Messaging Guide

Notifications

chat iconThe notifications page is displayed as soon as you log into application it can also be accessed whenever you want and wherever you are in the application by clicking on the first icon in top left-hand corner.

On the notifications page you can see all the activity from rooms and threads that you have access to. The list is sorted by date in descending order (most recent items are at the top).

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Mark all as read

mark all as read Is located at the top-left of the screen on notifications page.

As buttons’ name suggests if clicked then all unread messages are marked as read, except for noticeboards as they are meant to be important, therefore it “forces” people to read the important notices and explicitly mark them as read.

Note that the mark all as read process cannot be reverted back!

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Filters

At the top of the screen are 6 filters that will help you display what you desire:

  • Everything – If selected, then all types of messages & threads will be displayed.
  • Messages – If selected, then all type of messages will be displayed.
  • Threads – If selected, then notifications about newly created threads will be displayed.
  • Files – If selected, then only messages with attachments are displayed.
  • Links – If selected, then only messages containing a link are displayed.
  • Decisions – If selected, then only messages flagged as decisions are displayed.

Note that if you select decisions filter then results in the list haven’t blue colored background.

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Redirection to thread detail

If you want to see a full conversation and not just a single message from a thread, then simply click on the thread name or #ID and you will be redirected to thread detail.

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Left hand menu panel

menu
Left hand menu panel

From this menu you can navigate through the Chat section.

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Noticeboard

Communicate important information that requires confirmation of delivery, to make sure that its recipients have read it.

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Starred

Star a message or a specific thread, so you can quickly go back to it later.

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Rooms

Rooms are persistent chat rooms that can be used for departments, workflows or anything you desire.

  • Under this menu item is a list of rooms that you have access to.
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Flexi Threads

Open a temporary chat room to have a group conversation about a specific conversation (e.g.: summer sales).

  • Under this menu item are 3 most recently visited flexi threads and/or flexi threads with the highest number of unread messages.

Note that threads with unread messages have higher priority than the most recently visited ones.

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1-1 chats

This section enables a person to have a private chat with another colleague.

  • Under this menu, items are 3 most recently visited private chats and/or private chats with the highest number of unread messages.
    • Each sub-item also contains status of the given person.

Note that private chats with unread messages have higher priority than the most recently visited ones.

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Invited

Participate in a conversation in a thread of a room that you are not part of, when you have been invited by one of the room’s member.

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People panel

On the right side of the screen is the people panel which displays people according to where in the application you are located.

people panel
People panel

On Notifications, Starred, Noticeboard list, Room list, Flexi threads list, 1-1 chats list and detail, Invited list – all active people are displayed in the people panel.

 

In thread details only people that also have the access to given thread are displayed.

Note that in 1-1 chats -> thread detail all people are displayed in people panel.

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People list ordering

People panel is ordered according to people statuses, the order is as follows:

  1. Online
  2. Away
  3. Not Available
  4. Vacation
  5. Offline
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Person card

When you place your cursor onto someone’s name then the person’s card will pop-up where additional information about the person can be found.

  • Clicking on either person’s name or photo in the person’s card will take you to person detail page in people section.
  • 1-1 chat icon will take you directly to private chat with given person.
  • Mail icon will open your default mailing application if you have one.
  • Telephone icon will open your default application through which you can make a call.
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Redirection to private chat

You can either click on the 1-1 chat icon in the person card or just click the name in the people panel to quickly go to private chat with given person.

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Noticeboard section

Noticeboards are broadcast messages that should be used to send important information such as memos and company updates. People will always be notified of new noticeboards and have to view and then mark them as read to prevent the notification from firing. This ensures that key information (such as changes to policies / procedures) is correctly disseminated, and the sender / admin can also view read receipts and timestamp information.

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Noticeboard list

In Noticeboard section you will see list of unread noticeboards (if there are any) ordered by date of creation. When you want to see noticeboards which were already read by you then simply click on the “Load all noticeboards” button.

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Noticeboard filtering

In noticeboard section or noticeboard thread’s detail at the top of the screen is “= Select Template =” and if you click on it, you can display a list of noticeboards which were created from a selected template.

Notes: 

  • Templates that were not used at least once are not shown in the list.
  • Number of matching templates is displayed within the filter.
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Create a noticeboard

In noticeboard section click on the create new noticeboard button button you will be redirected to the noticeboard creation screen.

You can either select a template (if you have created any) or fill the form manually.

In order to be able to save your noticeboard, you need to fill in the name and message.

To add attachments to your noticeboard

  1. You can drag & drop file(s) into the message area.
  2. Click Attach file(s) button to specify exact path to whichever file(s) you want.
  3. Images can be pasted from clipboard.

Noticeboards can be created for both selected team(s) AND selected user(s), to add more flexibility during creation.

  • Simply write the name of desired person into the field under the “People“.
  • Select any teams you want in the list at the bottom.
    • To ease your selecting you can use check / uncheck all icons. check all uncheck all icons

You can check the box next to “Save as template” so the noticeboard template is created as soon as Save button is clicked.

Notes:

  • If you don’t select any team and person then the noticeboard will be visible to all people.
  • Only files with less than 25MB can be attached.
  • Name and message text fields cannot be filled with only white characters (space, enter etc…) – such form is invalid and cannot be saved.
  • You can freely combine People and Teams, there are no limitations.
  • If you check Save as template and click the Save button then both noticeboard and noticeboard template are created.
  • Once saved you cannot:
    • edit content
    • delete uploaded attachments
    • upload additional attachments
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Noticeboard thread detail

In noticeboard list, click on a noticeboard name in order to get to the noticeboard’s thread detail.

Noticeboard is the only type of thread that cannot be replied to, so message sender is not displayed.

Given the noticeboard is unread then mark as read button is displayed, once clicked then it disappears and others will see that you have read the noticeboard.

In people panel, on the right side of the screen, are displayed people that have access to the noticeboard you are currently viewing. If any of them has marked it as read thenmark all as read iconis displayed next to their name.

  • If you wish to see when they flagged it as read, then place your cursor onto his/her name so the person’s card pops-up, place your cursor over the mark all as read icon in person card.
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Mark noticeboard as read

Given the noticeboard is unread then mark as read button is displayed in noticeboard thread detail next to its name, once clicked then it disappears and others will see that you have read the noticeboard.

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Noticeboard templates

Noticeboard templates can be set up to create a new noticeboard with predefined information. This speeds up the process of regular information flow, and also ensures that it is sent to a consistent user base. Templates are set up to be sent to teams, so that if people are added / removed from teams in the case of new starters or job changes, they are automatically added to the template. Use cases include sales or out of stock reports, or critical workflows like resilience messages in the case of unexpected outages (power / phones / internet etc).

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Noticeboard template list

In noticeboard section, click on the templates button button, you will be redirected to noticeboard template list.

The list ordered alphabetically.

Note that you cannot delete noticeboard templates.

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Create a noticeboard template

  1. Click on New noticeboard template button in Noticeboard template list at the top of the screen.
  2. Fill the form as regular Noticeboard.
  3. When finished click the Save button.
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Edit noticeboard template

You can start editing a noticeboard template by either clicking on its name or on the pencil icon.pencil icon

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Starred section

Wherever you view information on Team Zeus, you can star it, and come back to it later. We recommend the use of starring as part of our OHIO and productivity principles. View our guide, why should I star?

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How is the starred list ordered ?

Items in the list on Starred page are ordered according to when they were starred – most recent are at the top.

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Starring a message / thread

Every message and thread in application has a star icon in the top-right corner which when clicked will flag the given message/thread as Starred/Unstarred.

Starred items can then be viewed in Starred section.

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Filters

At the top of the screen are 5 filters that will help you display what you desire:

  • Everything – If selected, then all types of messages & threads will be displayed.
  • Messages – If selected, then all type of messages will be displayed.
  • Threads – If selected, then notifications about newly created threads will be displayed.
  • Files – If selected, then only messages with attachments are displayed.
  • Links – If selected, then only messages containing a link are displayed.
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Rooms

Rooms are at the heart of Team Zeus and should form the core of your company communication. Rooms are persistent chat rooms that contain a set of users. Rooms can be used for departments (sales / marketing / operations) , workflows (despatch queries, technical support, out of stock), or anything that you desire! We recommend setting up a room for a group of users that spend upwards of one hour communicating per week, in order to save time (one click to talk can improve efficiency dramatically over a period of time).

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Room list

If you wish to see the complete list of rooms, simply click on the “Rooms” in the left hand menu panel.

You can enter a room from this list by clicking its name. Note that you may click only on rooms that you are part of.

Every room has

  • envelopeUnique email address  – right click on the envelope icon in the list of rooms and select “copy email address“. Emails sent (or Cced/Bcced) to this email address will create a new thread in given room.
    • You must be part of the room and the email address used to send the messages must match your email address used to login to Team Zeus, otherwise the email will be refused.
  • people icon - room listTeam filter – If you want to see the full list of members of this room, then this is the right icon to click on.
    • You can click this icon even if the room is not a team, in this case the team filter on the left side of the screen is temporarily added.
  • pencil iconEdit room – You can start editing a room by clicking on the pencil icon.
    • You can edit room only if you are its member or if you have admin rights.
  • hide room iconHide room – Deleting a room would cause a data loss so we implemented a function to just Hide a room instead. All members are removed from such room but the data in given room are still searchable by its ex-members.
    • Only admins can see (and use) this icon.
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Create a room

You can start creating a room by clicking on create new room button button in the room list.

  1. Room name – Has to be unique and has to contain at least one non-empty character.
  2. Room is team – When this box is checked then the room name is displayed in Team filters on the people page. You can also create noticeboards for such teams.
  3. Room is visible for everybody – It works exactly like you can imagine it, when checked then this room can be accessed by anyone. This option cannot be changed after the room is created.
  4. Enable desktop notifications – Leaving this box checked will ensure that you will be notified about new messages in this room either by desktop notifications or with email notification if you are offline.
  5. Close inactive threads – If checked then threads in this room that have last activity > 7 days are automatically closed.
  6. People chooser – Here you can choose who will become member of the room.
  7. Members  Under the people chooser is a complete list of room members where you can remove anyone from the room, even yourself if you don’t want to be part of the room anymore.

Notes:

  • You don’t need to add yourself to member list, you are part of the room automatically.
  • In order to receive email notifications from room that has “desktop notifications” checked, you also need to have allowed offline notifications in Your Profile -> Settings.
  • If a room is visible for everybody then people chooser and members are not displayed, as in this case it would be useless.
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Edit a room

You can start editing a room either by clicking the pencil icon pencil icon in the room list or by clicking on edit room button button in the room itself.

  1. Room name – has to be unique and has to contain at least one non-empty character.
  2. Room is team – when this box is checked then the room name is displayed in Team filters on people page. You can also create noticeboards for such teams.
  3. Room is visible for everybody – it works exactly like you can imagine it, when checked then this room can be accessed by anyone. This option is set during the creation of a new room and cannot be changed after that.
  4. Enable desktop notifications – leaving this box checked will ensure that you will be notified about new messages in this room, either by desktop notifications or with email notification if you are offline.
  5. Close inactive threads – if checked then threads in this room that have last activity > 7 days are automatically closed.
  6. People chooser – here you can choose who will become member of the room.
  7. Members  under the people chooser is complete list of room members where you can remove anyone from the room, even yourself if you don’t want to be part of the room anymore.

Notes:

  • In order to receive email notifications from room that has “desktop notifications” checked you also need to have allowed offline notifications in Your Profile -> Settings.
  • If room is visible for everybody then people chooser and members are not displayed, as in this case it would be useless.
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Room detail

If you click on a room either in room list or in the left hand menu panel, you will be redirected to the thread of the room with the most unread messages or to the general thread.

Every room has its general thread which is a persistent thread in a room and should be the default thread for communication in a room.

  • It has a fixed set of people – people can’t be added to or removed from a general thread, unless they are added or removed from the room.
  • General thread cannot be closed.
  • You cannot send decision messages into general thread.
  • General thread cannot be renamed.

 

How is a Thread in a Room different to the General Thread?

You can create a thread in a room for a specific discussion point, and this thread can have additional users (that are not part of the room) added to it. For example, if you wanted to discuss a marketing question, but needed an answer from someone in operations, you could create a new thread in the marketing room and add the person from operations – Saving you time and ensuring accuracy as everyone from marketing is already part of the thread. Any users added to a thread will be able to see this thread in their ‘invited’ section, they are not added to a room. These threads can be open / closed, whereas a general thread is persistent and will remain open infinitely.

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Activity tab

If you are returning to a busy room after you have been away from your desk for a while, you can click on ‘activity’ in room detail in the top right-hand corner to see a complete list of activity (without thread filters), enabling you to catch up quickly.

Note that it works basically the same as Notifications page, the only difference is that activity tab contains only activity from threads in given room.

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Thread list

Once in a room detail you will see list of threads, ordered by date of creation, that:

  • are open
  • have 1 or more unread messages
  • are closed but you visited them in last 5 minutes.

If you want to see threads that are closed then simply click on the “Load All Threads” button.

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Create a thread

In room detail, click on the create new thread button button which will take you to a new thread creation form, where you have to enter the name and a message. Additionally you can attach files and add people which are not members of the room. Click the Save button and that’s it.

Note that people explicitly added to thread in a room:

  • will see the thread in the Invited section,
  • will only have access to given thread, not to the full room.

You can drag & drop file(s) into the message area. You can also paste images from clipboard.

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Flexi threads

Flexible communication is supported by Team Zeus – and it’s given it’s own little area. Flexi threads enable members from different departments to have temporary conversations about a particular topic – which will be closed when the matter is resolved. Flexi threads help to destroy the ‘cc’ war , as all conversation is transparent, and people that are added to a thread can see the entire history to allow them to make an informed decision.
Examples include sales requests where expertise is required from more than one department / open discussions regarding a single customer issue / requests to a department where more than one person can assist. Anything that your heart desires!

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Flexi threads list

Once in a Flexi threads list, you will see a list of threads, ordered by date of creation, that:

  • are open
  • have 1 or more unread messages
  • are closed but you visited them in last 5 minutes.

If you want to see threads that are closed, then simply click on the “Load All Threads” button.

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Create a thread

In the Flexi threads list, click on the  create new thread button button which will take you to a new thread creation form where you have to enter the name and a message. Additionally, you can attach files and add peopleClick the Save button and that’s it.

Notes:

  • you can also add people after the thread is created.
  • You can drag & drop file(s) into the message area. You can also paste images from clipboard.
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1-1 chats

Private chats between you and another person can form a core part of your daily communication, and while we’d suggest that open conversation is used in general, we understand that sometimes privacy is required. Only the sender and recipient of a 1-1 chat can view these messages, providing a secure place to collaborate where necessary. When you’ve started a conversation with another person, a single, infinite thread is created to ensure that everything is in one place – and thread toggles are still present, so you can easily filter to shared files / links. All content in 1-1 chats is indexed to the individual user’s search results – so will appear in your search results only.

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1-1 chats list

This thread list is different apart from others, there isn’t a “Load all threads” button as 1-1 chat can’t be closed. The list is divided into 4 sections (starting from the top of the screen):

  • Last activity is less than 24 hours.
  • Last activity is more than 24 hours and less than 7 days.
  • Last activity is more than 7 days.
  • In this last section, are users that are deactivated regardless their last activity.

Each section is alphabetically ordered. Next to every person’s profile picture is status indicator, which will tell you if the user is Online / Away / Not Available / On Vacation or Offline (if you are not sure which color means what, simply place your mouse over the status indicator).

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How to start new 1-1 chat

There are several ways how to do that:

  • In People panel -> Person card click the 1-1 chat icon. 
  • Click the name in People panel (probably the fastest way).
  • In People list click the 1-1 chat icon.

Note that if you haven’t been chatting with the person you’ve opened the chat with, then he won’t remain in the 1-1 chats list until one of you send the other one, at least 1 message. Otherwise he will disappear from the list as soon as you leave the thread detail.

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Invited

When you have been added to a thread in a room that you are not part of (for example, your input may be required in a single thread discussion), the thread will appear in here.

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Invited threads list

Once in a Invited threads list, you will see a list of threads, ordered by date of creation, that:

  • are open
  • have 1 or more unread messages
  • are closed but you visited them in last 5 minutes.

If you want to see threads that are closed, then simply click on the “Load All Threads” button.

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Thread detail

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Date filter

You can click the little calendar next to Everything Filter and select the date you desire or use the arrows:

  • start of the conversation
  • previous day
  • next day (this one is disabled when on current day)
  • live feed – this one will reset the date filter and will display the most recent messages.
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Rename thread

Clicking the name of the thread will activate the edit mode, where you can change the name.

Note:

  • Thread must be open in order to be able to rename it.
  • Thread name must not be made of only empty characters e.g. spaces.
  • As soon as the thread name is changed, a system message is sent to the thread, notifying all users that you have changed the name.
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Re-size your thread list

While in the thread detail you can grab the bottom border of thread list and freely change its height.

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Message sender

Important notes:

  • Message sender is not displayed in threads that are closed and in noticeboard threads.
  • Message sender doesn’t havesend & close” and “send as decision & close” buttons in 1-1 chat thread detail and in general thread in a room.
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Delete uploaded file(s)

Files are only sent when you press the ‘SEND’ button, so if you have uploaded the incorrect file or don’t want to send it, simply hover your mouse over the paper clip icon in the bottom left hand corner adjacent to the message sender, display the popup with list of uploaded files and delete the file you want.

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Edit your last message

We’ve all done it. In a hurried typing frenzy – or where we’ve succumbed to our enthusiam – we’ve hit ‘send’ and then stared at the glaring error! No fear, Team Zeus let’s you edit the last message you have sent in a thread…

Simply press the ‘up arrow’ key on your keyboard – and your message will re-appear in the message input box. Simply edit accordingly, and press send. The message will be updated, and a handy little pencil icon will show up on the right hand side to show that this comment was edited. Misspellings and incorrect punctuation will never see the light of day – and effective team communication is restored!

Note that noticeboard is not possible to edit once sent.

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How do I delete a message that has been sent?

It’s not possible to delete a message that has been sent. In certain circumstances, we can delete a message for you – please contact us if you’d like something removed.
Other option is to press “up arrow” on your keyboard to edit your last message.
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Send & Close

Do you want to send a final message and then close a thread? Save yourself from having to do two actions by typing your message and then pressing ‘send & close’ – the system will complete all actions for you!

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Send as decision & close

The button “send as decision & close” enables you to mark your last message as a decision – allowing for easy retrieval of question & answers in the future – helping to form a proper archive. The thread is closed when your decision has been sent.

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Re-size your message sender

You can grab its top border when typing longer message to suit your needs!

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Formatting a message

Team Zeus has an emphasis on concise, short hand communication. However, when you do need to write a slightly longer message, then formatting is available.

To insert a new line, press the SHIFT + ENTER keys of your keyboard. This allows you to break up text into paragraphs, for example.


To create a bullet point list, simply put a * before each line of text:

  • * Lorem ipsum dolor sit
    * Amet, consectetur adipiscing
    * Ut a velit urna

You can also create an ordered list by putting numbers at the beginning of each line:

  • 1. Lorem ipsum dolor sit
    2. Amet, consectetur adipiscing
    3. Ut a velit urna
    

To emphasize words in a message, use the following codes:

  • *italic* (with one asterisk surrounding a word)
  • **bold** (with two asterisks surrounding a word) OR __bold__ (with two underscores surrounding a word)

When you want to define a piece of computer code for example use:

  • ```surround the text with three backticks to achieve this effect.```
  • same as html tag <pre>
    ```
    Use three backticks at the first line and other three at the last line to achieve this effect.
    ```

To make a heading simply wrap a whole line between a hashtag # symbols:

  • # This is a heading # 

You can also create nicely styled table by following the patter below:

First Header  | Second Header
------------- | -------------
Content Cell  | Content Cell
Content Cell  | Content Cell

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Embed an image

If you need to embed an image into your message you can do so as shown in the following example:

![alt text](https://example.path.to.an.image.jpg)

Notes:

  • Alt text can be omitted but brackets have to stay, just leave them empty.
  • You have to use https protocol, not http to make it work.
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Forgotten Attachment Detection

When creating a Flexi thread, Room thread or Noticeboard, the application will prompt if someone says: “attached,” “attachment,” “PSA…” but actually forgot to attach some files to a message.

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FAD keywords

Primary keywords – When you type something from the following list but forgot to attach a file then you will be notified:

'have attached'
'find attached'
'pfa'
'psa'
'see attached'
'see attachment'

Secondary keywords – If found in combination with message context then you will be notified:

'attaching'
'attached'
'enclosed'
'enclosing'

Message context – If found in combination with Secondary keywords then you will be notified:

'doc'
'file'
'sheet'
'xml'
'result'
'notes'
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