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Communicating with your users

Overview

Communicating with your users typically involves sharing some form of instruction or notification with them:

  • Upcoming project deadlines
  • Plug-in installation instructions
  • Upcoming conference calls

There are three ways of communicating with your guests in Firmex:

Early communication, especially around plug-in requirements where applicable, will lead to more informed users who will encounter less roadblocks in the data room.

Below you will find templates and instructions on using invitation emails, custom welcome messages, and Message Centre announcements.

Invitation emails

The invitation email is the first piece of communication your users receive from Firmex. It contains a link to your Firmex site, and the user’s login name and password. This is a great place to notify the users of any instructions or software requirements they may need.

You may customize the invitation using plain text or simple HTML. Copy and paste the HTML below to indicate the plug-in requirements, depending on your users’ needs.

To test what the email looks like, from the Groups & Users tab, click the envelope icon next to your name, paste the HTML, and click Send Invitation.

Invitation email containing Firmex introduction videos

<p>This email contains your access information to Firmex, as well as two helpful videos to get you started.</p> <p><a href="https://firmex.wistia.com/medias/r8u5vubs67">How to log in to the data room and view documents</a> and <a href="https://firmex.wistia.com/medias/nb7qukk2z8">and how to review documents efficiently.</a></p>

Invitation email indicating theSeclore plug-in

<p>This email contains your access information to [Project Name].</p> <p>1. Please click <a href="https://content.firmex.com/seclore/liteviewer.exe">here</a> to download and install the Seclore plug-in in order to view document protected PDF files in the Data Room.<br/></p> <p>2. Once the plug-in is installed please log in with your username and the temporary password provided in this email.</p> <p>3. You will be asked to change your password and to accept the data room provider's Terms of Use. When complete, click <strong>"Save New Password".</strong><br /></p> <p>Thank you,</p> <p>[Name]</p>

Invitation email indicating the FileOpen plug-in

<p>This email contains your access information to [Project Name].</p> <p>1. Please click <a href="https://content.firmex.com/fileopen/FileOpenInstaller.exe">here</a> to download and install the FileOpen plug-in in order to view document protected PDF files in the Data Room.<br/></p> <p>2. Once the plug-in is installed please log in with your username and the temporary password provided in this email.</p> <p>3. You will be asked to change your password and to accept the data room provider's Terms of Use. When complete, click <strong>"Save New Password".</strong><br /></p> <p>Thank you,</p> <p>[Name]</p>

 

Invitation email indicating no plug-ins required

Use the invitation below if your site’s plug-ins page is enabled, but the project does not require the user to install any plug-ins.

<p>This email contains your access information to [Project Name].</p> <p>1. You will be asked to change your password and to accept the data room provider's Terms of Use. When complete, click <strong>"Save New Password"</strong><br /></p> <p>2. Next, you will be shown a number of software plug-in options. You may click "<strong>Continue</strong>" since you do not not need to install any of the plug-ins.<br/></p> <p>Thank you,</p> <p>[Name]</p>

Message Centre announcement

Message Centre announcements can be sent to individual users of your project. In addition to being posted at the top of your project, message centre messages can be sent to a user’s email address. Announcements contain a start date and an end date, which make them great for time-sensitive announcements like conference call details and project deadlines. Users may dismiss an announcement once they have read it.

To create an announcement

  1. In your project, click the envelope icon at the top-right corner of your screen.
  2. In the Message Centre, click the New button.
  3. Select the recipients of the message from your address book.
  4. At the bottom of the screen, select Announcement as the delivery type, and indicate a start and end date.
  5. The message will be displayed at the top of the user’s screens between the start and end dates you have selected.

Note: Once an announcement has been sent, its contents cannot be modified.  However, you may change the expiry date to end the announcement early, or extend it.

Welcome message

A welcome message appears at the top of your project and is visible to all of your project users. Users are able to dismiss the welcome message once they have viewed it. A welcome message does not contain a start or end date, though you can modify it at any time.

To post a welcome message

  1. In your project, click the Settings tab.
  2. Click the Personalization tab.
  3. Enter the welcome message in the Welcome Message area.
    Note: You may copy and paste rich-text, including hyperlinked text, from Microsoft Word to the text area. Colours and hyperlinks will be retained
  4. Click Save Changes.

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