The chat function is a way of keeping all communication regarding a job within the DotApprove job bag. This minimises the time it would take to upload emails into a job bag. It can also save time for an approver and workflow owner by getting approval quicker: instead of having to reject a workflow if something is unclear, you can ask questions over the chat.
Chats can be accessed quickly and easily within DotApprove for each job bag created ensuring you have a clear audit path of how collateral was approved.
This feature is an additional cost to your current DotApprove system so if you would like to have this feature installed on your DotApprove system please don't hesitate to contact our Customer Success Team who can talk you through how this can be implemented on your system. The team can be contacted via our email address firstname.lastname@example.org
Chat can be accessed and begun either from the job within the 'Chat' area or within the workflow approval screen.
Viewing/ beginning chats within a job
To access the chat function via the job, click into the 'Chat' area.
When in this Chat area, discussions can be seen from all workflows. In the example below two discussions were made while the design workflow was running. To expand the conversations click on the subject. If you wish to begin a conversation from here, click on the 'New' drop down and then 'Discussion' button.
Viewing/ beginning chats within a workflow approval
Within your workflow task, at the bottom of the screen, you will see a screen similar to the below. This is where new chats can be created. To create a new discussion click on the 'Add new discussion' button.
You will be asked to add the subject of your discussion and within the body, start your chat. You can also attach files to the discussion by clicking on 'Attach File' and browsing for your required file. Once completed, click 'OK'.
Creation of the chat
Creating a chat on the workflow will send an email to all approvers and reviewers on the workflow. If a user wishes to add a comment, they can do so by clicking on the 'Here' button.
If you are already signed-in and on the page you will see a small yellow box appear telling you that a new discussion has been created. Click on the hyperlink to view the discussion.
Receiving chat replies
When another user replies to a chat, all users will be emailed with the updated reply. Within the email, you will have a copy of what has been sent in the chat. If you wish to open the chat within DotApprove click on the hyperlink within the email.
Clicking on the hyperlink displays the chat within the approval screen. You can also view other discussions by clicking on the button 'Back to discussion'.
Creating more discussions
You can add as may chats as you like. All you need to do is click on 'Add new discussion' or create a chat within the job.
Please note - chats for the running workflow will only appear on the workflow task screen. Once a workflow has been completed chats are no longer editable.