Messages
View your messaging history and respond to conversations
This module can be accessed from the side navigation menu under the menu item, Messages.
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The Messages Module has 6 components:
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The Inbox Sidebar is where you can select your preferred inbox view.
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There are 3 possible inboxes to choose from:
- 1.
- 2.
- 3.
There are 3 displays within the Standard Inbox:
All: Shows all conversations on the platform
Mine: Shows Contacts and conversations assigned to the user only
Unassigned: Shows conversations that haven’t been assigned
Agents with restricted Contact Visibility can only see the Mine inbox. Owners, Managers and Agents with unrestricted access are able to view all Standard Inboxes.
This displays the inboxes of the various teams in your Workspace, such as Sales, Marketing and Support.
Access to the Team Inbox is granted as below:
- Agents with the “View Contacts assigned to user only” restriction are not able to view any Team Inbox
- Agents with unrestricted access or with the “View Contacts assigned to user’s team” restriction are able to view their own Team Inbox
- Owners and Managers are able to view all Team Inboxes
This section shows all the Custom Inboxes created by the user or shared by other users. There are two sub-sections:
Created by me: Shows all Custom Inboxes created by the user
Created by others: Shows all Custom Inboxes shared with the user
The blue dot indicator indicates a new incoming message in the relevant inbox. It disappears when the inbox is opened.
This feature only applies to Standard and Team inboxes.
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The blue dot indicator prioritizes inboxes as below for specificity:
Mine > Team > Unassigned > All
When a new message arrives in the Mine inbox, the blue dot will mark it accordingly without alerting the Team or All inboxes. The same principle applies throughout using this hierarchy.
The Open Conversation Count indicates the number of open conversations in an inbox.
This feature only applies to Standard and Team inboxes
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The available Contact List depends on the selected inbox, as each has its own list of Contacts and conversations. By default, the Contact List is filtered by Open Contacts and sorted by Newest Message first.
Adjust the filters in the dropdown menu of the left tab to view Closed or Snoozed Contacts.
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The Contact filter is a secondary filter. In all cases, the Inbox settings will act as the primary filter and take precedence. For instance, if your chosen inbox sets the Contact Status filter to Open, searches for Closed or Snoozed Contacts in the Contact filter will not display any results.
Adjust the Contact sorting method in the dropdown menu of the right tab.
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Contact List
There are 4 Contact sorting options:
Newest message: Sorts Contacts chronologically by newest messages to oldest messages
Oldest message - Sorts Contacts chronologically by oldest messages to newest messages
Longest Open/ Closed/ Snoozed - Depending on the chosen filter, sorts Contacts by the length of time their conversations have been opened, closed or snoozed, from the longest duration to the shortest
Shortest open/ Close/ Snoozed - Depending on the chosen filter, sorts Contacts by the length of time their conversations have been opened, closed or snoozed, from the shortest duration to the longest
Any time you return to the Messages Module, you will view the last selected inbox by default
The Contact List shown is based on the selected inbox. Standard and Team Inboxes refresh in real-time when a new inbox is selected or a new message is received. Custom Inboxes have to be manually refreshed by clicking the refresh button on the “Last updated X time ago” banner at the top of the Contact List.
Any action related to Contacts starts with Contact selection. By default, the Contact List is filtered by Open Contacts and sorted by Newest Message first.
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Indicator | Description |
Conversation Status | The small round logo located at the bottom right of the avatar indicates the status of the contact. If the contact does not have an open conversation, a green checked logo will show. Otherwise, it will not show anything. |
Channel | The small round logo located at the bottom right of the contact list item indicates which messaging channel the contact originated from. |
Unread Count | If there are unread messages, there will be a count highlighted in a blue box besides the contact name. |
Last Message | The date on the top right of the contact record shows the last message sent or received. The arrow indicates the most recent message type either outgoing or incoming. |
Assignee | The initial or user avatar on the bottom right indicates which user is this contact assigned to. |
Tips: If you need a find a specific Contact or Conversation quickly, use the search bar at the top. Learn more here.
This is where you can view, draft and compose messages to communicate with Contacts. When a Contact is selected from the Contact List, their conversation history, inclusive of Message Metadata and Conversation Events, will load here.
When you hover over a message, the message metadata will be shown in a callout. The metadata consists of the message's sender and a timestamp of its status.
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The message sender indicates how the message was sent.
Category | Sender |
Platform | Workflows |
Integration | Dialogflow |
Provider | Facebook Inbox WhatsApp Echo Facebook Messenger Message Tag |
Human | User Name (Regular Outgoing Message) |
API | API |
When a Contact replies to one of your messages, the Messages Module will indicate the exact message they are referring to for context. Bear in mind that Reply-To Context is only applicable to incoming messages.
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This feature is only available for selected channels such as Facebook Messenger, Instagram, Telegram, WhatsApp 360dialog and WhatsApp ChatAPI.
When you send a message to a Contact, you can check its delivery status by hovering your mouse over the message.
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For each message sent to the Contact, there will be an indicator that indicates the status of the message. The statuses are described as follow:-
Status | Icon | Description |
Sent | The message has been successfully sent | |
Delivered | The message has been successfully delivered | |
Read | The message has been read | |
Failed | There was a failure in sending the message |
Message Status is only applicable to messages sent within a channel's messaging window
Some messaging channels have limited coverage of message statuses. Please refer to this table on the coverage of each channel
If a message fails to be sent to a Contact, hover over the message to view the error message from the platform or the channel source
Message History will also keep track of important events, such as when a conversation was closed and by which source.
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Event Category | Event |
Assignment | User Assigned
User Assigned by Automation Workflow User Assigned by Bot Failed to Assign |
Conversation Closed | Conversation Closed (User) Conversation Closed (Workflow) Conversation Closed (Bot) Conversation Closed (Contact Merge) |
Conversation Opened | Conversation Opened (User) Conversation Opened (Workflow) Conversation Opened (Contact) Conversation Opened (Welcome Event) |
Snooze | User Snoozed the Contact Contact Unsnoozed |
Broadcasts | Broadcast Sent |
Workflows | Automation Workflow Started
Automation Workflow Ended |
Bot Status Update | Bot Status Off Bot Status Off by Bot Bot Status Off by Automation Workflow Bot Status On Bot Status On by Bot
Bot Status On by Automation Workflow |
Channel | Event coming from Channel |
Page Change | Event when a visitor navigates to a different page (Web Chat) |
Contact | Contact Merged Contact Unmerged New Channel Added |
It is possible to trigger an event with a reference on supported channels (Facebook, WhatsApp). References include tracking different links placed in different channels, or tying a channel user to a session or account in an external app. A Conversation Opened or a Channel event can be triggered with a reference and the reference code will be stored with the event. For events that contain URLs as sources, the URL will also be stored and shown in the Messages Module.
Events will belong to a conversation if they are triggered during an open conversation.
Here is a quick guide on how to send messages to your Contacts.
Important: Some messaging channels have a limited messaging window. Be sure to plan your replies ahead of time to ensure your message is delivered. Find out more about Messaging Windows!
Assigning a Contact and closing a conversation work in tandem to help your team stay organized when dealing with an influx of conversations. Assign Contacts to specific agents and archive resolved conversations by closing them.
Contact Assignment and Closing a Conversation are designed to work together to reduce the workload of the agent and manager. There are a few key actions that happen automatically to achieve this:
- Anytime the platform receives a new message from a Contact with no open conversation, a new conversation will be opened for this Contact.
- Any agent who responds to an unassigned Contact will automatically assign the Contact to themselves
- Closing an open conversation with a Contact will automatically unassign the Contact from the agent
Refer to the below page for more information.
A Contact can be snoozed to temporarily exclude them from the Contact List. This can be done by clicking the alarm icon at the top right of the Messages Module and selecting the duration of the snooze.
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Once the snoozed time is up, the Contact will reappear in the list again.
When you snooze a Contact, they will not appear in the Mine list until the specified time
To un-snooze a Contact ahead of the specified time, click on the
timer-off icon. They will immediately reappear in your Contact List.Could not load image
On the right of the Messages Module, you can find the Contact details of a selected Contact. Here, you can access useful information such as their phone number, email, country and language. This information can be easily updated when necessary.
Read more about contact details here :
Last modified 1yr ago