For instruction on how to create, view, and reply to messages associated with an incident, Daily Log event, or injury/illness occurrence, click the following links or use the scroll bar to scan the page.
Every organization that is responsible for managing emergencies must handle internal and external messages, as well as post information to some sort of log, journal, or other list of items. The Message form combines both the message management and information posting functions. Create, email, and respond to messages about an incident, Daily Log event, or injury/illness occurrence using the Message form. In the Attachments section, link files that exist in third-party applications, such as Microsoft Word, to the message for easy reference.
Messages can be entered manually to track every aspect of information flow about an incident and in many cases, to request or provide information or assistance. In addition, messages are automatically generated as the result of an incident-, Daily Log-, injury/illness-related action, such as when resources are deployed and checklist procedures are completed. For both methods, the Incident field entry defines message and incident/Daily Log/Injury/Illness associations, so the message appears in the appropriate Messages list.
Send the message as an email to the personnel identified in the To section on the Message form. One or more recipients can be specified and/or a team can be identified in the Group/Team Email Message To section. When the message is saved, it is automatically sent to the email address specified in the recipient's/team member's contacts and personnel record. The initiator, or sender, of the email is identified with the email address in the logged-in user's contact and personnel record. Any file links associated with the message in the Attachments section are also included with the email. If a recipient is added after the initial message is sent, just the newly added recipient will receive the message. Should the message text be updated or changed at any time, all of the recipients will automatically be sent the modified message.
Note:
If the email address of the initiator is invalid, the email address
defined for the EmailFromAddress setting in the configuration file is
used. Refer to Configurable
Settings for additional information.
An email reply can be sent directly from the Message form. The original sender is included in the To section with all of the other recipients of the message. Existing recipients can be removed and new recipients added. Enter the response in the Message section and save the record. The reply emails are generated and the response is added as a new message on the Watch List Messages tab and the Messages list.
Messages are automatically numbered consecutively by the system for identification and reference purposes. Several browse views are available for locating messages:
Messages List - shows all the messages associated with incidents, Daily Log events, and injury/illness occurrences.
Tasking List - shows all the incident, Daily Log event, and injury/illness occurrence messages assigned a Task Message Type.
My Messages List - view the incident, Daily Log event, and injury/illness occurrence messages sent to the logged-in user.
My Tasks List - view the incident, Daily Log event, and injury/illness occurrence messages with a Task Message Type sent to the logged-in user.
My Requests List - view the incident, Daily Log event, and injury/illness occurrence messages with a Request Message Type sent to the logged-in user.
The standard search features are provided for each browse view to filter the list of messages displayed. In addition, the New button is available to create new messages.
Note:
All messages are filtered based on the logged-in user's assigned
Entity Access profile. Messages with no entity association are viewable
by all users. Refer to User
Security Management for additional information.
Access the Message form by clicking the Messages link in the Navigation Tree or by clicking the Add New Message link on the Watch List Messages tab. The logged-in user's ID is automatically entered in the From field and the Date and Time field entries default to the current date and time, both of which can be changed when applicable. For messages that are task- or request-related, specify the appropriate Message Type so the message can be listed in the My Tasks/My Requests message browse views. An entry is required in the Incident and Subject fields; the entry in the Incident field identifies the message and incident/Daily Log/Injury/Illness association. Use the Attachments section to link files that exist in third-party applications, such as Microsoft Word, to the message.
Send the message as an email to the personnel identified in the To section on the Message form. One or more recipients can be specified and/or a team can be identified in the Group/Team Email Message To section. When the message is saved, it is automatically sent to the email address specified in the recipient's/team member's contacts and personnel record. The initiator, or sender, of the email is identified with the email address in the logged-in user's contact and personnel record. Any file links associated with the message in the Attachments section are also included with the email. If a recipient is added after the initial message is sent, just the newly added recipient will receive the message. Should the message text be updated or changed at any time, all of recipients will automatically be sent the modified message.
Tip: When adding a message via the Add
New Message link on the Watch
List Messages tab, begin with step 3 below.
Click Data
Entry > Messages and Tasking > Messages in the Navigation Tree to access the Messages list.
A new message can also be created from the other message-related browse
views, e.g., My Messages, Tasking, etc.
Click the New
button.
The Message form is displayed
with the logged-in user's ID in the From
field and the current date and time in the Date
and Time fields.
Change the Date and Time when necessary.
Select a message Type,
Priority, and Status
from the list for each field.
If the applicable type or status is not listed, click the Ellipsis
button next to the field and add it.
Select an incident, Daily Log, or
illness/injury record from the Incident
and associated Operational Period
from the list for each field.
The list of values for the Incident
field includes incidents, Daily Logs, and injury/illness records.
If the appropriate value is not listed, click the Ellipsis
button next to the field and add it.
Complete the message Subject and By fields. The Subject field requires an entry.
Select an Enterprise
Entity from the list, when applicable.
Tip: A message must be saved before attachment links
can be added. Since emails are automatically generated when the message
is saved, to include attachment links with the email message, save
the message first and then add recipients.
Select a Team as a recipient in the Group/Team Email Message To section, when applicable.
Identify individual message recipients
by clicking Add To in the
To section, selecting a user
name from the list, and clicking OK.
Recipients are displayed as line items in the To
section. Edit existing recipient information using the buttons adjacent
to the line item.
Expand the Contact and Completion Information section when necessary and enter a contact name, a phone number, and completion dates/times. The Calendar button is available to select dates.
Type the message text in the Message section.
Click the Save
button on the form.
When the message is saved, it is automatically emailed to the members
of the selected team and the recipients identified in the To
section.
Add reference or operational control documents in the Attachments section. Refer to Adding and Viewing Reference Documents for additional information.
Messages can be viewed via the Watch List Messages tab. Each message is a separate line item. Click the message link to review additional details about the message. One of the message browse views can also be used to view messages associated with an incident, Daily Log, or injury/illness record:
Messages List - shows all the messages associated with incidents, Daily Log events, and injury/illness occurrences.
Tasking List - shows all the incident, Daily Log event, and injury/illness occurrence messages assigned a Task Message Type.
My Messages List - view the incident, Daily Log event, and injury/illness occurrence messages sent to the logged-in user.
My Tasks List - view the incident, Daily Log event, and injury/illness occurrence messages with a Task Message Type sent to the logged-in user.
My Requests List - view the incident, Daily Log event, and injury/illness occurrence messages with a Request Message Type sent to the logged-in user.
The standard search features are provided for each browse view to filter the list of messages displayed. In addition, the New button is available to create new messages.
Note:
All messages are filtered based on the logged-in user's assigned
Entity Access profile. Messages with no entity association are viewable
by all users. Refer to User
Security Management for additional information.
Open the Messages and Tasking folder in the Navigation Tree and click one of the links to view the corresponding messages list. Click a link for the message to open the Messages form.
Send an email response for an existing message by clicking Reply in the Message section of the Message form, typing the response, and saving the message. When you click the Reply link, the activity described below takes place:
The original sender is added in the To section with all the other recipients of the message.
A RE: prefix is added to the entry in the Subject field.
The following reply header is added as message text in the Message section:
|
----Reply Header---- |
|
Subject: Original Subject field entry |
|
Date: Reply Date and Time |
When you click the Save button,
the reply emails are generated and the response is added as a new message
on the Watch List Messages the
and in the Messages list.
If any of the contacts listed in the To section should not receive the reply message, click the Delete button adjacent to the line item to remove the recipient. Conversely, additional recipients can be added. If a team is associated with the message whose members should not receive the reply email, select the blank option from the Team list in the Group/Team Email Message To section to remove the team association. Or, select a different team from the list when applicable.
To reply to a message
Open the Message form and click the Reply link in the Message section.
Enter the response in the Message section, beginning on the first line above the Reply Header.
Review the email recipients in the To section. Follow the guidelines below to add new or remove existing recipients.
To add a new recipient, click Add To, select a user name from the list, and click OK.
To remove an existing recipient, click the Delete button adjacent to the line item.
Review the Team entry in the Group/Team Email Message To section. If a team is associated with the message whose members should not receive the reply email, select the blank option from list to remove the team association. Or, select a different team from the list when applicable.
Click the Save
button on the form.
The reply emails are generated and the response is added as a new message
to the Watch List Messages
tab and Messages list.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to a message:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema).
Each link or attachment is displayed as a line item in the Attachments section on the Message form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description of the document and the Document Location field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
Based on your Essential implementation, the ability to log into your email account through the Emergency module can be available via Data Entry > Messages and Tasking > Email in the Navigation Tree. The same User Name and Password entered when accessing your email account outside of Essential are required. The Mailbox field should contain your full email address or a value that represents your full email address such as your User Name.
The configuration keys listed below must contain valid entries to activate email integration. If a connection can not be made, an instructional message is displayed to contact your system administrator for assistance.
EmailServer
EmailFromAddress
ExchangeDomain
ExchangeURL (a subdirectory may be required to access the proper virtual directory)
The setting for the MailInboxName configuration key may also affect integration. Valid settings can include blank (no entry) value, an Inbox value, or a Postvak in value. Refer to Configurable Settings and the Essential installation documents for additional information. When necessary, consult with the person at your entity who is knowledgeable about the Exchange Server and its configuration.
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