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Management

For classification of Messages, they are stored accourding to their hierarchical nature to form a Tree Structure, similar to the file system of Windows. The Message Diagram (Message Tree Diagram) shows the Tree Structure of the Messages and hence it can also act as Message Manager which likes the File Manager in Windows.

We can find the Message Diagram:

  • by choosing Communication > Message Manager (the Root Message is Dept ROOT Folder)
  • by choosing Msg Manager from the Drop-down Menu in the Message Panel; the Message Diagram will be shown on a pop-up window
  • by going to the Location Tab Page at Related Tab List on the Message Panel
  • on each Message on Today Note and Monthly Note forms a Message Diagram

 

Message Manager

 

There is no button on the Message Manager, so how can we manage the Messages?

As mentioned, the Message Manager is just like the Windows' File Manager; thus, their operations and shortcut buttons are the same. The following is a description on the operation methods of the Message Manager (in case you are not familar with Windows).

  • Click to select a Message
  • Alt + Click or Shift + Click to select multi Messages
  • Double Click to browse the Message in Message Panel and show the child Messages
  • Right Click to show a context menu:


Figure: Context Menu

The following is the description on the context menu's option.

  • Search and Sort ...: to search and sort the child Messages
  • Show ALL: to show ALL child Messages after Search and Sort ...
  • Refresh: to refresh the selected Message
  • Retain selected nodes: to retain the selected Messages (Messages in tree diagram called nodes) at clipboard. We always uses it with Move retained nodes to here (likes the cut and paste) or Paste as Link (likes the copy and paste)
  • Paste as Link: to paste the retained nodes as Link Message at here.
    Retain selected nodes and Paste as Link like copy and paste as shortcut in File Manager
  • Move retained nodes to here: to move the retained nodes to here.
    Retain selected nodes and Move retained nodes to here like cut and paste in File Manager
  • Delete: to delete the selected Messages, likes Delete Button on Message Panel. If the selected items are Link Messages, it will ONLY remove the LINK, NOT the original Messages
  • Move to Litter Bin: to move the selected Message to Litter Bin. It is no action on Link Messages. In most cases (except for NOT yet posted Messages and Link Messages), Delete is equal to Move to Litter Bin. Why need to divide into two buttons? Please refer to Delete Button for detail.
  • Write New Message: to write a new Message at here
  • Expand: to show child Messages
  • Browse: to browse the Message in Message Panel. Double Click the Message is equal to Expand + Browse
  • Amendment: to amend the Message, likes Modify Button on Message Panel, please also refer to amend Message
  • Mark ALL Child Messages READ: to the Reading Status of child Message to READ.
  • Previous Node: it is ONLY useful for Root Message. It change to previous Root Message
  • Move Up: it is also ONLY useful for Root Message. It goes up the parent of this Root Message
  •  It supports drag and drop to move Messages or create Link Message:
    • drag and drop within the Message Diagram or between other Message Diagrams
    • drag from Message Panel (from the Subject of Message) or Message Boxes 

 

Child Nodes vs Entire Child Nodes

  • Child Nodes -- directly under the Parent Node
  • Entire Child Nodes -- ALL nodes in lower level, including Child Nodes, Child Nodes of Child Nodes and etc

We can find some information of Entire Child Nodes at Drop-down Menu on Message Panel

  • ENTIRE Child Messages: it shows ENTIRE Child Messages (it may process for a LONG time)
  • Child - Task/Event: it searches ENTIRE Child Messages but ONLY shows [Task], [Event] and [Calendar] Messages (it may process for a LONG time)
  • Child - Attachment: it shows ALL attachments in ENTIRE Child Messages (it may process for a VERY LONG time)
  • Child - Backup: it exports and saves ENTIRE Child Messages with Attachments at local hard disk (it may process for a very LONG time)
    (ONLY for User with User Property: Dept Admin - Message)

 

Classification of Messages

The classification of Messages is the one of most important topic in intraComm. In general email system, all emails are ours, we can classify our emails in anyway we like. However, in intraComm, we need handle not only Personal Messages but also Group Messages. For Group Messages, we should manage them with other Readers together. Hence filing Group Messages is a a team work, it is more efficient and save a lot of time, but we should follow someguide lines introduced by our organization. There are some suggestions about filing guide lines.

Remark:
Group Message: the Message can read by more than one intraComm Users
Personal Message: we are the ONLY one intraComm User to read the Message
Please refer to Who can read the Message? 

Personal ROOT Folder vs Internal Folder

We can create some sub-folders inside the Personal ROOT Folder to classify our Personal Messages, likes the things we do in the email system before.

We should create some sub-folders inside the Internal Folder to classify our Group Messages. These sub-folders and filing rules can be suggested by the supervisers of our organization. To increase the efficience, we should filing the Message after it has posted. It means when we compose a (Group) Message, we just places it at our Personal ROOT Folder. After posting and reading the Message, ONLY ONE of the Readers is required to classify the Message by linking it to suitable Folder inside the Internal Folder depending its nature. We can amend the Message, eg change its Subject, amend its Content and switch its Open Level, for better filing.

 

Move Inside, Link Outside

It is the slogan tells us the main idea of management of Message. It means

  • to classify Message Inside Personal ROOT Folder, MOVE it
  • to classify Message Outside the Personal ROOT Folder, LINK it

For Personal Messages, if the classification of them is personal and NOT related to other Users, then we MOVE them to personal sub-folders Inside our Personal ROOT Folder

For other Personal Messages and Group Messages, we should LINK them to the sub-folders inside Internal Folder (ie Outside our Personal ROOT Folder). For such Messages, we are no need to classify again inside our Personal Root Folder, ie no need to classify a Message twice.

 

Open Level

Open Level is the Message Property which is convenient for us to classify Messages. It has two values for us to choose:

  • ONLY Designated Readers: the reading authority is INDEPENDENT on moving or linking Message
  • ALL Related Readers: When we move or link a Message to other Parent Message, then the Readers of the Parent Messages will be added to this Message as Ref automatically (ie all Readers of the Parent Message can read this Message). It is convenient for non-confidential Message

 

Tag <

The Message Tag: <, added automatically, tells us that the Message has NOT classified yet. It will disappear automatically when we move or link this Message. Of course, if necessary, we can add this Tag manually.

 

Team Work

Filing Messages in intraComm is a team work. Supervisers can define Folders, filing rules and assign some better computer skill Users, eg clerks, to filing Messages. Other Users, no need filing or even do NOT know how to filing, can enjoy the whole filing system.