b. Chats and Messaging - Teamwire Knowledge Base

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Starting Teamwire, the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-tabmessages.png||height="20"]] **Messages** tab is shown by default. It shows all chats you have created or are involved in.

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As you receive new messages, you will find a badge counter on the Messages tab indicating the amount of unread texts.

= Inbox =

When receiving new messages, the chat concerned is also provided with a badge on the amount of unread texts. This badge will disappear after you have opened / read the chat. In the chat itself, new messages are visually indicated from already read content by a separator.

== Search ==

Atop your messages you will find a search bar. The search will look up for chat titles, contacts, groups, and message content. Results are separated into said categories. To stop and leave the search bar, click **Cancel.**

= Create new chat =

To create a new chat, click [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-newchat.png||height="20"]] atop your messages. The creation process has two steps:

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* [[Select participants>>doc:||anchor="02-selectparticipants"]]

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* Define a [[chat title>>doc:||anchor="02-definechattitle"]] and [[further settings>>doc:||anchor="02-definefurthersettings"]]

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You will enter the newly created chat automatically to send your message.

== Select participants ==

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Select at least one user from your list of contacts - already selected contacts are indicated with an [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-checkm-green.png||height="20"]] and can be deselected by clicking again. When you have completed your selection, click **Next.**

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[[image:Public.Applications.Desktop.User-Manual.WebHome@en_create1.png||height="450"]]

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Teamwire classifies your contacts into three types:

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* **Contacts**

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Single user accounts (usually employees and colleagues) your administrator has allowed to communicate with. For more information, see [[Contacts>>doc:Public.Applications.Desktop.User-Manual.Contacts.WebHome]].

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* **Groups**

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Predefined groups of people (similar to a mailing list) your administrator has allowed to communicate with, or you have created yourself. For more information, see [[Groups>>doc:Public.Applications.Desktop.User-Manual.Groups.WebHome]].

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* **Directory**

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You can manually search the Directory (former //Enterprise Directory//) for individual internal and external users that have not yet been synchronised. Enter the **full first name** or **full last name** to see all matching users of your and other organisations. The account's associated organisation will be shown, too.

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\\**Requirements for finding user accounts via Directory**

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** Your Teamwire administrator has enabled a policy allowing the communication with external users

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** The external's Teamwire administrator allows their users to be found via Directory

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** The users are hosted on the same Teamwire server (//backend//)

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The participants (so-called //members//) of your chat can be both individual contacts as well as groups. Please notice the **maximum of members** that can be added to a chat. The number of currently selected users will be shown during the creation (X / 1250 users).

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Your list of contacts is arranged in alphabetical order (by the last name) but it still might feel challenging finding your colleagues within an excessive number of users. **To find colleagues and groups more quickly, make use of the search bar** located atop the list of contacts. It will show all user accounts matching your input.

== Define chat title ==

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Define a matching title for your conversation. This title is not final and can be changed at any time via the [[Chat Settings>>doc:||anchor="02-chatsettings"]].

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**For group chats,** setting a title is **mandatory.**

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\\The title is optional for 1:1 chats. If no title has been defined, Teamwire will show the name of the user you are talking to.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@en_create2.png||height="450"]]

== Define further settings ==

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* **Chat avatar**

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In order to recognise chats more easily, you can set a picture for chat avatar.

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* **Allow to send messages**

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You can prohibit other chat members from sending messages to the conversation.

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This is the so-called **broadcast mode** which allows composing and sending messages only to [[chat administrators>>doc:||anchor="02-chatadministrators"]]. For more information, see [[chat mode>>doc:||anchor="02-chatmode"]].

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* **Allow to mute notifications**

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Decide whether chat members are allowed to mute this conversation.

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* **Alert Chat**

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This feature is meant for emergencies. An alert chat will always stay on top of its members messages inbox until the content has been read. For more information, see [[alert message>>doc:||anchor="02-alertmessages"]].

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After defining all further settings, tap **Create** and you will enter the newly created chat automatically to compose and send your message.

= Chat contents and actions =

== Search content ==

Use the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-magnifier.png||height="20"]] atop your chat to open the search bar. You can look for message content or attachments. The search results are displayed below, double-clicking on an entry will show the original message or attachment.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@en_content_search.png||height="500"]]

== Attachments ==

In addition to texts and emojis, you can send various attachments via Teamwire.

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If you want to attach a photo, appointment, or the like to your current conversation, click [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-attach.png||height="20"]] next to your text input field and select the type of file you want to share with the chat.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@icon-attach-image.png||height="17" width="17"]] **Photos**

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Use this icon to select image or photo files. Your file explorer will show file types that are typical for image files.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@icon-attach-video.png||height="20"]] **Videos**

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Use this icon to select video files. Your file explorer will show file types that are typical for video files.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@icon-voicerecord.png||height="20"]] **Audio file**

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Use this symbol to select music or sound files. Your file explorer will show file types that are typical for audio files.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@icon-attach-file.png||height="20"]] **File**

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Select any further file type via your file explorer and attach them (e.g. PDF, text file, presentation, etc.).

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[[image:Public.Applications.Desktop.User-Manual.WebHome@icon-attach-poll.png||height="20"]] **Poll**

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Create a poll (interactive attachment) and let your chat members vote to make decisions more quickly.

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Your Teamwire administrator is able to prohibit sending certain (or all) attachment types. If they are not available to you, they may have been disabled.

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== Alert messages ==

The text input field allows labeling your message as alert by clicking [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-alarmoff.png||height="20"]] If the alert label is activated, the icon and your text input field will turn red: [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-alarmon.png||height="20"]]

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Alerts cause a special ringtone and will create a different icon on the notification screen for its participants. A chat containing an alert message will be visually highlighted in its participants inbox, and will always stay on top until all new content has been read.

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To remove the alert label, click [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-alarmon.png||height="20"]] again.

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The alert notification sound can be configured via [[Notifications>>doc:Public.Applications.Desktop.User-Manual.Settings.WebHome||anchor="06-notifications"]].

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The feature of sending alert messages has to be enabled by your Teamwire administrator. If it is not available to you, it may has been disabled.

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== Reply to message ==

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Perform a right click on the message or attachment concerned to open the context menu. Select **Reply** to quote the respective message when sending your answer. This is especially useful in conversations with a lot of users to not lose context.

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You can also open the context menu next to the message or attachment concerned via [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]]

== Copy message ==

Mark the concerned message content with your cursor and perform a right click to open the context menu. Select **Copy** (or use the shortcut //Ctrl + C// or //Cmd + C//) to copy the entire message content to your clipboard. You can paste the text into another chat or an external app.

== Forward message ==

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Perform a right click on the message or attachment concerned to open the context menu and select **Forward.** A list of all existing chats to which you can forward the content to will be displayed. If you want to use a new chat to forward the content to, click on **New Chat** atop the listed chats and continue selecting your participants.

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You can also open the context menu next to the message or attachment concerned via [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]]

== Delete message ==

The Teamwire desktop app does not provide an option to delete messages or attachments.

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Please note that deleting content on your mobile Teamwire app only affects the respective device. Other members of this conversation will still be able to see the removed message / attachment; it will also remain visible to your other device(s) (e.g. your desktop app).

== Read receipts ==

The present [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-readeye.png||width="20"]] read receipts of the chat members are represented by their avatars. They can be found at the bottom of the conversation.

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Please note, that these read receipts **only apply to the last message** of the chat and cannot be viewed for previous messages.

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Your Teamwire administrator may disable the feature of the read receipts for all users.

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= Chat Settings =

Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Chat Settings.** Among other things, here you are able to change the chat title or enable / disable other options.

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Only [[chat administrators>>doc:||anchor="02-chatadministrators"]] are authorised to make changes to the Chat Settings.

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[[image:Public.Applications.Desktop.User-Manual.WebHome@en_chatmenu.png||height="450"]]

== Chat avatar ==

Click on [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-pen.png||height="20"]] at the bottom of the avatar. Search via your file explorer for an image or photo and select it to use as your chat avatar. The new avatar will be shown to all members of the conversation.

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Click on [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-x.png||height="20"]] at the bottom of the avatar again to **Change** or **Delete** it.

== Chat title ==

Click on the pen in the line of the chat title to edit the chat title. Confirm your changes via Enter.

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If you want to reset a chat title, remove the current text input and confirm via Enter. The title will adopt the automatically generated name. For group chats, defining your own title is mandatory.

== Chat mode ==

Teamwire supports two chat modes. Change the current mode by enabling or disabling the **Allow to send messages** feature.

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* **Normal**

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//Allow to send messages// enabled

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By default, the Chat Settings suggest to create a conversation with the //Normal// chat mode enabled. This mode allows all members to compose and send messages / attachments to the chat.

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* **Broadcast**

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//Allow to send messages// disabled

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The //Broadcast// mode will only allow [[chat administrators>>doc:||anchor="02-chatadministrators"]] to compose and send messages / attachments to the chat. This mode is very useful for sharing announcements or briefings in a company.

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= Media Overview =

Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Media Overview.** Here you will find all attachments that have been sent in the current chat. The media is filtered by its file type, but can also be viewed unfiltered via //All.//

= Alerts =

Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Alerts.** You will find here all alerts that have been sent in the current chat.

= Chat administrators =

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Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Admins.** This section lists all administrators of the current chat.

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Chat administrators are able to make changes in the Chat Settings, e.g. editing the chat title and chat mode, allowing to mute the chat, or promote other members to become chat administrator.

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In a 1:1 chat, both chat members are being administrator by default.

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**In a group chat, the creator of the chat is automatically promoted for being administrator** - whether by selecting individual users, by adding groups ([[Organisation Groups>>doc:Public.Applications.Desktop.User-Manual.Groups.WebHome||anchor="04-organisationgroups"]] or [[User Groups>>doc:Public.Applications.Desktop.User-Manual.Groups.WebHome||anchor="04-usergroups"]]), or by creating the chat with a mix of both.

== Promote to admin ==

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Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Members.** You receive a complete list of the current chat's participants. If the chat was created by using a group, you can click on the name of the group to view its list of members. Move your cursor over the user concerned, click on the appearing context menu [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] and select **Make chat admin.**

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The promotion for being chat administrator cannot be revoked.

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== Demote admin ==

The promotion for being chat administrator cannot be revoked.

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You may use the following workaround: Remove the user from the current chat and add them again afterwards. Thus the user is being removed from both the list of members and administrators, and will become a chat member only if you add them to the conversation again.

= Members =

Click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of your chat view to open the context menu and select **Members.** This section lists all members of the current chat.

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If the chat was created with a group (or if one has been added later), you can click on the name of the group to view its list of members.

== Add more members ==

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In order to add further members to the chat, select **Add colleagues to chat** in the list of chat members. You will be forwarded to your list of contacts, where you can select users and groups whom you would like to add. Confirm your selection by clicking **OK.**

== Remove members ==

Move your cursor over the user concerned in the list of members, click on the appearing context menu [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] and select **Remove from chat** to have them removed. Users that have been added via a group cannot be removed individually. A group will always need to be removed as a whole.

= Chat administration =

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Via the context menu [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] in the right upper corner of your chat view, you will find options to manage the current conversation, like muting, archiving and leaving the chat.

== Archive chat ==

Archive a chat when the conversation is no longer active or when a topic-based discussion is completed. Archived chats are not displayed in your message inbox by default.

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There are two options to archive a chat

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* Open the chat concerned and click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of the screen, to open the context menu and select **Archive.**

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* **In your inbox, perform a right click** on the chat concerned to open the context menu and select **Archive.**

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To display your archived chats again, make use of the app's menu bar (or use the menu [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] next to your name and avatar) and select **Teamwire > Chat > Show archived chats.** The archived chats now become visible in your inbox. You are able to **unarchive** a conversation again in the same way as you have archived them.

== Mute chat ==

Mute a chat to stop receiving notifications. When muted, the notification sound and push notifications will not be triggered **for this chat.** The app icon on your taskbar will keep showing the amount of unread messages.

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There are two options to mute a chat

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* Open the chat concerned and click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of the screen, to open the context menu and select **Mute.**

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* **In your inbox, perform a right click** on the chat concerned to open the context menu and select **Mute.**

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You can re-enable notifications for a chat in the same way.

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Chat administrators are able to prohibit muting a chat. If the feature is not available to you, it may has been disabled.

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== Leave chat ==

Leave a chat when you no longer want to be part of the conversation or your participation is no longer needed.

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There are two options to leave a chat

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* Open the chat concerned and click on the [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] icon in the right upper corner of the screen, to open the context menu and select **Leave Chat.**

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* **In your inbox, perform a right click** on the chat concerned to open the context menu and select **Leave Chat.**

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Please note that you cannot leave chats in which you have been added as part of a [[Organisation Group>>doc:Public.Applications.Desktop.User-Manual.Groups.WebHome||anchor="04-organisationgroups"]]. If you were added as a member of a [[User Group>>doc:Public.Applications.Desktop.User-Manual.Groups.WebHome||anchor="04-usergroups"]], you will have to confirm your withdrawal of the group first. You will then automatically leave the chat.

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== Save chat history ==

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To save the content of a chat in a PDF file, make use of the app's menu bar (or use the menu [[image:Public.Applications.Desktop.User-Manual.WebHome@icon-contextm.png||height="20"]] next to your name and avatar) and select **Teamwire > Chat > Save as PDF.** In the following mask, define the period to be saved using the fields provided. Click again on **Save as PDF** and select a destination using your file explorer.

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Please note that not all attachments can be listed in PDF format.

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Wiki source code of b. Chats and Messaging

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