The Q-Log

The Q-log is an internal messaging system. This area allows a user to send, receive, and archive messages within the BestNotes system. Users can also send email messages into the Q-log from other email addresses. This section will teach the basics of how to use the Q-log messaging system.


Sending Email to Q-log


Emails can be added to a contact's activity log, so that they can be referenced from within BestNotes alongside all other logged data.

Each user that has access to the Q-Log can click on the Settings tab where they will will see a Q-Log Email Address near the top of the page.  That email address can be copied and added to the email client so that emails can be uploaded to BestNotes and attached to the relevant client.


Once the desired document has been emailed to the Q-log:


1. Click on the Update button.
2. Add the client's name to the Log to box in the upper right hand corner.
3. Then click Send.
4. The system will ask to continue even though no participants have been selected, click Yes.

The email will now be visible in the client's activity log.

Creating Q-logs

Creating Q-logs


To create a new message, navigate to the Dashboard and click on the new message button. A new message window will display. In this window a user can select the type of message, the participants or recipients of the message, enter the body of the message, or log this message to a Contact's Face Page. The visibility of the message can be restricted to members of specific groups. At the bottom of this window is an Email Alert checkbox, check this box if an e-mail alert needs to be sent to the recipients.

After composing the message, two options are available:

  1. Send- this option will send the message and leave a copy in the user's inbox. This option is chosen if the user wants notification that the recipient has read the message. The names of the recipients will appear in red until the message is read. Their name will appear black after they have read the message.

     2. Send and Archive- will send the message to the participants and then move the original message to the archived folder.

Managing Q-log

Searching


In the upper right hand corner of the Q-log screen is a search bar, which searches the contents of all messages, both in the inbox and archived folders, for messages matching the word or phrase typed in the search bar. Click the reset link in the peach colored bar below the search bar to return to the inbox.

Replying


To reply to a message:
  1. Click on the message that needs a reply
  2. Click update
  3. Enter the reply in the Create Entry/ Respond
  4. Choose the appropriate send button
Notice the Q-log transcript contains a summary of the conversation as it occurs

Other Options

When a message is selected in the Q-log, a user may:
   
1. Print the message (located on the dark grey bar next to the archive button)
    2. Create a task
    3. Mark the message as unread

Archiving Q-logs



  Sent Q-Logs cannot be permanently deleted, but instead can be archived to remove them from view.  The originator of a Q-Log can remove both contacts and participants, leaving it visible only to the originator.  Additionally, participants are also able to remove contacts.

Individual Entries

To archive an individual entry, click the entry and then click the 'Archive' button on the gray toolbar above the Q-Log content. 

Multiple Entries

To archive multiple entries:
  1. Check the box to the left of each entry, or click the drop-down arrow to the left of the 'New Message' button and click Select All (see image below)
  2. Click the drop-down arrow to the left of the New Message button above the Q-Log list and click Archive Selected


Viewing Archived Q-logs

To view archived Q-logs, click on the inbox drop down menu and select Archived.
 
  You can also use this drop down menu to filter the messages in either the inbox and archived folders.