sage 300 construction and real estate - accordant … mycommunicator for outlook is a new microsoft...

Sage 300 Construction

and Real Estate

MyCommunicator User Guide

Version 13.2

Sage MyCommunicator for Outlook User Guide

NOTICE This document and the Sage 300 MyCommunicator software may be used only in accordance with the accompanying

Innovative Software Design End User License Agreement. You may not use, copy, modify, or transfer the Sage 300

Construction and Real Estate MyCommunicator software or this documentation except as expressly provided in the

license agreement.

© 2014 Innovative Software Design. All rights reserved.

Sage MyCommunicator for Outlook User Guide

Contents Chapter 1 – Getting Started .......................................................................................................................... 1

What is MyCommunicator? ...................................................................................................................... 1

Why develop Sage 300 CRE MyCommunicator for Outlook? ................................................................... 1

Document Objectives ................................................................................................................................ 1

Conventions Used in this Document ......................................................................................................... 2

Chapter 2 – System Requirements ............................................................................................................... 3

Outlook ..................................................................................................................................................... 3

Email Server .............................................................................................................................................. 4

Sage ........................................................................................................................................................... 4

MyAssistant Licenses ................................................................................................................................ 4

Chapter 3 – Installation and Activation ........................................................................................................ 5

Before You Begin ....................................................................................................................................... 5

Installing MyCommunicator ...................................................................................................................... 5

Activation .................................................................................................................................................. 6

CHAPTER 4 – Concepts ............................................................................................................................ 8

MyAssistant Emails ................................................................................................................................... 8

Email Views ............................................................................................................................................... 8

MyCommunicator Ribbon ....................................................................................................................... 10

Assign To & Response Due ...................................................................................................................... 12

Updating Sage ......................................................................................................................................... 13

Completing Notifications ........................................................................................................................ 15

Ownership & Due Date ........................................................................................................................... 15

MyCommunicator Log ............................................................................................................................. 16

Activity .................................................................................................................................................... 17

View Associated Email ............................................................................................................................ 19

Marking Activities Complete ................................................................................................................... 19

Activity Indicator Icon ............................................................................................................................. 20

Security ................................................................................................................................................... 20

Sage MyCommunicator for Outlook User Guide Page 1

Chapter 1 – Getting Started

What is MyCommunicator? Sage MyCommunicator for Outlook is a new Microsoft Outlook plugin from Sage that is designed to

further integrate your Sage 300 CRE data with your email. With MyCommunicator, users will be able to:

Access accounting and operations data

Facilitate communication associated with business activity

Track activity & accountability around completion of tasks

Update project accounting data in Sage 300

–– all from within Microsoft Outlook.

Why develop Sage 300 CRE MyCommunicator for Outlook? In talking with many construction and real estate professionals, a healthy majority of the normal day-to-

day operation is spent in email. Most commonly, time was spent either following up on needed

information, documents, or determine the status of something. We also discovered that a majority of

these conversations and correspondences around information were pertaining to data found in the

company’s Sage Project Accounting software, and that most workers said they have their email open at

work all day, every day.

Will all this in mind, we came up with the idea to incorporate Sage Accounting data directly into the

Microsoft Outlook application, as well as a way to create individual activity logs for items from the Sage

300 database in order to better track activity and responsibility. Our result was Sage MyCommunicator

for Outlook.

Document Objectives This document will teach you how to install, configure, and use Sage MyCommunicator for Outlook.

Here are several things that you will understand with the help of this document:

Forwarding and assigning notifications

Creating and tracking activity for notifications

Updating the Sage 300 database

How to filter visibility of notifications based on Security


Conventions Used in this Document This document uses the following conventions:

The names of screens, windows, fields, and other features displayed by the software are shown in bold.

Information you enter into the software is in bold, as in the following example: Enter Miscellaneous in the Amount Type box.

Names of keys are shown in capitals; for example, ENTER, TAB. A plus sign (+) between two key names indicates that you should press both keys at the same time; for example, SHIFT + TAB.

The names of buttons you can click with your mouse are enclosed in bold type; for example, [OK] and [Post].

TIP: Helpful information to make your experience better.

NOTE: This symbol draws your attention to information of particular interest, such as information not

included in steps.

CAUTION: This symbol draws your attention to information that is important because it can help you

avoid a costly or time-consuming error.

IMPORTANT: This symbol draws your attention to information that is of critical importance


Chapter 2 – System Requirements

Outlook MyCommunicator is compatible with the 32-bit versions of Microsoft Outlook 2010, Microsoft Outlook

2013 and Office 365.

CAUTION: MyCommunicator is not compatible with the online version of Microsoft Outlook.

To verify your version of Microsoft Outlook 2010, navigate to the Help tab after clicking [File] at the top

of the Outlook screen. You will be able to see the version in the first line on the right under About

Microsoft Outlook:

To verify your version of Microsoft Outlook 2013, click [File] at the top of Outlook and select [Office

Account] to get the following screen:

Click [About Outlook] (highlighted above) to open the following window, which shows the version of

Outlook being run in the first line:


Email Server While MyCommunicator requires the 32-bit version of either Microsoft Outlook 2010, 2013 or Office 365; there are no email server requirements.

Sage Sage programs and the Sage server must be at least version 13.1 in order to be compatible with

MyCommunicator.

MyAssistant Licenses Every MyCommunicator user does not need their own MyAssistant license. One MyAssistant Designer

license is needed somewhere in the company for the purpose of creating Tasks that generate the

notifications used in MyCommunicator.


Chapter 3 – Installation and Activation

Before You Begin Before starting the installation process for MyCommunicator, make sure that you have your Customer

ID number, your MyCommunicator product key, and you

Installing MyCommunicator After downloading the installation files and extracting them from the .zip file, open the new folder

containing the install files.

To begin the installation process, double-click on SetupMyCommunicator (highlighted below):

After initializing the installation, at one point you will be prompted to select a location to install the

MyCommunicator software (pictured below):


A default location will be pre-filled, but a new location can be selected by typing in the field or clicking

the [Browse…] button. After the software has finished installing, you can close this window and re-open

Microsoft Outlook to begin the activation process.

Activation After the MyCommunicator installation has completed, the next time you open Microsoft Outlook you

will receive this message about configuring the software:

Click [Yes] to begin the activation, which will bring up the screen that will ask you for your Customer

Number and Product Key:

IMPORTANT: While the Customer Number entered in this section will correspond to any MyAssistant

software that was installed, the Product Key for MyCommunicator is unique. This means you cannot use a

MyAssistant Product Key to activate MyCommunicator.


Once the activation has completed, a new message will appear below where you entered your Customer

Number and Product Key:

After successful activation, you will be prompted to enter your name and email address.

Once you enter your email address and click [Finish], Microsoft Outlook will open as normal, and you’re

ready to begin using the Sage MyCommunicator software.

TIP: An easy way to check that the install and activation were performed

correctly will be the presence of a new MyCommunicator button in the bottom

left of your Outlook window (highlighted). If the activation was unsuccessful, this

button would not appear.


CHAPTER 4 – Concepts

MyAssistant Emails Emails from Sage 300 CRE MyAssistant are how users receive the notifications that will be tracked,

forwarded and updated in Microsoft Outlook using MyCommunicator. The emails containing these

notifications are generated by the running of MyAssistant Tasks, which run through the Sage 300

database for records matching a criteria set up in each Task. A majority of the time, the notifications

generated by MyAssistant Tasks will be sent out in the form of a list in an email message.

Email Views When a user initially receives an email containing notifications from MyAssistant, they will see (if they

have the email preview pane open/enabled) the notifications from MyAssistant in a standard HTML-

formatted table. This view is the same for both MyCommunicator and non-MyCommunicator users:

The differences begin for MyCommunicator users once the email is opened in a new window by double

clicking on it in the inbox.


When MyCommunicator users open an email in a new window, the list of notifications will transform

from an HTML table into a live grid:

This grid now enables the user to perform specific actions on individual notifications, such as

forwarding, creating Task requests around specific items, and updating certain Sage data without leaving

Outlook.

However, as many MyAssistant emails may also contain a message and/or an attachment, the user can

manually switch back to the “Message View” of the email by clicking on [Message] in the

MyCommunicator ribbon:

Clicking [Message] changes the email back to how it would normally look when received by a normal

Microsoft Outlook user.


Should the user decide to switch back to the live grid view, they can simply click [Live] in the

MyCommunicator ribbon (highlighted below):

MyCommunicator Ribbon

The MyCommunicator ribbon in Microsoft Outlook provides users the actions available to perform on

one or more notifications. This ribbon is available and in focus by default whenever opening an email or

request containing notifications in a new window, or when accessing the MyCommunicator Log within

Outlook (For more information about the MyCommunicator Log, see page XX).

The “Respond” section:

[Reply], [Reply All], [Forward] and [New Conversation] work the

same as they would in a normal Outlook email message, with the only

difference being the ability to select specific notifications. By selecting

the notifications using the check boxes next to each line before

clicking one of these buttons, it generates an email message in a new

window containing only the notifications selected.


Selecting one or more notifications and then clicking [Follow Up] adds a red flag to each line in the (by

default) far right column. This serves as a reminder for the user to return at some point to the

information in the flagged notification(s) and determine if and what type of action needs to be

executed.

The “New” Section:

[Task], [Task Request] and [Meeting Request] also work as they normally

would in Outlook, but are also enabled to have specific notifications (attached

to/embedded in/included in) them when selecting the notifications before

clicking one of the buttons pictured to the left.

The “Actions” Section

After selecting a notification, users can click [Notes] to add specific notes to

a notification. Any user with access to the notification will be able to see and

contribute to its notes, and all entries are stamped with the date and

contributor’s name.

[Update Sage] is used to update a record in a notification that has been enabled as editable. Clicking this

button and selecting a notification triggers the inline edit form, where information is updated by the

user and then written back to the Sage 300 database (For more information on updating Sage, see page

XX)

Selecting a notification and then clicking [Mark Complete] will indicate to all other users with access to

the notification that it the issue has been sufficiently addressed. This is different than a notification

closing, but can be considered part of the process for completing notifications (For more information

see page XX)

[Refresh List] can be clicked to refresh the entire list of notifications, ensuring that the information is the

most up-to-date before potentially performing another actions on a specific item. This is a similar to

process as running the MyAssistant Task that generated the notifications again, but does not send out

any new email messages.

TIP: Another way to add a note to a notification is to click on the

grayed out Note icon next to the notification in the live grid view – once you

add your note to the notification, the icon turns blue. If a notification already

has a note, you can view and add to it by clicking on the blue icon.

The “View” Section

This section will vary depending on the current view of the email message. If in the

live view, the section will contain two buttons: [Activity] will toggle the visibility of the

Activity Pane (for more information on Activity see page XX), while [Message] will

change the entire email back to the message view, in which the email looks like a regular message.


If already viewing the email in the message view, then there will be no [Activity], as you cannot view the

activity for individual Sage items when the list is in an HTML form. The only button this section will

contain will be [Live], which will switch the entire email back to the live grid view.

Assign To & Response Due As mentioned above, users have the ability to select individual notifications from a greater list and then

forward them to another person. During this process, users are provided the option to dynamically

assign notifications to a person they are being sent to, marking them as the party to be held responsible

for the completion of any activities around those notifications. Examples where this would be used

include when Project Managers forward and assign notifications to each of their

(subcontractors/workers/etc.) about their individual (X)’s.

At the same time when notifications can be assigned to another person, users can also set a due date

and a reminder to receive a response from that person. When used, users gain the ability to not only

track who is being held responsible for a given notification, but also the time frame in which a response

is expected from them. In addition, choosing to remind the recipient automatically creates a reminder in

their inbox upon receipt of the forwarded notifications.

After selecting the notifications to be sent, a user can click [Forward] or [New Conversation] (provided

that the user is looking at the live grid view of an email) to open up a new email message containing only

the selected notifications. When that new window opens, the yellow bar that now appears below the

Message ribbon (highlighted below) is where the user can assign the notifications to a user, set the due

date for a response and choose whether or not to remind the recipient to respond by the set date:

Users can type in the email address of the individual they want to assign the notifications to, or they can

click the [•••] button next to the “Assign To” field to add a contact from the address book. Similarly,

users can type in a date in the “Response Due” field, or use the button next to the field to select a date

from a dropdown calendar. In our example, the user at [email protected] will be forwarded and

assigned the notifications, and the original sender will expect a response by April 30th, 2014; but has

elected to not remind the recipient.


After the email has been sent, you can track which Sage notifications have been assigned to whom back

in the live grid view of the notifications with the “Waiting On” and “Response Due” sections (highlighted

below):

The person you are “Waiting On” is the same person whose email address entered in the “Assign To”

section of the forwarded email. In the live grid, MyCommunicator parses out the text before the “@”

symbol in the email address entered into the “Assign To” section to display as the name in the “Waiting

On” column. Furthermore, the displayed “Response Due” date is the same as the one that was entered

in the email step.

NOTE: While it is possible to assign a notification to multiple people (select a notification again,

click [Forward] or [New Conversation], enter a different email address in the Assign To bar and send), in

most cases the name and “Response Due” date for the activity closest to the current date (that has not

been marked complete) will be displayed. The exception to this is when an active “Response Due” date

has passed, in which case the past due activity will be the one displayed in the notification row. If more

than one active activity is past due, the activity with the oldest “Response Due” date will be the one

displayed in the notification row.

Updating Sage One of the biggest features available in the MyCommunicator software is the ability to update Sage data

from Microsoft Outlook. With just a couple of clicks, users are now able to more quickly and efficiently

enter their updated business data at the point of receipt.

In MyCommunicator, updating the Sage database is accomplished via an inline edit form that can be

accessed in both the live grid view of a MyAssistant email and the MyCommunicator Log. To access the

inline edit form, a user can either double click on a notification, or select a notification and then click

[Update Sage] in the MyCommunicator ribbon:


Any fields that are greyed out cannot be updated, while all others can be changed. When the user is

done, they can either click [Update] or click outside of the inline edit form to save changes and close, or

can click [Cancel] if they want to discard changes and keep the information as it was.

Which data can and cannot be updated without leaving Outlook is determined by three factors:

1. Is the field updatable? Only certain fields (as determined by Sage) within the Sage 300 database can be updated without creating completely new records around them. An easy way to determine which records are updateable is to see if the field has a notepad and pencil icon included below the column head when added to the notification list in the Email step of the Task Setup Wizard in MyAssistant:

2. Has the field been enabled as updatable within the MyAssistant Task Setup Wizard? Even if a field is updatable (as indicated by the icon), it must be enabled while setting up the MyAssistant Task in order to work in MyCommunicator. To enable a field for editing, click on the notepad and pencil icon to add a green check mark – this indicates that the field can now be edited in MyCommunicator:

3. Was the user attempting to edit in MyCommunicator named in the “To” line of the MyAssistant email that sent out the notifications? While many may have access to a given notification because it is necessary for all parties involved to be aware of a situation, the chances for erroneous information being written back to the Sage database increases as the number of people with the ability to do so grows. As such, only users that are named in the “To” line of the MyAssistant email that sends out the notifications can update Sage data within MyCommunicator.


Completing Notifications Marking notifications complete in MyCommunicator can potentially be a two-step process:

The first step of this process is an optional one, and occurs when users have determined that a

notification has been sufficiently dealt with: users have the option of marking a notification complete,

even though the data in Sage 300 CRE has yet to be updated. When a notification is marked complete,

all the text in the line will turn grey, and the name of the Windows user who marked the item complete

will be displayed in the “Marked Complete By” column. To mark one or more notifications complete,

select them from the live grid (can be completed in either the MyCommunicator Log or email message),

and click [Mark Complete] in the MyCommunicator Ribbon.

The second step of this process is the closing of a notification, which occurs when a notification no

longer meets the condition set up in the MyAssistant Task. A notification that is closed will disappear

from the MyCommunicator Log, while appearing to have a line through it in any MyAssistant emails

containing that notification. Furthermore, a notification does not need to be marked complete before it

can close.

Should a Sage item be marked complete in error, it can be undone by opening its context menu (i.e.

right-clicking on the notification) and selecting the option, “Reopen.”

Ownership & Due Date Similar to how users can forward individual Sage data items to different users, assign them responsibility

and then set a date by which a response is needed; the person setting up the Tasks in Sage MyAssistant

that eventually sends out the data used in MyCommunicator has the option to establish an Owner for all

the notifications generated by a Task, making an individual as the one ultimately responsible for

ensuring that Sage data will no longer meet the condition. Furthermore, they are given the option of

either typing in one email address – which would make one person the “Owner” of every item that Task

found – or dynamically assigning owners depending on what data is found by the Task through the use

of an email directory (for more information on email directories and assigning ownership, please refer to

the MyAssistant Guide).


The person setting up the Task in MyAssistant also has the option of establishing a deadline by which

the Sage data is expected to marked complete (see previous section), meaning it’s expected to no longer

meet the condition in the MyAssistant Task. This deadline is referred to as the Due Date.

IMPORTANT: If you want to remove an owner and due date from a Task in the Setup Wizard in

MyAssistant by unchecking the box next to “Follow up required,” be sure to also clear the owner field

prior to unchecking the box.

Both the Owner and Due Date sections can be found when viewing an email the live grid view:

Unlike with Waiting On and Response Due, the Owner and Due Date cannot be changed or added (in

the event one was not established in the MyAssistant Task Setup Wizard) from within MyCommunicator.

MyCommunicator Log Remember the button that was referenced as a check to make sure that the activation of

MyCommunicator was successful? When that button is clicked, it opens the MyCommunicator Log. This

log is a live grid view of all the notifications of every active Task to which the user has access:


With this log, users do not have to worry about searching through their inbox or their deleted emails to

find an old message that contained Sage information – instead, they can simply find the information in

this log.

TIP: If you want to change how the notifications are arranged within the

MyCommunicator Log, use the [Arrange By] button (pictured left) in the

MyCommunicator Ribbon to do so. However, should a user arrange by a field such as

“Job,” only the notifications containing a Job record will be displayed. This same principle

applies to all options on this dropdown menu outside of “None,” which resets the

MyCommunicator log to the default view that includes all active notifications.

Activity

When certain actions are performed on you Sage 300 business data, MyCommunicator logs and displays

a record of these actions so as to aid the user in better tracking the status of and correspondence

around notifications. Better still, each Sage 300 item has its own activity record which will stay with the

record as opposed to an email. This means that should you ever accidentally delete an email message

that was part of a correspondence around a piece of Sage 300 data, the activity generated from that

email being sent is retained.


IMPORTANT: Only the following actions create activity in the MyCommunicator Activity Log, provided the

user performing the action has a MyCommunicator license installed:

Sending (including forwarding) emails containing notifications

Receiving emails containing notifications, other than emails received from Sage 300 CRE MyAssistant

Responding to emails containing notifications

When a Task request containing notifications is sent and received

In our example from before, we forwarded three vendors with expiring general liability insurance to

another user. By selecting a notification and then clicking on [Activity] in the MyCommunicator ribbon,

the Activity pane now opens to show all activity around the selected notification:

In this section, we can see the time which an action that generated activity was performed, the type of

action that created the activity, the sender, the recipient, the status of the activity, as well as the

Waiting On and Response Due sections from when they were assigned in the forwarded email.

NOTE: While it is possible to select multiple lines in the live email view with the Activity Grid

open, only the activity of the last line selected will be displayed.

As correspondence around one or more notifications continues, individual records of each activity-

generating action that involves at least one MyCommunicator user will be logged:


By default the records are arranged in a reverse-chronological list of newest to oldest activity, but users

have the option to change this sorting at their discretion.

Included in the Activity Log is a column whose header is labeled “Message.” For each activity record, this

field contains all the text of the email message or Task request prior to the first carriage return.

Depending on the […………] being used in each user’s version of Microsoft Outlook, the list of carriage

returns will vary. Most commonly, the [Enter] button on the keyboard works as a carriage return, but it

would be advised each user confirm this for his or her own machine.

IMPORTANT: Since the message field in an activity record displays all text prior to a carriage

return, emails that do not make use of a carriage return will be visible in their entirety in the Message

field of the Activity Log to anyone who has access to the notification the email was sent around.

View Associated Email At the far left of each activity record for a notification is an icon of a magnifying glass over an

envelope (pictured left). When this icon is clicked, it will open the original email that generated

that activity record, provided the user clicking the icon already had access to the email via their Outlook.

Since the MyCommunicator software does not store emails, clicking this button initiates a search within

the user’s Microsoft Outlook application for the original message. If it is found, the email is displayed. If

the user never received/doesn’t have access to the email, it is not displayed when the icon is clicked.

Marking Activities Complete Similar to how notifications can be marked complete when they have been sufficiently dealt with (see

page XX), individual activities within a notification can also be marked complete by MyCommunicator

users. For example, if the same set of notifications were forwarded and assigned to two individuals, the

sender could mark each original activity record of forwarding the notifications complete upon receiving

replies.

Marking activities complete also affects what users see in the MyCommunicator live grid. If a user has forwarded and assigned a notification to another person, marking the activity record of that assignment complete changes the “Waiting On” and “Response Due” sections in the live grid. If the record of the only active assignment of the notification was marked complete, the “Waiting On” and “Response Due” sections are cleared. If the notification had been assigned multiple times, MyCommunicator displays the assignment either closest to the current date or (if any) furthest past due (For more information on “Assign To” and “Response Due,” see page XX).

NOTE: When an activity record is marked complete, it affects all notifications associated with that

activity record. This means that if three notifications were all included in one forwarded email and

assigned to the recipient, marking that activity record complete for one notification will automatically

mark it complete for the other notifications as well.


Furthermore, if anyone marks an activity as complete, their name will be recorded in the “Marked

Complete By” field. This aids in the tracking of activity and allows for faster follow-up to the right person

in the event of needing more information.

Activity Indicator Icon

Once a “Response Due” date has been attached to an activity around one or more notifications, an icon

will appear in the live grid next to each notification. This asterisk-like icon is called the activity indicator

icon (confirm name), and will change colors to help indicate when a response to an activity is coming

due.

The three colors of the icon are:

Green – Indicates more than 3 days until a response to an activity is due

Yellow – Indicates 3 days or fewer until a response to an activity is due

Red – Indicates the response to the activity is either due today or overdue

Since the color of the activity indicator icon corresponds with the Waiting On and Response Due fields

in the activity and live grid, it will operate under the same circumstances as those two fields in the event

multiple people are assigned the same notification and given various response due dates (see Note on

page XX). Specifically, the color of the activity indicator will correspond to the activity displayed in the

notification row.

Security

Just as MyCommunicator was designed to work with Sage 300 CRE MyAssistant for things like

establishing an owner for notifications or toggling whether a Sage record can be updated from Outlook,

so too does the relationship extend to security.

Via record-level security (consider reminder them of MA security) settings in the MyAssistant software,

MyCommunicator users can be restricted as to what information is visible to each individual. When

record-level security is turned off, MyCommunicator users can see all notifications for all MyAssistant

Tasks that have been run, as well as all activity records for each notification.

When record-level security is enabled, the visibility of notifications is restricted based on a number of

factors:

A user’s security level Explain

Whether a user’s email address was included in the setup of a MyAssistant Task o As a named recipient (To, CC, Also Notify, etc.) o As part of an email directory o As an additional user named in the Security step of Task Setup that appears in

MyAssistant when record-level security is enabled

If the user has been forwarded any notifications to which they would otherwise not have had access


However, even when a user has access to notifications, the amount of activity that will be see for each

notification depends on the user’s security level.

For example, let’s say the head of operations is sent a list of XXXX from MyAssistant. If set up as a

MyAssistant Admin User, they will be able to view all of Notifications and associated activity records in

the company. This means that if they were to forward notifications to a project manager, they could

check their MyCommunicator log and see an activity record when the project manager forwarded the

notifications to a project assistant.

To better illustrate this and other scenarios, we have included this spreadsheet:

Waiting On Reponse Due In Activity Log? Waiting On Reponse Due Activity Log? Waiting On Reponse Due Activity Log?

Head of Operations forwards &

assigns notifications to Project

Manager

Project

Manager5/30/2014 Yes N/A N/A Yes N/A N/A No

Project Manager forwards and

assigns notifications to Project

Assistant

Project

Manager5/30/2014 Yes

Project

Assistant5/25/2014 Yes N/A N/A Yes

Project Manager forwards and

assigns notifications to Vendor

1

Project

Manager5/30/2014 Yes Vendor 1 5/15/2014 Yes N/A N/A No

Vendor 1 repsonds to Project

Manager

Project

Manager5/30/2014 Yes Vendor 1 5/15/2014 Yes N/A N/A No

Project Manager marks Vendor

1 activity complete

Project


Project

Assistant5/25/2014 Yes N/A N/A No

Project Manager forwards

Vendor 1 response to Project

Assistant

Project


Project

Assistant5/25/2014 Yes N/A N/A Yes*

Project Assistant forwards &

assigns notifications to Vendor

2

Project


Project

Assistant5/25/2014 No

External

Account5/20/2014 Yes

Vendor 2 forwards notifications

to coworker

Project

Manager5/30/2014 No

Project


External

Account5/20/2014 No

Coworker responds to Vendor 2Project

Manager5/30/2014 No

Project


External

Account5/20/2014 No

Vendor 2 responds to Project

Assistant

Project


Project


External

Account5/20/2014 Yes

Project Assistant marks External

account activity complete

Project


Project

Assistant5/25/2014 No N/A N/A Yes

Project Assistant replies to

Project Manager

Project


Project

Assistant5/25/2014 Yes N/A N/A Yes

Project Manager marks Project

Assistant activity complete

Project

Manager5/30/2014 Yes N/A N/A Yes N/A N/A No

Head of Operations (Admin) SeesAction

Project Assistant SeesProject Manager Sees


Since both the project manager and project assistant are standard users, neither can see the activity

records the other one is independently creating. For example, if the project manager were to send an

email containing notifications to vendor, the project assistant would not see that activity record in their

activity log of that notification.

* = Even if the project manager were to receive a response from the vendor and forward it to the

project assistant, the only record that the project assistant would see in the activity log for the

notifications would be the record created by the project manager forwarding the notifications to the

assistant. The only evidence of the conversation with the vendor would be the email message thread,

provided the project manager included it.

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