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Simplify In-House CommunicationM

Bp Event offers many ways to simplify internal communication. Records such as events, items, etc. are linked to an internal message and can be called up immediately by the recipient or transferred directly to colleagues.

Write an internal message

Internal messages can only be sent by a Bp Event user to other Bp Event users. Colleagues who do not have access to the programme and contacts outside the company can be reached by email.

  1. Go to mail 32  Internal messages at the top of the title bar.
  2. Click on neu New. The input window for the internal message opens.
  3. Enter at least the Subject of the message.
  4. Double-click to neu Add an individual Recipient from the list.
  5. Select multiple Recipients by left-clicking while holding down the Ctrl key and   Confirm.
  6. Select a neuexpand 32 > Verteilerliste 32 Distribution list.
  7. If you set the priority to Prio hoch 32 High , the recipient is notified of receipt with a message and the message is listed in the reminders until it is read or marked as completed.
  8. Click on Senden Send in the toolbar to send the text message.

Write an internal message from within a record

Internal messages can be sent directly from some records to inform colleagues about, for example, details of an event.

  1. For example, open an event, account or appointment.
  2. Left-click on mail 32expand 32  Internal messages in the toolbar. Depending on the type of record, various linking options are offered.
  3. Select a link to the event, account or contact person, for example.
  4. The subject line of the new internal message is pre-assigned with the most important data and the link(s) are displayed in the message toolbar. From there, the recipient can open the records by left-click.
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Write an internal message to a user group

Certain user groups can be activated by the administrator as recipient groups for internal messages and can be expanded into individual recipients on request.

  1. Click on neu New, select a + group and   Confirm.
  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.
  3. 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 assigned to answer internal messages every week.
  4. Senden 32 Send the message.

Send attachments

Other documents can also be attached to internal messages.

  1. In the internal message, go to the Anhang 32  Attachments tab and select neu New.
  2. An input window for a new document package opens.
  3. Assign a Name to the document package.
  4. Select externally stored files from your hard drive by clciking neuexpand 32 >   Files .
  5. Click on neuexpand 32 >  Attach Shared Documents to select files that are stored in the Shared Documents folder.
  6. Speichern Schliessen 32 Save and close the document package.
  7. Senden 32 Send the message.

Pass records

You can also transfer records directly with a short note to other Bp Event users who are logged in at that moment.
Example: A telephone call is put through to a colleague and the customer account that has already been opened is passed.

  1. In the open record, click on the expand triangle next to Speichern 32 Save and select Uebergeben 32  Save and pass.
  2. Select the user from the picklist, enter a short text if necessary and confirm by clicking Pass.
  3. The recipient receives a message that a record is to be transferred and can either accept or reject it.
  4. As soon as the data record has been opened, you will receive a confirmation.

Create tasks for others

You can create tasks to remind yourself or colleagues of certain to-dos at specified times.
Example: The customer requested the event manager to call them back on Thursday at 10 am.

  1. Go to the Basis 32  Home tab and select meldung 32  Tasks or open any record and click on neu > meldung 32 Task in the toolbar.
  2. Fill in at least the Subject and theDate . These are already pre-filled for linked activities.
  3. neu Select one or more task assignees and   Confirm the selection.
  4. The creator of the task is always automatically selected as assignee, but can be changed manually.
  5. Activate areminder 32  Reminder by left-clicking on the bell and specify how long before the task the reminder should be displayed.
  6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
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Module Multi-Users

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