Writing an Internal Message

• Open a new internal message

  Use Internal Messages to communicate with other users or user groups who have access to Bp Event.

  1. Go to the   Communication tab on the function bar.
  2. Click on the dropdown triangle next  Internal messages, then select  New and your company if applicable.
  3. The text tab of the internal message will open.
  4. Alternatively, open a new internal message by clicking on  New in the toolbar of the   list of internal messages accessible through the window title of any record.
  5. There is also an option of directly creating an internal message linked to the record in many types of records.
• Specify recipients

  Individual users, user groups or distribution lists can be selected as recipients of internal messages.

  1. Open a list of all users and user groups by left-clicking  Add  at the top of the input field Recipients.
  2. Double-click or left-click and  Confirm to select the recipients.
  3. Open a list of all distribution lists created for internal messages by left-clicking on  Add. Multiple selection is not possible for distribution lists, so add several lists one after the other by double-clicking.
  4. Expand user groups by selecting  Expand group if necessary:

  4. 1. Do not expand: The message is sent to the group as a unit. As soon as one group member reads the message, it is marked as "read" for all, and deleted for all by deleting it once. This is useful if a message only needs to be received by at least one group member.
        Example: Different members of the Banqueting department are responsible for answering the internal messages every week. The other members of the group do not need to deal with these messages.
     2. Expand: Each group member is notified as an individual recipient independently of the others. Each recipient only reads and deletes the message for themselves. This ensures that all recipients receive the message as "new".
        Example: All group members need to be informed that an event has been cancelled.
  5. Re-send an internal message to additional recipients by opening the message in the  Sent mail tab, then  Add more users or user groups.
     Note: The message itself cannot be edited at this stage.
  6. Confirm the query with Send.
• Send attachments

  Any document that is available in Bp Event or on the hard drive can be sent as an attachment to an internal message. To do this, it must be saved as part of a document package linked to the message.

  1. Go to the Attachments tab and click on  New to open a new Document package.
  2. Give the new document package a name.
  3. Click on  Add >  Files to attach external documents.
  4. The Explorer window of your computer will open. Select the document you want by double-click or by left-click while holding down the Ctrl key for multi-select.
  5. Click on  Add >  Shared documents or select several packages by left-clicking and  Confirm.
  6.  Save and close the Attachments tab to return to the internal message itself
     
• Organise internal messages by category

  User-specific categories can be created for internal messages, which can be used to group the messages clearly and make them easier to search for. The categories are available for both incoming and outgoing messages. Categories must be assigned manually, new messages default to "Without category".

  1. Create a new category by right-clicking any line in the  Internal messages >  Inbox or  Sent mail lists and selecting  Category > Edit categories.
  2. Add categories in the expandable picklist and confirm with OK.
  3. Alternatively, open an  Internal message, click on the picklist  Without category in the top right-hand corner of the toolbar and select the last option  Change list.
  4. To assign a category to a message, right-click in the inbox or sent mail lists or select an existing  Category from the picklist in the record. Multiple assignments are not possible.
  5. Öffnen von  Eingang oder  Ausgang ist der Filter standardmäßig auf  Ohne Kategorie gestellt.
     Note: Select  All messages to display both messages with and without a category.
  6. Assign  Categorie to internal messages for easier retrieval.
• Send a short survey

  Get a quick impression of your colleagues' opinions by setting up a short survey with predefined answer options.

  1. Open a  Internal message and click on  Survey.
  2. Enter your Question and the Possible replies in the additional fields that appear.
  3. Click on the dropdown list Multi-select to define whether only one answer, several answers or also answer options (Yes, No, Maybe) should be available.
  4. Make your survey  Confidential to ensure that replies are visible only to the sender and recipient.
  5. The recipients answer the survey by clicking on the  Survey icon in the internal messages inbox or in the message itself.