Each client file will have a log for Portal messages. Portal messaging is ATOM’s most secure method of communication. It requires the recipient to log into the portal to view the message and respond. When sending a portal message, your client will always receive an email alerting them that you have sent them a portal message. If you have Twilio SMS, your client will also receive a text message.
Links, Buttons, and Checkboxes #
Calendar Year – Dropdown menu where you can select what year you wish to look at. Portal messages are grouped based on calendar year.
Display Message Column – This checkbox enables the Message column to be displayed below.
Add #
This will let you create and send a new portal message to the Primary contact. Clicking it will take you to a screen where you can compose your portal message:
Links at the top #
Back – Clicking this will take you back to the portal log of the client file.
Permanent Documents – This link will take you to Permanent Document storage.
Account Documents – This link will take you to Account Document storage.
Twilio Messages – Clicking this will take you to the client’s Twilio Message Log.
E-mail Messages – Clicking this will take you to the client’s E-mail Log.
Portal Message Area #
Send – Button at the top-right that will send your portal message.
Predefined Message – Drop-down menu where you can select a Predefined Portal message to populate the Subject and Message fields with.
Note: Predefined Portal Message setup is found in Admin > Messaging > Predefined Client Portal Messages.
Subject – The Subject line that will be used for the Portal message.
Message – This field is the contents of the message. You can type your message here.
Assign myself to this client’s communications – Checking this box will automatically assign the client’s incoming messages to the User that checked this box while sending a message.
Billable Minutes – A field to enter the billable minutes being assigned to the message.
Note: Billable Minutes default setup can be found in Admin > Core Configuration > Communication Security Properties – Email/TXT/VoIP > Email / Portal Message Billable Minutes Default.
Add Attachment #
You have the ability to attach files to outgoing Portal messages.
Browse – Clicking this button will open your computer’s documents where you can find and select a file to attach.
Drop Files Here – this area will allow you to drag and drop a file into the area to attach to the message.
Attach File – Once the file has been selected, click this button to attach is to the message. An “Attachment” link will appear at the top of the Message field.
Actions #
This button contains a couple of actions you can perform:
Assign To – This action will open the Assign To menu where you can select what Users to assign to the selected Portal message(s). You can also select the Priority level of the assignment.
Move – This action will allow you to move selected Portal message(s) to another client file. There will be a search field where you can search for a client file. The field below will display the search results and is where you can select the client file to move the Portal message(s) to.
Complete #
This button will complete the selected Portal message(s). Completed messages are “closed”. They will have an End Date entered and will no longer appear as new in the Portal Message log.
Field Descriptions #
Column Headers #
Total Messages – Displays the total number of messages during the year. Clicking on the number will display all Portal messages during the year.
Open – Displays the total number of Open messages during the year you are viewing. Clicking on the number will display all Open messages.
Received – Displays the number of Received Portal messages during the year. Clicking on the number will display all Received Portal messages.
Sent – Displays the number of Sent messages during the year. Clicking on the number will display all Sent messages.
Automatic Notifications – Displays the number of Portal messages that were sent from Automatic Notifications. Clicking on this number will display the number of Automatic Portal messages that were sent to the client.
Billable Hours/Amount – Displays the billable hours and amount generated from Portal messages.
Message Information #
Selection Box – A selection box will be next to every message. Selecting a message allows you to interact with Actions.
View – Clicking View will allow you to view the contents of the Portal message.
Reply – Clicking Reply will open the message and allow you to type your response.
Edit – Clicking Edit opens a menu to edit various settings of the Portal message. You can edit Notes, Assigned To, Assigned Date, Due Date, Priority, State Date, End Date, Site, Account Year, and Billable Minutes.
Note: Billable Minutes can only be edited for Outbound messages.
Delete – Clicking this will delete the portal message record.
Subject – Displays the Subject line of the message.
Note – Displays internal notes that have been added to the message.
Assigned/Due Date – Displays the Assigned Date, Due Date, Days After Due Date, and priority of the message. If the message is assigned, this will also display the assigned User(s).
Account Year – Displays the Account Year of the message if it has been added.
Type – Displays the type of message; primarily for differentiating between Inbound and Outbound messages. Inbound messages will displays as “Received”. Outbound messages will display as “Composed/Replied”.
Site – Displays the Site associated with the message.
Tracking – Displays office tracking information regarding the message. Displays who created (or sent) the message, the day it was created (sent), whether a User modified the message, the date it was modified, the Received Date, and the End Date.
Billable Hours / Amount – Displays the Billable Hours and Amount of the message.
Message – Only displays if the “Display Message Column” setting is checked. When checked, this column will displays the content of the message.