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Mailbox In Box Tab

The Mailbox's In Box tab is the tab initially displayed after you select Mailbox from the menu. The In Box tab is used for managing incoming messages such as reports, alerts, and document zip files. Messages are identified by kind, format, date received, subject, and the System Operator to whom they were directed.


This help topic reviews some of the basic features of the In Box tab. You can click on a link in the Contents box below to go directly to a section of the help topic.


Contents


Capacity
Alerts
Downloads
Reports
Upload Alerts
Saving Reports Locally
Refreshing the In Box Tab
Sorting the In Box Tab
Deleting In Box Items
Site Level Access and the In Box Tab


Capacity

The In Box tab is not intended for long term storage. These rules apply to how long items remain on the In Box tab:

  • Alerts are deleted from the In Box tab 180 days after they are received.
  • Downloads of documents are deleted from the In Box tab 5 days after they are received.
  • Reports are deleted from the In Box tab 25 months after they are generated.
  • Upload Alerts are deleted from the In Box tab 5 days after they are received.
  • System Operators are limited to 12 reports each. Once the 12 report limit is reached, when the operator generates a new report the oldest report run by the operator is automatically deleted.

If you need to save an item such as a report or download, you will need to save it to your local computer, network, or storage device before it is deleted. To save reports on your local system, see the Saving Reports Locally section of this help topic. To save a download of documents, see the Downloads section of this help topic.


Alerts

Alerts received on the In Box tab are identified with the following icon:

Depending on your account setup, you could receive five different types of alert messages. These are generated for the following events:

  • Subject: New application. Alerts generated when an applicant submits an online application form. Help topic 1053 shows how to add these alerts.
  • Subject: Schedule change (added). Alerts generated when a volunteer adds him or herself to the schedule through Vic self-scheduling. For information on adding these alerts, see Help topic 2172.
  • Subject: Schedule change (removed). Alerts generated when a volunteer removes him or herself from the schedule through Vic self-scheduling. For information on adding these alerts, see Help topic 2172
  • Subject: Declined messages. Alerts generated when a Coordinator or volunteer opts-out of all email communication and text messages from your organization through the link at the bottom of an email message. For information on adding these alerts for volunteers, see help topic 1068. For information on adding these alerts for Coordinators, see help topic 1025.
  • Subject: Opt-out of text messaging. Alerts generated when a Coordinator or volunteer opts-out of text messaging by texting STOP or changing their selection in VicNet.


Downloads

Zip files of downloaded VicDocs documents may be received on the In Box when a System Operator performs an action such as deleting a volunteer record or deleting a Site, Place or Assignment record. The zip files allow you to save the documents associated with records that are deleted from your Volgistics account.

Downloads are identified with the following icon:

The first part of the Subject of the download message shows the type of record that was deleted, and the second part of the subject has the name of the record that was deleted. The chart below shows the abbreviations used for the types of records:

AbbreviationRecord Type
AsgmntAssignment
CoordCoordinator
PlacePlace
SiteSite
VolVolunteer

The zip files for downloads are only kept in Volgistics for 5 days so if you wish to keep the download of documents you will need to save the file locally before it is deleted. In most cases, you can do this by simply clicking on the Subject of the notification. Another option to download the file is to right-click on the Subject of the notification and then select "Save link as...", "Save target as..." or "Save as..." from the menu.


Reports

Reports received on the In Box tab can be in Microsoft Excel format, or PDF format. Excel files appear with the following icon:

PDF files are identified with the icon shown below:

You can find information on how to print reports, plus a listing of pre-made reports, in help topic 2104 "Stock Reports." You can also customize your reports in Volgistics. You can find information on this in help topic 2223 "Creating Custom Reports."

If you have requested a report and the system is still working to compile the information, you will see a message by the Refresh button indicating there is a report pending. This message will indicate how many reports are currently pending for your entire account.

These could be reports initiated by a Site-Level Operator or Multi-Site Level Operator other than yourself so you may not actually see the reports on the In Box tab when they are completed. The Site Level Access and the In Box Tab section below explains more about this. If you remain on the In Box tab, you will need to Refresh the tab to see pending reports that have completed since you visited the tab.


Upload Alerts

When you upload VicDocs files, the system scans the document to check for viruses. If the scan shows a file may have a virus, the document is deleted to protect the system. When this occurs, you will receive an Upload Alert on the In Box tab. Upload Alerts are identified with the icon shown below:

The Subject of the alert shows the name of the file that was infected. Click on the Subject to learn more about the Docs tab where the upload attempt was made. The following help topics have more information about the Docs tabs where documents can be uploaded:

Help Topic 2548 - Docs Tab (Volunteer Records)

Help Topic 2549 - Docs Tab (Coordinator Records)

Help Topic 2550 - Docs Tab (Site, Place & Assignment Records)


Saving Reports Locally

As noted in the Capacity section of this help topic, the In Box tab is not intended for the long term storage. To save a report to your local computer (or flash drive or other storage medium), right-click on the Subject of the report on the In Box tab and then select "Save target as...," "Save link as..." or "Save as..." from the prompt.

Then follow the steps to save the file to a local storage location. You can also save reports by opening them in Excel or Adobe Reader and then using the program to save the report. Help topic 2106 explains more about how to do this.

There is not a way to save Alerts locally without copying and pasting them into a spreadsheet or word processing document.


Refreshing the In Box Tab

The In Box tab will show an up-to-date view each time you select Mailbox on the Volgistics menu. If you're on the In Box tab and you want to update the view without leaving the tab, click the Refresh button in the top left corner of the In Box tab.


Sorting the In Box Tab

By default, the In Box tab is sorted by the Date column with the most recent items at the top.

As your In Box tab receives more items such as alerts, reports, and downloads, it may become difficult to find an item you're looking for. To help you with this, Volgistics allows you to sort the In Box by the Kind, Date, Subject and To columns. Just click on the column heading to sort the In Box by that column's information.



Deleting In Box Items

To delete an item from the In Box tab, check the box next to the item you'd like to delete and then click the Delete button. You can clear out your entire In Box at once by clicking the Check all button and then the Delete button.

Please note. . .

1.The Delete buttons are located at the bottom of the tab so if your account has many items, you will need to scroll to the bottom of the tab to locate the buttons.
2.The In Box tab is shared by the System Operators in your account so if you don't recognize an item, you may want to check with the operator listed in the To column before you delete the entry.



Site Level Access and the In Box Tab

If an organization uses Site Level Access and a System Operator is logged in as a Headquarters Operator, the In Box tab will have a checkbox for All Sites in the upper right corner. If this box is checked, the Operator will view reports generated by Headquarters as well as reports generated by Site-Level Operators and Multi-Site Level Operators. If the All Sites box is un-checked, only reports generated by Headquarters will be displayed on a Headquarters Operator's In Box tab.

Users logged in as Site-Level Operators (Operators assigned to a single Site) or Multi-Site Level Operators (Operators assigned to multiple Sites that can switch between those Sites) will not see the All Sites checkbox on the In Box tab. Site-Level Operators will only see reports generated at their Site, and Multi-Site Level Operators will only see reports generated at the Site that they are currently associated with.


Related help
Help topic 2180 - Why can't I open Excel files from my Volgistics Mailbox?
Help topic 2169 - My Excel Spread Sheet Report Gives Me an Error Message
Help topic 2176 - Problems opening PDF files


Printable view

Help topic 1110
Added or revised 11-01-2018
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