File Conversations

Owned by Debby Gibson
Last updated: Mar 19, 2020
4 min read

File Conversations are an excellent way to communicate and collaborate with either Staff and / or a Client about a particular file.  They are stored against the file, and are available for all Staff and Clients to view.

When adding a file conversation, it is possible to:

  • only include Staff,

  • only include Clients (where all staff are able to view the conversation) and

  • include both Staff and Clients.

When a File Conversation is added, the system will automatically send an email notification to the people noted on the Conversation (either Client / Staff). This email may or may not include the text of the conversation. This email also includes a link to the actual file stored in Nimbus.

If you wish to add the conversation text to the email, ensure that the Admin setting is configured.

https://nimbusportals.atlassian.net/l/c/ND7Q6UxN

How to add a File Conversation:

  1. Navigate to the relevant file.

  2. Click the File Conversation bubble 

    1. This icon could show as the following if a conversation is already stored against the file.

  3. The File Conversation dialog will display:

  4. Add Comment button to start a conversation.

Employees

Click the drop-down arrow to display a list of Employees. Select the Employee(s) you wish to include on the conversation.

Share with Client

This option is optional for CDM Users, and is mandatory for Client Portal only users. For CDM Users, you have the option of either including or excluding your Clients in any conversations.

Include Text in Email

Nimbus automatically sends an email notification (the standard email template is File Conversation.email.html), when a file conversation is added. This email includes a link to the file and can optionally include the body text of the conversation inside the email.

Comment

Add the conversation you wish to include in this field.

When you have completed the conversation, click the Add Comment button.

Click the Add Comment button

The file conversation will be displayed within the dialog, which can be viewed by all staff / Clients, who have access to the file.

Adding a conversation and not sharing with the Client (CDM Users only)

This view displays how a conversation can be added to a file, and only staff are notified. This screen shows the

  • first conversation which has been shared with a Client (depicted by the 3 dots)

  • second conversation that the Client has shared with the Business (depicted by the colour yellow)

  • third conversation which has only been shared between staff members (does not include 3 dots)

 

Clients and File Conversations

When a Client receives an email which has been generated by a File Conversation, they can click the link within the email to open the file. Once they have logged into the Client Portal, the conversation is immediately displayed.

They are able to respond by adding a conversation of their own. When they add a conversation, the system will automatically send an email to the Business advising that a conversation has been added.

Client In-Tray View

A conversation added to a file for a Client, will promote the file to the Clients In-Tray View and will be shown as follows.

The Client can click the icon to open the conversation, and add their reply conversation.

 

The above screen shot displays a conversation between a staff member (Peter Holden) and a Client: Bruce Wellings. The 3 dots indicate that the Staff has shared the conversation with the Client.

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