Sending Messages and Reminders
There are times when you need to remind a contractor of the expiring invitation date or an incomplete section. You may also need to send a private message to get the required information or let the provider know about some changes. In this case, you can use the ability to talk to your contractors via messages on the My Invitations page.
- On the Active Invitations page, select the providers to whom you want to send a message.
- Click Actions.
- In the drop-down list that opens, click on any of three options:
- Send Invitation Reminder
- Send Incomplete Section Reminder
Send Email (former custom message)
Should you need to leave an internal note, invisible to the provider, head to the Invite Details page and enter the note from that page.
- Click Confirm. The message or reminder is now sent, and the contractor will get a notification.
Now that a message is created, you can find this and other notes under the message history on the Invite Details page. Read up on Tracking Message History. On the Invite Details page, you can also post more messages to your provider or personnel members under the Onboarding Activities section.
Sending Messages from the Onboarding Activities Section
Within the Onboarding Activities section, you can send messages to the invited provider or leave an internal note (invisible to the provider) regarding the onboarding process.
Some actions under the Onboarding Activities view are restricted based on the user’s role.
User role | View Notes History | Save Internal Note | Send Email to the Provider |
|---|---|---|---|
Data Reader | ✅ | ✅ | ❌ |
Data Writer | ✅ | ✅ | ✅ |
- Navigate to the Invite Details > Onboarding Activities section.
- Select the radio button next to the desired option:
- Save Internal Note: Visible within your company only. The maximum length of an internal note is 1,000 characters.
- Send Email to the Provider: Will be sent out as an email notification to the provider. You can track the emails in the notes history. This option is inactive when the invitation flow is completed (the invite is on the Inactive Invitations page).
- Save Internal Note: Visible within your company only. The maximum length of an internal note is 1,000 characters.
- (When applicable) If a different action is required, click the Actions button to the left and select the necessary option.
- Enter your message in the field (below the radio buttons).
- Click Save or Send depending on the note type chosen in Step 1.
Your note has been created and captured in the message history. You can review all added notes under the History section.
Tracking Message History
You can scan through the history of notes by navigating to the Invite Details page. Look for the Onboarding Activities section that houses a comprehensive chronological note history between you and the provider — with the most recent note on top.
The unified Onboarding Activities view consolidates invitations, messages, notes, and status changes into a single, scrollable view, offering more visibility into critical onboarding interactions and enhancing the onboarding process. Having a centralized history of communication records ensures that all team members are fully informed of key updates and tasks.
Filtering Onboarding Notes
All notes can be filtered by activity type. By default, the history section reflects the full message history with the provider, including the internal notes posted over the last 365 days.
By applying the filter, you can locate all internal notes in one go, sifting out external messages. It also lets you review notes related to compliance requirements, including basic, custom, and insurance requirements.
- Navigate to the Onboarding Activities section.
- Under History, expand the drop-down list with activity types.
- Pick the desired option(s), for example, Internal Note.
- Click outside the drop-down list to apply the filter.
The note history will reflect the notes of the specified type(s) only.
Onboarding Note Types
Activity Type | Description |
|---|---|
Internal note | Notes that are visible to your internal personnel only. Internal notes could be generated for the invites in all statuses and by users with both the Data Reader and the Data Writer roles. |
Basic requirements | Notes that cover the communication around the basic requirements in Compliance Manager:
Generated for the invites in the following statuses:
|
Custom requirements | Notes that cover the communication around custom requirements of the client.
|
| Notes that cover the communication around the certificates of insurance (adding, updating, and deleting the certificates). Generated for the invites in the following statuses:
|
Invite actions | Messages that are sent out to the provider automatically on the following occasions:
Generated for the active invites in the following statuses:
|
Email sent | Former custom message. An email notification that you send from Compliance Manager to your provider. Generated for the active invites in the following statuses:
|
Viewing Notes
LABELS
Every note has a label that helps you navigate between different types of activities: invite actions, internal notes, notes related to compliance requirements, etc. You can filter notes by activity type.
SHOW MORE
For a lengthy note, click Show More to display the note in full.
SENDER and DATE
Check who sent the note and when it happened. Be aware that messages can be posted by you, by providers, and by the platform. For automatic messages generated by the system, you will see the Auto Process marker.
When the note is added by the provider, you will see the Provider marker next to the sender’s name.
REQUIREMENTS
When a change to requirements (basic, custom, or insurance) triggers a notification, the note appears in the message history. Clicking the link will navigate you to the corresponding requirement section where you can take further action, if necessary.
The screenshot to the right shows that the certificate of insurance was submitted by the provider for review. You can click the link to review the insurance.
