About Spaces
This topic describes the general functions of the Spaces feature.
Each Aptify user should be linked to an Employees and Persons record as the Spaces feature will not work properly without this relationship. For information on how to link users to entity records, see Creating User Accounts for new users and Editing User Accounts for existing users.
Posting in Spaces
Posts can include text, websites, images, and include support for formatting of type face, font color and other style elements.
- Users can link individual records to a Spaces post using the Link button on the toolbar, or by using the @ symbol in their post. Some examples of linked records are: Including an appropriate Persons record, for a contact log where both parties need to be notified of the information.
- Linking a record to a spaces post alerts other readers to the relevant details and provides access to that record directly from the Spaces entry.
- Users can invoke actions from a Spaces thread by typing the # symbol or selecting an action from the Action drop-down. Additional functions on the bottom of the entry window include adding Topic information, attachments, and control over Permissions for the individual post.
The permissions levels for individual posts are as follows:- Only Me: Can only be viewed by the author of the post.
- Following: Can be viewed by any user that is followed by the author of the post (author's Persons record is linked to the user's Persons record via person relationship records).
- My Org: Can be viewed by any user who works for the same company as the author of the post (their Root Company IDs must match). This can be used for internal communications.
- Known Users: Can be viewed by all authenticated users, internal and external.
- Public: Can be viewed by any user, authenticated or unauthenticated. This level could be used in Aptify e-Business to create posts for a Spaces area that is accessible by unauthenticated users.
Notifications
Spaces includes a Notification feature, located on the main toolbar. This featured placement ensures that a user can monitor notifications for Spaces from any location in the application.
When something new is posted that tags a user, that user will see the alert icon on the main toolbar. The value inside the icon indicates the number of available alerts. Clicking the icon displays a drop-down menu containing the alert details. Clicking the link to a specific alert navigates the user directly to the individual post they selected. Once a post has been selected, it is removed from the alert list.
Searching in Spaces
The Search feature within Spaces is based on the "Begin with" criteria for searching. For example, entering the letters "Co" will return all results that begin with "co". For details about the overall Search functionality, see Using the Web Interface Quick Search.
As of Aptify 5.5.5, Spaces is added to the entities that are configured to use a full text index, so that the search results for Spaces are based on the Contains criteria. Also, the search term is now highlighted in the results.
Adding Topics/Attachments
Underneath the text field for entering posts, there are buttons for adding topic codes and attachments to your post.
Adding topic codes to your post can be done by clicking the Topics button and entering the name of the associated topic code in the field above the button.
For you to be able to add a topic code to a post, that topic code must be assigned to the Space Threads service. See Assigning Topic Codes to Services for more information.
Adding attachments to a post can be done by clicking the Attachments button, selecting the desired file, and clicking Open.
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