List view (mailbox) for ‘Inbox’ and ‘Outbox’ with various sort, filter and search options, as well as the option to export to Excel.
Via the ‘List view’ filter or via a special button, you can switch between inbox and outbox. (This is on condition that ‘Display all messages’ has not been activated on your profile. If this is activated, you must make the selection yourself in the ‘Sender’ or ‘Recipient’ filter).
Employees (users) who should have access to their mailbox, and should be able to send messages must have ‘Enable messages’ activated in their employee card.
The employee’s/user’s mailbox may contain messages from different parts of the system.
The different message types (Origin) are:
Internal Message
Measures PMI
Measures Work Orders (sub-activities)
Event log (Inquire Maintenance)
Email (via external reporting form)
- Purchase requisition
There is a separate filter option ‘Origin’ for these message types.
Search field for free text: Includes searches for e.g. message number, message subject and message text.
Original: filters out all replies.
Message text: Shows the actual message text in the view.
Hide copies: The messages on which you were CC’d are hidden in your inbox.
Hide executed: Hides all messages which have the status ‘Executed’.
Follow up: Lists all messages that are flagged with ‘Follow up’.
Asset search field: Search for asset number and asset name. Shows messages connected to selected asset/structure. Search Selected Tree Only: Only generates hits for assets in selected tree.
Message status:
Unhandled - every type of message comes in as unhandled.
Under processing - messages can manually be set to this status, while all messages from which work orders are created are automatically given this status.
Executed - messages can manually be set to this status, while all messages from which work orders/history jobs are created are automatically given this status.
The sender has a full overview in their mailbox, including whether the message has been read, whether a reply has been received, what the status of the message is and whether a work order has been created or a purchase order, with direct access to look at this work order or the purchase order. When the job has been executed and approved, they automatically receive a message that the job has been executed.
Regarding indication that the message has been read: Users who in their profile have activated employee group or professional group messages, will set the message as read when the user reads/opens a message to a recipient who is in the same employee group or professional group.
In the ‘List View’ filter, there is also a graphic presentation of incoming messages, sorted by message type (origin), as well as the number of incoming messages per week.
Deleting messages:
You can delete one or several of your incoming/outgoing messages via the delete button or the mass update button, which you will see when you select one or more messages and click Save or Enter.
Administrator users can also delete all messages, regardless of recipient.