eChat in Dental4Web

eChat in Dental4Web

Quote
eChat is an internal electronic messaging service allowing users to send messages to one another either individually or in groups to minimise the need for verbal communication in front of the patients

eChat Setup

Activate eChat

Ensure eChat feature is turned on. 
Info
eChat switch is found in General Settings Group: Communications Settings. Click here for General Settings

eChat Settings and Preferences

The eChat Settings allows for individuals to set their personal preferences of using the feature, including how they will be notified of incoming messages and if sound is attached to an alert. 
  1. Click on the arrows on the eChat Inbox (found at the bottom right)
    1. eChat: # of unread chats / # active chats

    2. Click the eChat Settings button
  2. User Settings
    1. Refer to the below table to understand each option
    2. Display Messages: 2, 3, 4 or All Rows
      1. The more rows showing, the more of each message the user can see without opening (Viewing) the message
    3. Sound: Select the sound to be played when a new message is received 
      1. "Notify" is the shortest sound in the list and is on by default
    4. Open eChat inbox on incoming messages: Tick Check Box if the eChat window should always show when a message is received
    5. Groups: Setup customised groups of recipients to send messages to that group
      1. Note: if a recipient is inactive then the message will not be sent to that recipient
    6. Confirm Logout: Tick check box if a confirmation message is required at the time of logout
  3. Message
    1. Press <Enter>: Select the eChat action when Enter is pressed on the keyboard:
      1. Add New Line or Send Message
    2. Default Recipient Type: Select the recipient type already selected when creating a New Message:
      1. All, Users, eChat Groups, D4Web Groups
    3. Default for ‘Move to Archive after Sending’: Tick check box if all messages should be Moved to Archive after replying to them

eChat Security Options

Apply security against the use of eChat.
  1. Click the navigation menu > Location Setup > Security page
  2. Record > Security Status
  3. eChat: Authorised to Use: click check box to place a box or click again to mark a tick
    1. A box in the check box indicates that all users can access eChat with their User name and password
    2. A tick in the check box indicates that some users can be denied access to eChat based on their User name and password
  4. eChat: Send Messages mark tick or click again to leave blank
    1. A tick in the check box indicates that a User name and password is required before sending an eChat message
      1. To send an eChat message, a user would need access to eChat prior
    2. A blank check box indicates that a User name and password is not required before sending an eChat message
  5. Click OK

  6. Select the employees who can / cannot perform actions per above steps
    1. Go to the Users sub-tab
    2. Highlight the employee name
    3. A tick against a setting in Modes/Actions means the user can perform the action
NotesTo setup based on the user groups, (e.g. User, Administrator etc.), go to the Groups sub-tab and follow the same steps. This is faster than individually setting up

Using eChat

Send eChat Message

To send an eChat:
  1. Open the eChat inbox (found at bottom right of page)

  2. Click on the New Message button

  3. Double click the recipient/s of your new message in the Recipient list
  4. Enter message 

  5. The icons shown in the New Message window are designed to quickly insert commonly used details
    1. Date/Time: Inserts a current date & time stamp
    2. Employee: Inserts the Title, Firstname and Surname of the current logged in eChat use
    3. Spell Check: Performs a spell check of all words entered within the message
    4. Find a Patient: Allows you to find a patient and insert their Title, Firstname and Surname
  6. Additionally, the user can add a Fast Note to add commonly used instructions quickly
  7. Click SEND

Reply to eChat Message

  1. Open the eChat inbox

  2. Right Click on Message > Reply

  3. Enter the reply message. (See Send eChat Message instructions above for details on the icons and fast notes)
  4. Click SEND

Archive an eChat Message

  1. Open the eChat Inbox
  2. Right click on the message > Move to Archive

Alternatively, while replying to a message that can be archived afterwards:
  1. Tick the check box labelled Move to Archive after Sending, or Click the CANCEL AND ARCHIVE MESSAGE button
  2. Click SEND

eChat Message Management

Message Management is used to search for messages that have been sent or received with filters.
  1. Open eChat inbox

  2. Click on the settings Message Management icon

  3. Use drop lists to filter messages then click RETRIEVE
  4. Tick Show advanced options to see more filter options. See the table below for a description of each filter selection

    1.  Filter
      1. Sent to / Received from: Select if you are looking for sent or received messages
      2. Any User / Individual: Select who you would like to see messages sent or received by/to
    2. Advanced Options
      1.  Any / Unread / Read: Select the type of message you would like to view
      2. Created From:  Select the date to begin the search from
      3. Show Full Text: Select if you would like to see full or part message
      4. With Text: Select key words to base the search on
      5. RETRIEVE: Press this button when ready to start search

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