Who can use this screen
The Mail arriving tab appears only where receiving email is part of your plan.
The header
The tabs are What you are told about, Email, Text messages, Teams, Telegram, WhatsApp, Push, Mail arriving and What was sent.
What you are told about
Everything this system can tell somebody about. Switching one on uses the wording and the audience we ship — open it to read or change either.
Each event row shows its name, a sentence saying when it is sent and who it goes to, the channels it has wording for, its audience (for example to requester or to whoever the schedule names), any document it carries as an attachment (carries Gate pass), warnings such as no wording or nobody subscribed, and its switch:
Opening an event
Editing the body
The body opens in a visual editor with buttons for Bold, Italic, Underline, Strikethrough, Heading, Bulleted list, Numbered list, Quote and Link. Beside them:
Some wording has a layout the visual editor cannot hold — a coloured box, a table, a picture, or
colours, borders and spacing on part of it. Wording like that opens as HTML, with a sentence above
the box naming what the visual view would simplify, so nothing is lost by opening it. Switching to
the visual view asks first: Switch anyway opens it, Stay in HTML keeps you where you are.
Switching alone changes nothing; only an edit made in the visual view saves the simpler layout, and a
note says so for as long as it is open.
Wording per module
An approval event is about whichever kind of record a workflow held — a requisition, an asset transfer, a work order move. Under Wording per module you can give an approval event different wording for each kind, sent instead of the general wording when the request is about that kind. Anything not listed is sent the general wording. Each row names the module, the channel and the subject, with Edit. Add wording for a module lets you choose one from Choose a module… — the list is the modules that have a workflow and no wording of their own yet — and Write its wording opens the email wording already filled in from your general email, so you change only what differs. The form says which event, module and channel it is for, for example “Sent when: … · about a … · by Email”. Where every module with a workflow already has wording, the list says so: “A module appears here once a workflow is set up on it.” Saving puts the new wording in force at once; what it replaced is kept, so a record of what earlier messages said stays true. Each message carries a link to the record it is about. Add under Who hears it opens New audience:
Whoever looks after it is for events whose record names its own people. Today that is the
reader events: a reader’s person and backup, else the head of its site, else the organisation’s
administrators (see readers). An event row with this
audience reads to whoever looks after it.
Each audience row names the role, person or site it reaches with the kind of target beside it in words — or, for a target that names nobody in particular, just the kind, such as Requester — followed by its channel, its quiet hours (any time if none), and Off if it is disabled.
The events
The full list is always what the screen shows, scoped to the modules you have. As shipped:
The three date reminder events send the lists a reminder produces. Who receives
them, how far ahead and how often are set on each reminder, so these events have wording but no
Who hears it of their own, and their row reads to whoever the schedule names. Switching one off
stops every reminder of that kind being sent.
The channels
Each channel has its own tab, and each answers the same questions: whose account sends it, what it authenticates with, and whether it works — proved by sending a test. Every credential is write-only: typed once, encrypted, and afterwards shown only as its last few characters. A channel switched off records its notifications as suppressed rather than queuing them, so nothing piles up.
Your own relay asks for:
Save stores the choice. Under Whether it works, Send a test to (leave empty for your own address) and Send a test — a relay is not used until a test has got through it.
Text messages
Teams
Save room adds it. Each room can be tested.
Because Teams can only post into rooms, every audience on the Teams channel names one of these
rooms. Audiences that used to name a role or a person on Teams never delivered anything and have
been removed; any that named a room on another channel now show that room’s own channel, which is
where their messages were going.
Telegram
Add the bot to the Telegram group first; Telegram will not let it post into a chat it is not a member of. Replacing the token is a different bot, in none of your groups yet.
What the bot does for a connected person. Somebody who has connected Telegram on their
profile can talk to the bot directly:
The commands only ever answer about the person’s own requests in your organisation. A notification
sent to a person in Telegram carries an Acknowledge button, which marks it as seen and takes the
buttons off, and an Open button where it links to a record. A forwarded notification cannot be
acknowledged by anybody else.
Messages that arrived lists what people sent the bot. Where a message came with files, the line
under it (for example 1 of 3 attached) opens What this message arrived with: each file, its
state, and the reason one failed. Try again fetches a failed file again — useful after a token
was replaced.
What Meta sends back. Once a sender is chosen, this section connects the reports Meta sends:
which messages were delivered and read, messages people send to your number, and how Meta rates the
number.
On the shared number these settings are kept working for you, and the section only shows what Meta
reports. If your deployment has no address for Meta to report to, the section says so: WhatsApp can
then send but cannot hear back.
What people sent lists messages written to your number, with Arrived, From, Message,
Outcome (raised or refused), what it Became and whether it was Answered. A message from
a confirmed number becomes a work request raised as its sender, and the reply comes
from the number they wrote to. A message is refused when nobody has confirmed the number it came
from, when there was nothing to read (a photograph, voice note or sticker on its own), or when the
sender’s role may not raise requests. A photograph sent with words is not kept with the request yet;
the reply says so and asks for it to be added in the app.
Delivery receipts are recorded against each WhatsApp message. One that Meta accepted and then could
not deliver turns to Failed on What was sent, with WhatsApp could not deliver
this and Meta’s reason, rather than staying Sent.
Push
Mail arriving
Only mail from people the product knows — your users, and vendor contacts linked to one — becomes a request.
New mailbox:
The mailbox is given its own address when saved; forward your existing address to it.
What was sent
Messages
The conversations and record discussions these events are often about.