Project conversation [in-depth guide]
Guide contents: Create new conversation | View conversation | Reply | Subscribe | Unsubscribe | IT considerations
Project conversations are an easy way for the project team and others to communicate with each other regarding the overall project, and task-level information.
Project: Used for project-level information. General communications with clients, vendors and staff.
Task: Used for task-level information. Usually assignment specific communication between assigned staff, clients, vendors and staff.
New conversation - Project
1) From the Project dashboard>Recent conversations>+
2) Add people to the conversation: There are four ways to add people to the conversation>
NOTE: The conversation creator will be auto-added to the send-to field.
a) Name>>enter the first few letters of a staff name to see a dropdown list>select the Name>click DONE. This will add all selected names with valid email addresses to the conversation.
b) Name>enter ! and the first few letters of a contact name to see a dropdown list>click on the Name to add to the conversation.
c) To: >>click on To: this will provide a search box to select names from a list>Add selected
This will add the selected names to the conversation
d) @Company Name>>enter @ and the first few letters of a company name to see a dropdown list>select the company. This will add all contacts with a valid email address to the conversation
e) #ProjectNumber>enter # and the first few numbers or letters of a project name or number to see a dropdown list> select the project. This will add all project team members with valid email addresses to the conversation.
NOTE: If a selected name does not have a valid email address the name will be displayed in red. Once you click out of the "send to" field, the red highlight will be removed. When you click SAVE, the system will also prompt you with a warning that some people do not have valid email addresses. This only affects the sending of emails. The conversation is still visible to the selected user within the Workamajig UI.
3) Fill in the subject and body of the email
4) Visible to client: Check this box to allow clients and vendors to view the post. NOTE: If unchecked, any client/vendor contacts added to the note via the To: will be removed. If a client/vendor contact was selected, this box will be auto-checked.
Once saved, the original note will be displayed in the recent conversations area.
NOTE: Conversations that are visible to clients will now be identified with a "Contacts" icon.
New conversation - Task via schedule
From Project schedule: Show task details>click Conversation icon> +Start a conversation
The instructions above for adding people and saving the conversation are the same. The difference is, that the conversation is connected to the project & selected task.
New conversation - Task via assignment
From the Assignment card>click anywhere except the blue project number link>Conversation> +new conversation
The instructions above for adding people and saving the conversation are the same. The difference s that the conversation is connected to the project & assigned task.
The project dashboard's recent conversation section will display both project-level & task-level conversations
On each Today- xx page there is a tab to view conversations. Click on Projects to see all project-level & task-level conversations the user is subscribed to.
Assignment - Task
From the assignment card> click anywhere except on the project number link>Conversations.
This will display all conversation threads related to the specific task assignments. NOTE: click on Show all conversations for this project, to include all project-level conversations in the view
Assignment - Project dashboard
From the assignment card>click on the blue project number link
This will display the Project dashboard>Recent conversations
To add a reply to the conversation, click on Reply or Reply to this post
You can then add more people to the conversation if needed.
After entering your reply, click POST REPLY
Project and task conversations allow users to subscribe and unsubscribe from any conversation thread. Subscribing to a conversation means that you will receive all replies to the conversation thread that are entered after you have subscribed and the conversations will now be visible in your Today- xx page>Conversations>Projects tab. When a note is first created, the users added to the conversation are auto-subscribed to the thread. There are also settings on the employee record and project team that can set up auto-subscription to any new conversations created on the project and task.
Auto Subscribe - Employee
From the employee record>Project & time> Subscribe to>Check project conversations
For any project the person is assigned to, the project team: Subscription>Auto-subscribe-conversations will be checked.
Auto subscribe - Project team
From the Project dashboard>Team>Subscriptions: check Auto subscribe- conversation
For the selected project, any conversation created on the project, the person will be added as a subscriber
Subscribe via new conversation
When a new conversation is created, any person in the Send-to field will be subscribed to that conversation thread
Subscribe via the current conversation thread
Open any current conversation thread>click ...more>SUBSCRIBE
You will now be added as a subscriber to the thread. You will be included in all future replies to the thread.
At any point, if you no longer need to be part of a conversation thread,
Open the conversation>click ...more>UNSUBSCRIBE
You will be removed from the conversation thread. You will not be included in any future replies to the thread. NOTE: The conversation creator cannot unsubscribe from the thread.
To best utilize this feature it is recommended that a conversation email box be set up to process reply emails. Setup instructions here