Event Portal Messaging allows your public-facing users to message key contacts from within the Event Portal. Users can select from a contact list comprised of the event coordinator(s) and user contacts added to the Event Portal Base Configuration. Both the event planner and public-facing Event Portal user can keep track of all requests in the Event Portal and do not need to use an outside communication source.
Public-facing users can send messages from anywhere within the Event Portal and receive in-application notifications for message responses in the Event Portal.
To use Event Portal Messaging:
- Configure Event Portal Messaging
- View Event Portal Messages in the Software
- Create an Event Portal Message Dashboard Gadget
- Event Portal Messaging Glossary
Configure Event Portal Messaging
You can turn Event Portal Messaging on or off for each individual event. To enable Event Portal Messaging:
- Click the Events link from the Main Menu. The Events page opens.
- Select the event for the Event Portal.
- Right-click and select Tools -> Event Portal Setup. The Select EP Configuration for Event window opens.
- Select the Event Portal Base Configuration to use for the event from the drop-down.
- Click the Continue button. The Edit Event Portal Setup window opens.
- Check the Enable Messaging box.
- Click OK.
The Event Portal Base Configuration determines where the public-facing user can send messages from within the Event Portal. For example, the Event Portal Base Configuration allows for the configuration of Tasks. This enables public-facing Event Portal users to create messages about tasks directly from the Event Portal.
If you change an Event Portal Base Configuration and decide to enable or disable an Event Portal Base Configuration option, then the following occurs:
- If you disable an Event Portal Base Configuration option that is available with active Event Portals with messaging enabled:
- The category (area in the Event Portal where the message originated from) that corresponds to the configuration option does not appear on the All Messages screen.
- If there are messages within the category, they no longer appear in the Event Portal.
- Messages are assigned to the user and event under the category where it originated.
- If you enable an Event Portal Base Configuration option that was previously disabled:
- If there were messages within those configuration options (the configuration option was enabled, then disabled, then enabled again), the category and past messages are restored in the Event Portal.
- If the configuration option is enabled in the Event Portal Base Configuration, the category appears on the All Messages screen.
View Event Portal Messages in the Software
View Messages for All Events
You can view messages for all events from the Event Portal Messages screen. Your event coordinators can filter the screen to only display the messages for the events they are associated with. You can respond to messages from this screen but you cannot create new messages or delete sent messages or message threads.
To view the Event Portal Messages screen, click the Event Portal Messages link from the Main Menu.
To mark a message as read:
-
- Select a thread(s) to mark as read. Use Ctrl+Click or Shift+Click to select multiple messages.
- Right-click and select Mark as Read. The Status column updates to Read.
To view the details for a message:
-
- Select the message.
- Right-click and select Edit. The Event Portal Message Details window opens.
The Messages section shows messages in the order they are received, displaying the most recently added/received message at the bottom of the section.
To respond to a message:
-
- Select the message.
- Right-click and select Edit. The Event Portal Message Details window opens.
- Expand the Messages section.
- Click the Add button. The Respond to Message window opens.
- Enter your message into the Message field.
- Click OK.
View Messages from an Event
You can use the Event Portal Messages tab on the Edit Event screen to view messages for a specific event. You can mark messages as read and respond to messages using the same steps as in the Event Portal Messages screen.
Create an Event Portal Message Dashboard Gadget
You can create a dashboard gadget for Event Portal messages so your event coordinators can easily see the messages they receive for their events. To create the gadget, you need to create a tabular report gadget. See Tabular Report Gadgets for more details.
On the Add Gadget screen select Event Portal Messages from the Subject drop-down to show the messages in the gadget.
Event Portal Messaging Glossary
- Account Conversation – Name of the public-facing Event Portal user or internal user who created the message.
- Category – Area in the Event Portal where the public-facing user submitted the message.
- Entered On – Date and time the message was created.
- Event – Event name for the message.
- Event Portal Message Details – Screen that opens from the Event Portal Messages screen or from the Event screen from the Event Portal Messages tab. This screen shows the message thread.
- Function – If the public-facing Event Portal user sends a message from a function in the Event Portal, the software saves the function with the message.
- Mark as Read – Internal users can select a message thread from the Event Portal Messages screen or from the Event Portal Messages tab and change the status of the message to Read. Available in the software; not available in the Event Portal.
- Order – If the public-facing Event Portal user sends a message from the Service Order tab on a function with the order details expanded for an order, the software saves the order number with the message.
- Replies - Number of replies in the message thread.
- Status - Indicates if the message is new or read.
- Subject – Conversation - Subject entered by the public-facing Event Portal user for the message.
- Task - If public-facing Event Portal user sends a message from a task, the software saves the task with the message.
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