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Inbox Collaboration and Assignment

How notifications and to-do items are sent and assigned

Christine Santiago avatar
Written by Christine Santiago
Updated over a week ago

Your Aspire inbox is a great place to organize everything happening in your community, from questions to members to new posts being made. To help you better manage your inbox, this article will walk through when you or team members should expect notifications, and how you can assign and track to-do items.


Notification: This is a one-time email to you to let you know something has happened. For example, you might receive an email in your Gmail/Outlook inbox letting you know someone has posted for you:

To-Do Item: This is any thread in your inbox that you have not marked as done yet.

💡 The main difference is that the to-do items stick around until you complete them and mark them as done, while notifications let you know about things that might be happening, often linking to a to-do item.

Mark Read/Unread: Users will be able to mark messages as read/unread even after reading the message

  • The Inbox folders (Non-Assigned to Me folders) will show a count of Unread Messages

  • Assigned to Me Folders will show the count of messages marked as “To-Do”


App Notifications: This folder contains all the system-generated messages that are sent based on actions taken by the user or by the creator

  • This folder can be filtered based on application type:

📣No : App Notifications Folder will not have To/From filters as those do not apply


Sent Folder: This folder contains messages that are sent by the user

  • Users will see newly composed messages within this folder rather than the inbox

  • Assigned to Me Folder - whenever a user responds to a message from this folder, it will automatically be marked as “Done”

Search and Filter:

  • Ability to search/filter the inbox

  • You can search by:

    • To - search by who the messages are sent to

    • From - search who the messages are sent from

    • Has the words - keywords within the messages/threads

    • Assigned to - messages/threads assigned to this user

    • Date - date range of when the message/threads were received

    • Message type - IGDM or Email

📣 Note: App Notifications Folder will not have To/From filters as those do not apply.

Notifications for To Dos

If you are automatically assigned as the owner of a to-do item, in most cases you'll receive a notification in your email letting you know about the new to-do item. The main exception is for emails, since you already receive the email itself, so there is no need for Aspire to send an additional notification letting you know about it.

Using assignments to collaborate:

If for any reason you need to reassign a to-do item, you can do so from the top of the thread (as shown below).

Assigning to another user will make this to-do item show up in their "You" list, while removing yourself from the assigned people will remove it from your own "You" list. Note that for now, assigning another team member will not notify them, so if they are not regularly checking Aspire, you'll need to let them know to take action.



FAQs

Why does assignment matter?

To-do items that are assigned to you show up under "You". Items not assigned to you will show up under "Unassigned" or "All". Note that to-do items can be assigned to more than one team member.

How do to-do items get assigned automatically?

There are two ways that a to-do item might get assigned automatically:

  1. The first is if you are the owner of a relationship, then anything that happens with that member will get assigned to you, even if it was not initiated by you. For example, if another team member has an email conversation with a member for whom you are the owner, you will see that conversation under "You" in your Inbox so that you can follow along. We did this to ensure that relationship owners always have full visibility over their important relationships.

  2. You are the one directly involved in the interaction. For example, if a member emails you directly, then the to-do item for that email will be assigned to you. This will happen even if you are not the owner of the relationship, in which case both you and the owner will be assigned to the to-do item.

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