Overview of Inbox Categories

Overview of Inbox Categories


Purpose

The Document Categories Configuration is where you create and manage the document categories in Inbox. This feature empowers you to define and customise document categories according to your specific requirements. 

Consideration

  1. Only Administrators can create and modify categories in Control Panel 

Steps

1. Access Inbox Categories

1. On the far right of the screen, click the cog and it will take you to control panel
2. Click Inbox
3. Select Categories


2. Overview of Inbox Categories

A list of all Current Inbox Categories /Folders will be displayed with its predefined settings.



1. Module Name: Category / Folder Title in your Inbox

2. Short Name: Optional Abbreviation

3. Default Inbox Folder: Category to be displayed even if there are no emails as part of that category.

4. For Quotes: When the checkbox is ticked, the category will be available to select during Tendering, there will be an Intention to Quote (Yes/No) button at the bottom of the email.

5. For Workflows: For design/ document reviews.

6. Default Private: All emails created in this folder will be sent privately the recipients will not see who else the email has been sent to. 

7. Inbox Collaboration: If this box is ticked anyone working on the project will be able to view the emails in this folder. Unless they have been given authorisation, they can not create emails but have access to view the email item.

8. Enable | Disable: Click on the button to enable or disable the category.
Enable -  can create emails under this category
Disable - prevents any new emails from being created under the selected category folder. However, the history of any existing emails in this folder can be viewed and accessed.

3. Filter Inbox Categories

You are able to search a category by any keyword, filter by whether a category is
  1. Disabled
  2. Enabled
  3. Both
  4. All (include categories that are part of Default Commnia Inbox)



4. Edit Inbox Categories

If you wanted to edit and customise existing categories, simply click on the Module and the following screen will appear with the standard rules.


1. Inbox Folder - Edit name of the folder
2. Inbox Sorting Order – this will allow you to prioritise your categories when displayed in the Inbox. eg If you wanted Request For Information to display as the first Inbox Category, enter a 1 in this field.
Note: You can allocate the same number to multiple categories, the system will sort these alphabetically
3. Module Short Name - You can edit the abbreviation for the folder name.
4. Default Inbox Folder - If this checkbox is ticked, the folder will exist in the Inbox left panel even if there are no records/emails.
5. For Quotes – When the checkbox is ticked, the category will be used for tendering.
6. For Workflow - Check the box to turn on or off the design/ document review option.
7. Default Private - if this checkbox is ticked will force these emails to be sent as private; recipients will not see other recipients on the email.
8. Inbox Collaboration - If this box is ticked anyone internal working on the project will be able to view the emails in this folder. Unless they have been given authorisation, they can not create emails but have access to view the email item.
9. Permissions - allows you to control who has access to create emails with this document category by adding permissions by company categories. Select the groups would like to provide access to by clicking on them.
10. Click Save to successfully update the changes made.

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