Conversations with Staff

You may communicate with your staff using the Conversations feature of the VO. All conversation threads are retained for documentation purposes. You have the ability to create a new conversation, reply to a recent conversation or search your conversations by date or title. These conversations can be with one staff member or multiple staff.

The Conversations icon on the Control Menu will open Conversations. The number of unread conversations will be displayed in the upper right-hand corner of the icon.

New Conversation with Staff

1. Click on New Conversation and select Conversation with Staff from the menu.
   
   
   
   
2. Choose the staff member by using the drop-down filters for Categories and Departments.
3. Click the Next button once all filters have been applied.
   
   
   
   
4. Select the desired recipients by clicking to the right of the staff name or click Select All.
   
   

   Note: A list of the staff will open. You can narrow the selection down by entering the first few characters of a name in the search field.

   
   
   
5. Click the Back button to modify the filters.
6. Click the Next button once all selections have been made. 
   
   
   
   
7. Enter the Conversation Title. You may edit the title at any time.
8. Select the High Importance box to flag the conversation, if desired.
9. Click the Receive BCC Email box to receive a blind carbon copy of the message.
10. Select Reply to Group to include all participants in the conversation.
    
    Important Note:
    An owner may send a message to a group of staff members.
    Each staff member will receive the message as though it is a "one on one" conversation with the owner. The other staff members will not see the exchanges between the owner and individual staff members.
    In order for all participants to be included in the conversation string, the box "Reply to Group" must be selected during the setup of your group message.
    
    
    
11. Click the Submit button to proceed.
    
    
    
    
    
12. Click the Create button to confirm that you want to create a group conversation, or click Cancel to return to the Title and Options page.
    
    
    
    
13. Enter the conversation message in the "Start typing..." section.
    
    
    
    

    Note: You have additional message features to choose from by using the icons in the top right corner before sending the message. These features, indicated with the red arrow in the screenshot above, are described below.

    
    
    • Secure Upload—Any files attached to the conversation will be sent as a Secure Upload. This is set as the default. The staff member will receive a file link in their email and will need to log in to download the file. You may deselect the Secure Upload box from the Settings icon to send the file as an attachment. 
    • Include Signature—A signature can be created for use in communications in Conversations and other areas of the VO. Office owners, partners, staff, clients, and their employees need to add their signature to their VO profile. Include Signature will be selected as the default. You may deselect the Include Signature box using the Settings icon if you wish to enter your own closing.
    • Attach File— Select the paper clip icon to attach one or more files to the conversation message. You may also use the drag-and-drop method. 
    • Click on the vertical menu icon to Insert Message Template from your list of Message Templates to Clients, Staff or for General Messages. Click here for instructions on Message Templates.
    • Click the vertical menu icon to Add People to the message. Select the name(s) and click the blue Add button.
    • Click Leave Conversation to remove yourself from all future exchanges in this conversation. A confirmation message will open. Select Confirm or Cancel to proceed. 
      
      
14. Click the Send  icon to send the conversation message to the staff.