The technique of Inboxes is a way of grouping users in the system. A user can belong to none, one or more Inboxes. The Inboxes are used to assign responsibilities in Activities. When an activity is "owned" by an inbox, it means that all members of the group have the opportunity to see and "take ownership" of this activity. This is also used for activities in the Organizer Webmap which then become visible to the entire group until one of its members "takes the job". The technology is therefore useful in organizations that have the working method of assigning jobs to a group that then takes responsibility for its own work distribution. The members of the group "take" the incoming jobs from a list of current jobs, an inbox, hence the name originally.
Create inboxes and assign members
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In order to view and use a freshly configured Inbox for assigning members or ownerships to an activity, it sometimes can require a restart of the client. The reason for this is that data is partly managed in the client's cache. If the Inbox is not immediately visible, try the restart before other analysis is made. It can also happen that the Inbox is shown as a code value (integer) and not as the given name. This can also be corrected by a restart. |
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An alternative to restarting the client, as described above, can be to update the server by a "special trick". 1.Select Administration > Codelists > Codelist manager. 2.Press Update server. 3.Close the code list manager and check if the name for the new Inbox is correctly shown in the ownership field of the activity. |
Create a new Inbox
1.Select Organizer > Show/Hide administration.
2.Select the inboxes tab.
3.Press Create new inbox 
. A dialog opens.
Options in the dialog for creating new inbox
Name |
To enter a name for the inbox is mandatory. |
When you enter an email address for the inbox, an email will be sent to the address if the inbox for example becomes the owner of a started activity. This works in the same way as if another user would be the owner to the activity. |
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Cell phone |
Enter a cell phone number to be able to use sms functions. |
Use members email |
Also send emails directly to members. As a logged-in user, you will not receive an email when making a change. |
Member |
Here you can add more members who should belong to the inbox. |
Delete inbox
1.Select Organizer > Show/Hide administration.
2.Select the inboxes tab.
3.Fill in the desired search criteria and press Search.
4.Press Delete inbox 
.
Create report for inboxes
1.Select Organizer > Show/Hide administration.
2.Select the inboxes tab.
3.Fill in the desired search criteria and press Search.
4.Press Create report from search result 
.
5.Select if you want to Export to spreadsheet or Export to PDF.
Assign an inbox as the owner of an activity
1.Search for an already existing inbox or create a new.
2.Select the inbox. The East panel opens.
3.Change to the desired email address in the field for Email and press Save.
4.Search for, for example, an activity.
5.Change the field Owner in the East panel to your changed inbox.
6.Start the activity and press Save.
7.An email is sent to the entered email address.