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
- 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. Tenders: 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.
3. Collaboration Off: If this box is ticked only sender and recipients can 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.
4. 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.
5. Permissions: allows you to control who has access to create emails with this document category by adding permissions by company categories
6. Order: this will allow you to prioritise your categories when displayed in the Inbox
7. 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 or filter
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. Category Short Name - You can edit the abbreviation for the folder name.
3. 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
4. Enable/Disable - enable or disable an inbox category
5. Default Inbox Folder - If this checkbox is ticked, the folder will exist in the Inbox left panel even if there are no records/emails.
6. For Tenders and Quotes – When the checkbox is ticked, the category will be used for tendering.
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. Collaboration Off - If this box is ticked only sender and recipients can 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. Role Permissions - allows you to control who has access to create emails with this document category by adding permissions by company categories. Tick the groups you would like to provide access to.
10. Click Save to successfully update the changes made.
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