggle read status
• Download Attachments – Download individual files or all attachments
• Sign Off – Acknowledge messages that require sign-off
• Report – Report inappropriate messages to administrators

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4. Replying to Messages

To reply to a message:

1. Open the message you want to reply to.
2. Click Reply in the message detail view.
3. Enter your reply in the reply editor (supports Markdown formatting).
4. (Optional) Add attachments to your reply.
5. Click Send Reply.

Your reply will be automatically threaded with the original message, creating a conversation thread that you can view chronologically. The subject line will automatically include “Re:” prefix if it’s not already present.

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5. Filtering and Searching Messages

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Using Filters

The Messages page provides several filtering options:

• Message Type – Filter by User Message, Announcement, System Notification, Reminder, or Request
• Priority Level – Filter by Low, Medium, High, or Urgent priority
• Read Status – Show only read or unread messages
• Organization – Filter messages by specific organization
• Date Range – Filter messages by when they were sent

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Search Functionality

Use the search bar at the top of the Messages page to search through your messages. The search looks through:

• Message subjects
• Message content
• Sender names
• Attachment filenames

Search results are displayed in real-time as you type.

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6. Sign-Off Requirements

Some messages require sign-off, meaning recipients must acknowledge they have read and understood the message.

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Signing Off on a Message

1. Open a message that requires sign-off.
2. Review the message content carefully.
3. Click Sign Off to acknowledge the message.
4. The message will be marked as signed off, and your name will appear in the sign-off list.

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Viewing Sign-Off Status

For messages requiring sign-off, you can view:

• Signed Off Users – List of users who have completed sign-off with timestamps
• Pending Users – List of users who still need to sign off
• Sign-Off Deadline – The deadline for completing sign-offs (if set)
• Completion Status – Whether all required sign-offs have been completed

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7. Message Threading and Conversations

Messages support threading, which groups related messages into conversation threads:

• Threaded Replies – Replies to a message are automatically grouped into a thread
• Thread View – View all messages in a conversation chronologically
• Thread Navigation – Easily navigate between different conversation threads
• Thread Indicators – Visual indicators show when messages are part of a thread

When you reply to a message, your reply is automatically added to the thread, making it easy to follow conversations and maintain context.

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8. Attachments

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Adding Attachments

When composing a message, you can attach files:

1. Click Attach Files or use the paperclip icon.
2. Select files from your device.
3. Wait for upload to complete (files are uploaded to secure cloud storage).
4. Attached files appear in the attachments list.

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Managing Attachments

• Preview – Click on an attachment to preview it in a new tab
• Download – Download individual attachments or all attachments at once
• Remove – Remove attachments before sending (only available while composing)
• File Types – Supported formats include PDF, Word documents, Excel spreadsheets, images, and text files

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9. Key Features

• Dual Scope Messaging – Send personal messages or organization-wide announcements
• Rich Text Editing – Format messages using Markdown with live preview
• File Attachments – Attach documents, images, and other files (up to 5 MB per file)
• Message Threading – Automatic conversation threading for easy follow-up
• Priority Levels – Mark messages as Low, Medium, High, or Urgent
• Sign-Off System – Require acknowledgment for important messages
• Advanced Filtering – Filter by type, priority, organization, read status, and more
• Search Functionality – Full-text search across all message content
• Archive Management – Organize messages by archiving for later reference
• Flagging System – Mark important messages for quick access
• Read Receipts – Track which messages have been read
• Organization Integration – Seamlessly communicate within your organizations
• Role-Based Recipients – Send messages to entire roles or groups