CompassAir Web Basic User Guide
This guide is intended to serve as an introduction to CompassAir (web version). It is one of a series that show the many useful features of CompassAir (web version).
Where it is felt that additional training would be beneficial, bespoke packages can be provided for both individual users as well as groups. Please contact solutions@thinkcompass.io for more information.
Index
1. Access to the settings for each toolbar button is available from the dropdown menu. It also shows the number of current connections to the account (i.e. web, IOS and/or Android) with the option to end each by clicking on it and then selecting “Terminate”
2. By clicking on the appropriate item in the list, the related settings are made available
3. Any changes made to an individual setting are automatically saved and synchronised across all connections where applicable (i.e. IOS, Android and web)
1. Messages Rules are used to automate tasks. To create a new message Rule, select “Message Rules” from the Settings menu
2. Existing Rules are listed in the middle pane
3. The example about to be created flags for all employees all incoming messages containing the word “Maersk”, starting by clicking on “New Rule”
4. The new Rule is then described at step “1 General”
5. Next, the specific parameters are defined for the Rule to apply. In this case the text of the message should contain the word “Maersk”.
6. Unused parameters can be deleted or more added by clicking on “Add Field”
7. Under step 3, the necessary action to be taken is selected, in this case to flag the message for all employees
8. An option to apply the Rule for a predefined period is available at step 4, the default being to apply it without any time constraints
9. Finally, the properties of the new Rule are displayed at step 5 and, if satisfactory, can be saved, alternatively, they can be edited using the “Previous” button. Once saved, the properties can be further edited at a later time, with the option to make the scheme active or inactive (i.e. deferred for use on a later date)
1. CompassAir intentionally has no built in spam filter. The reason for this is to accommodate many users each with different interpretations as to what constitutes spam. For example, one user may want to see the availability of tables in a restaurant, another not. Instead, each user can set up their own filter (or Rule) for their own personal address to move unwanted messages away from their Views to Spam. However, if the Rule is set up for a shared (e.g. a Departmental) mailbox, the rule will move the message to Spam for everyone who uses that mailbox. First open Message Rules from the Settings menu and select “ NEW RULE”
2. Step 1 of the Rule Wizard is to give the new Rule a name, in this case “Spam” and then a short description to distinguish it from other similar Rules that might later be created. Clicking on Next takes us to Step 2
3. Here the Rule is defined. In this example we want the Rule to apply to all incoming messages in the box of our user, Tom Smith. In addition we want it to apply whenever one or more of any defined conditions are met. For example, where the text of a message contains the word “bitcoin”, AND/OR the subject contains “Congratulations!”
AND/OR the message is from “reply@ mcdonalds.com”. Additional fields are available in both sections, “All of the following apply” and “Any of the following apply”, accessed by clicking on “Add field”
4. Once the parameters have been set, the user can click on the red circle to review examples of messages to which the new Rule will apply. Once satisfied the parameters have been defined correctly, clicking Next takes us to Step 3
5. Step 3 allows the user to select the action to be taken. In this case it is to move the message with the characteristics defined in Step 2 to the Spam folder
6. As with any other Rule, Step 4 provides the user with the option to define when the Rule applies. In this case we ignore this Step as it should apply at all times, and click on Next
7. Finally, Step 5 allows the user to not only inspect the Rule parameters, the red button also allows a review of the messages that will be caught by the Rule
8. Once satisfied, the user can save the Rule. If not, the various stages can be revisited now (by clicking on “Previous”), or later from the list of Message Rules under Settings and selecting “Edit”. As more spam is identified it can be added to the same rule by adding words, phrases, addresses etc
1. Messages can be colour coded for ease of reference. To set up colour coding select “Message Colours” from the Settings menu. Pale colours have been deliberately chosen to allow black text to remain visible through the colour
2. Existing colour coding is shown in the middle pane
3. In this example we want all incoming messages from Tradewinds to be shown in pink, starting by clicking on “New Colour”
4. The colour coding scheme is described in step “1 General”
5. Next, the specific parameters are defined to which the colour coding is to be applied.
6. Unused parameters can be deleted or more added by clicking on “Add Field”
7. At step “3 Colour” the identifying colour is chosen
8. The existing colour coding schemes are then displayed in step “4 Order”. Here the option is given to prioritise the order in which these schemes are applied. This is done by dragging respective boxes up or down. In this example the “Tradewinds” colour scheme takes preference over all others.
9. Finally at step “5 Summary”, the properties of the new scheme are displayed and, if acceptable, can be saved or, alternatively, they can be edited using the “Previous” button. Once saved, the properties can be further edited, at a later time, with the option to make the scheme active or inactive (i.e. deferred for use on a later date)
1. For the more experienced user, there is an option to turn off confirmation messages, thereby removing steps and saving time. They are accessed from the Settings menu and then by category tabs, e.g. “Messages”. By default they are all toggled to “Off”, i.e. confirmations appear in every available case.
2. In this example, “Move to Spam” confirmations have been toggled to “On”. As such, the pop up window below will not appear when marking a message as Spam
3. Alternatively, ticking “Don’t ask me again” automatically toggles the confirmations setting button to on, thereby stopping future pop ups (see 4 below)
4. Confirmations can be turned off by clicking on (i.e. ticking) the “Don’t ask me again” option
5. This toggles to “on” the specific confirmation instruction under Settings/Confirmations, in this case stopping the confirmations pop up when sending messages
6. Having done this, the user is then prompted to restart confirmation pop ups the next, and each time, a new message is sent (by clicking on “Ask me next time”). By ignoring the pop up, the confirmation remains de-activated
1. In order to set up an autoreply, for example when a user is away from the office, go to Message Rules in Settings and click on the dropdown menu “NEW AUTO REPLY RULE”
2. This will then open a window from which the message, as well as how and when it applies, are defined. The user selects the addresses to which the incoming messages are addressed, the duration of the rule and the content of the message. “FINISH” will then produce a summary of the response Rule
3. The Rule is then saved and defaults to active. Subsequent editing of the Rule from the list at 1 will allow the user to temporarily suspend the rule should this be necessary (i.e. make it inactive)
4. Autoreply is also available when setting up or editing Rules, i.e. at Stage 3 using the Rules Wizard, as an option under “Perform the Following Actions”
1. By default, the initials of all those individuals who have read a message are recorded on the header
2. It is however possible to exclude certain recipients, showing only those individuals who have read the message and who are relevant to the user. This selection is made using a drop down menu found in Settings/Messages
1. Access to Google Drive and Dropbox is enabled under “3rd Party” settings
2. Once enabled, message attachments can be saved directly to Google Drive and DropBox, the respective icons being revealed by hovering over an attachment. The attachment can also either be previewed or downloaded to the user’s hard drive in the same way. It should be noted that the first time this facility is used it is necessary for the user to log in to either Google Drive or DropBox
3. Attachments from either Google Drive or DropBox can also be added to messages being composed within the Message Editor. These options are available from the “Insert” dropdown menu
1. Integration with Skype is enabled under “3rd Party” settings
2. Once enabled, and when Skype addresses are stored in contacts, clicking on the Skype icon next to a name opens Skype at that contact’s name. Skype can then be used in the normal way to commence an audio or video call or to send a message. The dropdown menu next to “Enable Skype” allows a user to choose between Skype or Skype for Business
11 SCROLLING DOWN WITH THE SPACE BAR
