The Message screen is used for communication between you and the permit applicant. Messages can be sent at any time through the permitting process and can also be used to send ad-hoc documents, confirm when payments have been received, and for other automatic notifications. Use the following list to jump to each section of this article:
Viewing the Message screen
The Message screen can be accessed by clicking the Message option from below the left-hand traffic light panel on PermitManager:
The screen appears as below:
Previous messages will be shown in the top half of the screen, with messages from the applicant in blue on the left and your messages on the right in green. Below this you will be able to send new messages, attachments, and templates to the applicant using the fields provided.
Sending a message
To send a message to an applicant, type the message into the Enter Message text field. There is a 1,500 character limit, so any correspondence longer than that could be sent as multiple messages, or included as an attached document on the message. Once the message is ready to be sent, click the Send button at the bottom right of the screen; otherwise, click Clear Message to discard it.
Documents can be send to the applicant by clicking the Attach a File button at the bottom left of the screen:
The following pop-up will appear. Enter the document name, how many return documents you expect (if any), then click Browse to locate the file on your PC. Click Upload to attach the file; otherwise, click Cancel to discard it:
The file will now be shown listed next to the Attach a File button, which will now be greyed-out and unable to be clicked. This is because you will only be able to send one attachment per message. If a different file needs to be sent in the current one's place, click Remove to the right of the file name, then repeat the steps above to choose the replacement document:
Message attachments will be saved on the Prerequisites screen under the Ad Hoc Prerequisites field. The applicant will be notified to action the document similar to other prerequisites they've received, including downloading it and uploading any required responses.
Attachments can be .jpg/.png/.doc/.docx/.xls/.pdf file types and should be below 20MB in size.
There is an option to send template messages by clicking the Use Text Template button at the top right side of the message text field:
The following pop-up will appear. Select the type of template you wish to use from the drop-down menu at the top left of the window, and then a preview will load below. Click Use Template to insert the text into the Enter Message field on the main screen, where it can then be edited if required:
Some templates may have extra fields such as date offsets, which can be edited on the Use Text Template window to input data (in this case, dates). In the example below, if the current date is 15/11/2017, and I put in a date offset of 7, the resulting date in the template will be seven days later on 22/11/2014:
Some templates may also come with their own attachments. Unlike a regular message, templates may have more than one attachment. To view these, click the Template Attachments button at the bottom left of the screen. You then have the option to deselect attachments if they are not required:
Using a template also enables you to add extra recipients to the message, because templates are commonly-used for instructive purposes which may need to be shared with other parties. To do this, click the Add Recipients button at the bottom left of the screen:
The following pop-up will appear. At the top it will list options to send the message to chosen Contacts for the permit, and below is an option to type in email addresses for any other concerned parties. Click Add once the extra recipients have been selected:
Back on the Message screen, the Add Recipients button will change to say Change Recipients in case these need updating. To delete the added recipients, click Remove to the right of the list: