Inbox conversations can be assigned to both records and users. You can also assign message attachments to records.

Assigning messages to a record

When a message is received, Slate attempts to automatically assign it to a person record. The automatic assignment will occur if there is exactly one record that has a matching email address that is not Inactive.

If there are no records that have this email address, or if there are multiple records with the same email address, an automatic assignment does not occur.

To assign a message to a record:

1. Select Assign

2. Use the Assigned Record autosuggest box to find the appropriate record

   

Person record assignment can be manually reassigned.

If a message has not been assigned to a person record, the Sender will display just the sender's email address. If it has been assigned to a person record, then it will display the person's name as a link to the person record.

Why you should always assign messages to a record

There are several reasons why assigning messages to a person record is recommended:

• The Conversation History only displays messages that were sent specifically to the assigned person record. If a person record is not assigned, then no other messages will appear in the Conversation History.

• The message will be included in the Conversation History for subsequent messages for the same record in Inbox.

• The message sent to Inbox will appear on the person record's timeline, allowing users to see the message history directly from the person record.

• The assigned person record can be accessed via a link from Inbox, providing users additional context while responding to messages. Note: User permissions are enforced, so the user must have the necessary permissions to lookup the record in order to navigate to the record from Inbox.

✨ Tip

Clear the record assignment without assigning the message to a different record by deleting the name from the Assign Record field and selecting Save.

Assigning message attachments to a record

When you select an attachment on a response, you can use Batch Acquire to assign it.

1. In a response with an attachment, select the attachment filename.

2. Select Assign. You’re brought to the Batch Acquire interface.

3. Select the record that should receive the material. If the message was assigned to a person record, that record is automatically be selected. To change the record, select the Clear link and then select a different record.

4. If the record has an application, select if the material should be assigned to a specific application, or if it should be associated with the Folio.

   • Material - Select the specific material type.

   • Memo - This setting is optional

   

If an attachment has been saved as a material on a record, the material type and record are listed on the Display Attachment popup.

Assigning users to a conversation

Role assignments for messages are important, as the Role dictates which users are able to view and respond to the message within Inbox. If a message was assigned to a general Admissions Role, and the message instead must be answered by a user who is able to see Financial Aid information, the message can be re-assigned to a Financial Aid Role.

The Role and User can be assigned to a message either manually or via rules. This section provides instructions to manually assign the message to a Role or User. For information about automating assignments, please see the Inbox Automation section below.

The steps to manually assign a message to a Role or User are:

1. Open the specific message in Inbox

2. Select Assign

3. Update the Role and/or the User using the associated select lists

Assigning MMS Messages as a Material

MMS messages received in Inbox can be assigned as a material to a record.

Create a Material

Much like assigning a new material via Batch Acquire, configure any necessary material types in Database → Materials.

📖 Further reading: Batch Acquire

Assign the MMS as a Material

After receiving an MMS attachment as a text message in Inbox, follow these steps to assign it as a material on the person record:

1. Assign the message to a record if unassigned.

2. Select the MMS message. Then within the pop-up, select Assign.

3. A window similar to the batch acquire tool will appear. Enter the following configurations in the right pane:

   • Scope: Select Folio/Application (if the message pertains to a dataset record, select the corresponding scope instead).

   • Assign To: Search and select the appropriate record.

   • Material: Select Record Folio to assign the material to a person record, or the application round to assign the material to an application record. Custom material types with a scope of 'Person/Application' will appear as options. School-scoped materials will also be available if a school is present on the record and selected for this setting.

4. Select Save.