Managing Notifications in ClientSpace

Summary

All throughout the day when using ClientSpace you get notifications, task items you need to attend to, Cases that have been updated they all vie for your attention, but if you have to jump out to email to read them it slows you down - in an effort to streamline this process we have included the notification center in ClientSpace. This allows you to keep up to date on those important ClientSpace notifications without the distraction of jumping over to email The following document was designed to provide an overview of managing your notifications in ClientSpace.

About Notifications - self notifications

Due to the volume of notifications that could be generated to the logged in user just by using ClientSpace, we have limited the number of actions that create Self notifications - these are notifications to the user that triggered the notification occurrence. The actions that will trigger self notifications include:

Calendar - Calendar events you create will notify you, allowing you to add them to your mail service calendar.
User - User events, such as new accounts, or your password expiring/being changed will notify you.
Template Task - Template tasks triggered by you where you are in the notification path, such as the assigned to person on the task will notify you.
Marketing Campaigns - Automatically sent notifications from Marketing campaigns created by you will also notify you.

Notification alerts

When you first receive a notification an alert will display as a transparent bubble message in the work items area. These alerts are designed to provide a brief introduction to the notification, allowing you to decide whether or not it needs to be addressed immediately. Reading these items will mark them as read, removing them from the Quick View and incrementing the Quick View counter down by one.

Inbox

For those of us who get more than a few notifications a day, the Inbox is a better way to manage them as it provides more detailed information at a glance, as well as a way to mass update the list. The inbox also provides more granular information, as can be seen below

Inbox Work Item - Click here to open your inbox
Inbox Quick Search - Source, Unread or Read and a Keyword search
Select All - allows you to select all visible records, used in conjunction with the Actions ellipsis
Receipt Type - Receipt type provides insight into your involvement with the notification, separating notifications on which you were primary (in the "To:" field) from notifications where you were included (in the "CC:" field) and providing a badge counter of the number of unread for each. The CC area includes additional options using the arrow to display all notifications and to display Trash items (more on this below).
Options - Used to perform mass update actions on the selected record(s). See more below.
Delete - In the Notification detail pane - this icon allows you to delete the selected notification entirely
Jump To - In the Notification detail pane - this icon allows you to jump directly to the select notifications triggering object (ie case, task etc...)
Expand - In the Notification detail pane - this icon allows you to Expand the notification, providing a full page view.
Notification Actions - These icons allow you to Mark as Unread, Move to Trash or Open the related triggering object - actions are for the selected email
Inbox - this is the collection of all of your read and unread messages. Checkbox to left may be used to select multiple items which may then be managed via the right-hand detail pane or using the Mass Actions ellipsis.
1. Status Color - this band of color on the left of the notification, along with the color of the item in the inbox provides insight into the state of the notification
  1. Yellow/Yellow - Unread notification - not selected
  2. Blue/Blue - Currently selected notification. Moving off this notification will mark it as read,
  3. White/White - Read notification
Notification Detail - provides a detailed view of the notification. This pane may also be used to manage multiple notifications at once by selecting several items using the notification checkbox

Inbox Mass Actions

As previously mentioned, you can select either all the visible records using the Select All checkbox, or a set of records using the email checkbox to create a selection of records, which may then be mass updated using the Mass Actions elipsis (...)

Mark as read - marks all selected items as Read, subtracting the items from the counter badge.

Mark as unread - marks all selected items as unread - adding the items to the counter badge

Move selected items to trash - just like it sounds - does not permanently delete items, but removes them from the inbox

Move all items to trash - self-explanatory

Takin' out the Trash!

To manage your trash items, use the options dropdown on the CC receipt type to select Trash

Trash items may then be managed with a special set of Mass Update actions specific to Trash

Critical Notifications

To learn how to create and manage Critical notifications in ClientSpace, read "Using the Announcements Dashboard".

Announcements differ from standard notifications in a few key ways - when presented, an announcement alert will display in RED as below.

Further, a Critical priority announcement will also display at the top of the right-hand Action pane until dismissed, ensuring that it cannot be overlooked:

Finally, when your inbox contains a broadcast announcement, the inbox icon will display in RED until the item is marked as "Read".