Adding Comments and Notifying Team Members

Comments can be used to add notes by a team member to any document, email, task, job, Templates, Word Stationery or Email Signatures.

Comments also allow team members to collaborate on specific documents, emails and tasks. The names of one or more users are easily included in a comment so that a notification is sent to these referenced users depending on the users’ preferences.

Notifications are sent by Email, or if integrated, Teams, depending on the User's setting (refer to Notification Mode in Setting Defaults and Filing Defaults for your own Login - My Settings). The Alerts icon (a bell) will also show a number badge to alert the user there's a new notification. Refer to  the Notifications section below.

The history of all comments is stored and displayed when the comments are opened.

Comments are for internal use only, and won't be included on documents or emails accessible to clients.

Comments Icon in Lists

When a Comment has been added to a document, it displays the Comments speech bubble icon on the lists.

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You can hover over the Comments icon to display the number of Comments that have been added.

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Comments are added and displayed with the FYI drawer for a document, email, task or job.

When using the FYI Drawer in Outlook or Office, the way this is used is different to when using the drawer in FYI. Refer below to Adding and Displaying Comments from Outlook or Office.

Adding and Displaying Comments in FYI

  1. In FYI, click on the relevant document, email, task or job in one of the lists.
    The Comment tab displays at the side of the FYI Drawer.

    This shows the number of comments already on that document, or displays "0" if there are no comments yet.

  2. Click the Comment tab on the side of the Drawer.
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    The Comment pane displays.

To add a Comment:

  1. Type your message in the Your Comment area at the bottom on the Comment pane. You can enter up to 1024 characters.
    If you enter a website address, this is automatically added as a hyperlink.

  2. To notify another user of the comment, type @ and a drop-down list of your users displays.
    Type some of the letters of the user's name to display the full name of the person you want to send the comment to.

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  3. When you select the person, the full name displays as part of the text.

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  4. You can add more than one name in the same way to reference and notify more than one team member.
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  5. Click the Comment button to save the comment, add it to the history and send email notifications to the referenced users. 

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Displaying the Comments

When a Comment has been added, the document, email, task or job shows the Comments icon in the list.

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When the drawer is displayed, the Comments tab displays the number of Comments that have been added in the tab.

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Click the Comments tab to open the Comments pane and to read any comments that have been added.

Adding and Displaying Comments when the Preview Pane is Displayed

You can add and display Comments when the Preview pane is displayed from the document drawer. Refer to Adding and Displaying Comments when the Preview Pane is Displayed in Previewing a Document and Previewing an Email.

Editing and Deleting a Comment

You can Edit or Delete a Comment if you have added it yourself by clicking the Edit or Delete link when the Comments tab is displayed.

Making the Comment Area Larger

To make the comment area larger so you can enter more text, drag the bottom left-hand corner of the Comment area down.

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The Comment area expands.

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To restore the Comment area to the original size, drag the bottom left-hand corner of the Comment area up.

Reading and Replying to Comments in FYI

  1. Select the document, email or task from any relevant list.
  2. Click the Comment tab in the Drawer.
  3. You can read any of the comments and add to them in the same way as above.

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Adding and Displaying Comments from Outlook or Office

From Outlook or Office, when an email or document has been filed in FYI, you can add a Comment by clicking the Comments icon at the top of the FYI Drawer.

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The Comment pane displays in the FYI Drawer.

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You add a Comment in the same way as above:

  1. Type your message in the Your Comment area at the bottom on the Comment pane. You can enter up to 1024 characters.
    If you enter a website address, this is automatically added as a hyperlink.

  2. To notify another user of the comment, type @ and a drop-down list of your users displays.
    Type some of the letters of the user's name to display the full name of the person you want to send the comment to.

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  3. Click the Comment button to save the comment, add it to the history and send email notifications to the referenced users. 

  4. Close the Comment pane by clicking the Back button (the <- ) in the pane.

Displaying the Comments

When a document has Comments, in Outlook or Office, the number of Comments is displayed in green in place of the Comments icon in the FYI Drawer.

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Click the Comments icon in the FYI Drawer to open the Comments pane and to read any comments that have been added.

In the same way as above, you can Edit or Delete a Comment if you have added it yourself by clicking the Edit or Delete link when the Comments pane is displayed and you can add additional comments.

Adding and Displaying Comments for Tasks in Outlook or Office

If an email or document has a Task associated with it, you can also add and display Comments for the Task in Outlook or Office in the same way as above.

When Comments have been added, the Comments icon displays in green and shows the number of comments.

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Notifications

If you have been mentioned in a comment, you will receive a notification in FYI in your Home - Notifications.

Click on the first line ("mentioned you in a document", "mentioned you in a job", "mentioned you in a task") to open the relevant document or job.

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You can also display your Home - Notifications tab by clicking the Alerts icon (the bell icon) located in the top right-hand side of the screen. 

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If you have set Email Notification to "Email" in your Settings - Profile, you will also receive the notification as an email. Refer to Setting Defaults and Filing Defaults for your Own Login - My Settings.

Home - My Comments

The My Comments tab in your Home displays a summary of any documents for which you have created a Comment or on which you have been mentioned. This displays the name of the person who created the Comment and it also displays the message. Click on the first line of the summary to display the details of the relevant document in the drawer with the Comment pane opened automatically.

You can filter the Home - My Comments by Date Range with a Start and or End Date. You can also filter these by comments you are mentioned in or that you have created.

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