C-03-04 Manage Message Inbox & Archive

Who: Contract Administrator, Scheduler, Verification
Why: The Message Inbox contains messages sent to you personally and to workgroups to which you belong. It also contains ConSol system generated alerts that you may need to know about or take action on (e.g. change of status of an Order).
Related topics
Procedure
This user guide explains:
  • How to access the Message Inbox and filter the list of messages;
  • How to archive and retrieve messages.
See the Related Topics section for other topics related to messaging.
N1 - If your personal setup of ConSol is configured for message notifications, when a new message arrives in your inbox, a pop-up notification appears for several seconds just below the Inbox link. You can click on it to go to the Message Inbox. (In the example shown below the message is a reply from the Supplier to a message that this User sent them.)
  1. Use any one of the 3 basic ways to go to your message inbox listed below:
    1. Click the Inbox link in the ConSol Header bar.
      • NOTE: The number in the circle indicates how many new messages are in the Inbox. In the example shown here there are 3 new messages.
    2. Click the unread messages link on the ConSol Welcome page.
    3. On the ConSol menu, click Worklist > Message Inbox.
    After taking one of the 3 actions listed above, the My Inbox screen appears.
    N1 – By default the list of all unread messages in My Inbox is displayed.
    N2 – The My Inbox tab contains messages sent only to you.
    N3 – The Workgroup Inbox tab contains messages sent to Roles within specific Workgroups to which you belong. (E.g. Messages sent to the Approval Manager for Workgroup XYZ.)
    N4 – The Archive tab contains messages that have been moved from either of the Inboxes (typically messages that have been viewed and dealt with).
  2. To filter the list of messages, select one or more of the filters as follows:
    1. Select from the Status drop down list.
    2. To see messages on or after a specific date, either type the From Date (format dd/mm/yyyy) or use the Calendar icon to select the date.
    3. If you are searching the Workgroup Inbox, you can filter to see messages to a specific role within a workgroup.
      • NOTE: The list is only populated with Roles/Workgroups to which you belong.
    4. Once the search filters are set, click the Search button.
      The list of messages matching the search criteria is displayed.
      N1 – Unread messages are displayed in bold text.
      N2 - Read messages are displayed in unbolded text.
  3. To manage the list of messages, click the select box next to each message that you wish to action. Then take one of the following actions:
    1. Click the Mark as Read button.
    2. Click the Mark as Unread button.
      The selected messages are marked either as read or unread. They remain in the message inbox but the Status filter can be used to search for only read or only unread messages.
    3. Click the Archive Message button.
      This option moves the selected messages to the Message Archive. Messages from both My Inbox and Workgroup Inbox are archived to the same Archive list.
  4. To manage the Message Archive do the following:
    1. Click the Archive tab.
      The Archive screen appears with the search filters displayed.
    2. Select the Recipient (archived from My Inbox, Workgroup Inbox or both).
    3. To see archived messages on or after a specific date, either type the From Date (format dd/mm/yyyy) or click the Calendar icon  to select the date from the calendar.
    4. Click the Search button.
      The list of archived messages matching the search criteria is displayed.
  5. To retrieve messages from the archive do the following:
    1. Click the select box next to each message that you wish to retrieve.
    2. Select the Inbox to which you want to retrieve the messages (My Inbox or Workgroup Inbox).
    3. Click the Move Message button.
      The selected messages are moved out of the archive and back into the specified Inbox (My Inbox or Workgroup Inbox).
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