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Using Conversations

description: Use Conversations to collaborate with team members, stakeholders, and guest collaborators about workitems and assets. id: using-conversations keywords:

  • conversations
  • collaboration
  • mentions
  • guest-collaborators
  • email-notifications
  • teamrooms
  • planningrooms product: agility tags:
  • conversations
  • collaboration title: Using Conversations

The Digital.ai Agility Conversations feature allows team members, stakeholders, and others to actively collaborate about anything related to a workitem. Since these users are automatically associated with a workitem, you can easily find and keep track of related discussions.

Overview​

Conversations enable real-time collaboration and provide several key benefits:

  • Keep all workitem-related discussions in context
  • Automatically associate participants with workitems
  • Track discussion history in one place
  • Notify team members of important updates
  • Include external guest collaborators when needed

Access Conversations​

Conversations occur freely throughout the system as message threads and are visible to all participants in several areas of Digital.ai Agility:

  • In the Conversations panel of the related asset
  • In a TeamRoom or PlanningRoom
  • Under the Collaboration menu

When viewing a conversation thread, you can see the avatars of all the people who currently follow the thread. For TeamRooms and PlanningRooms, the participants are members of the room.

Participate in Conversations​

To participate in a conversation, simply type your comments in the Conversations field, and then click Share.

Participate in TeamRooms and PlanningRooms​

In TeamRooms and PlanningRooms, you can view conversation streams in the Conversations panel. Here, you can see all conversations associated with items in the room and all conversations that mention an asset in the room, specifically portfolio items in PlanningRooms and workitems in TeamRooms.

To view and participate:

  1. Click the hamburger menu Hamburger icon > Conversations and select TeamRooms or PlanningRooms.
  2. Select the required room, and then type your comments in the Start a Conversation field.
  3. Click Share.

Participate on Asset Details Pages​

On the details page of any asset, click the Conversations icon Conversations Icon to expand the conversation panel. Then, you can begin typing your message in the appropriate fields.

The number on the Conversations icon indicates the number of conversations in the stream. Use the scroll bar to view the entire conversation stream.

Mention Assets or Members​

Mentioning a member or asset associates them with the conversation thread and:

  • Sends notifications by email when activity occurs (if enabled)
  • Displays the conversation thread in the topic's activity stream
  • Allows members to view asset details directly from within the conversation thread

Mention a Person or Asset​

  1. Type the first three characters of the name in the mention field. As you type, the matching items display.
  2. Select the item and click Share.

Invite Guest Collaborators​

You can invite guest collaborators (members outside of Digital.ai Agility) to participate in any conversation.

Invite Guests to Participate​

  1. Type an email address in the Mention field, and then select Invite Guest Collaborator. The guest collaborator receives an email message with a link to register.
  2. After registering, they can participate in the conversation stream.

Note that guest collaborators do not have access to any projects or assets in the system. They only have access to conversations where they're mentioned. If they're part of a conversation where someone has mentioned a secured asset, the guest collaborator will see the conversation, but not the mentioned asset.

Member and System Administrators can promote a guest collaborator to a fully licensed member. They can also deactivate guest collaborators.

Enable Email Notifications​

Digital.ai Agility allows you to enable email notifications for Conversations. You can mention a member or an asset and associate them in the Conversation to receive alerts when activities occur.

Before You Begin​

The SMTP settings must be configured before members can receive email notifications. SMTP configuration changes can only be made by system administrators.

Setup Conversation Notifications​

  1. Click the Profile icon on the header and select Agility Preferences.
  2. In the Agility Preferences window, navigate to Email Settings section.
  3. Select Send Conversations Emails check box.
  4. Close the window.

The Send Conversation Emails option allows you to receive email notifications from Conversations that mention you or that you are subscribed to.

Digital.ai Agility does not send emails for every change or work item update. Agility sends out an email notification to a user when we use @mentions in an item.

For more information about changing preferences, see Changing Your System Preferences.

Permissions and Security​

The Search functionality exposes a list of potential matching Conversations and Topics based on the user's permissions.

Topics and Conversations are open for all users, including guest collaborators. While Conversations are open, Assets mentioned on Conversations are indeed secured. So, if you don't already have access to the projects where the workitems reside, you will not be able to see it even if you can see the Conversation.