The Centology Chatroom area allows Clients, Advisers, and Adviser Administrators to easily communicate with one another in a safe and secure manner, as well as exchange forms and documents.

Accessing The Centology Chatroom Area:

Step 1: 

The envelope icon in the top right-hand corner of the Portal screen will take you to the Centology Chatroom Area:

The number shown next to the envelope icon will display how many unread messages the user has.

Step 2:

Once you have opened the Centology Chatroom Area, you will be able to see the names and members of the chatrooms that you have been added to. 

The Chatrooms at the top of the list will be those that were most recently active, and have the most up to date correspondence.

Any Chatroom with a blue dot will contain unread messages:

Creating a New Chatroom:

Once you have accessed the Centology Chatroom Area, to create a new chatroom select 'New Chatroom':

Once selected, you will have the option to name the Chatroom, and select the users that you want to add to the Chatroom. The users can be searched by their name and/or email address, and once you have added in all the required participants, select 'Confirm':

Once you have selected 'Confirm', you will be able to compose the message:

Please note that when composing a message in a chatroom, pressing the 'Enter' key will send the message. To create a new paragraph on a separate line, press the 'Shift' and 'Enter' keys at the same time. 

Opening an Existing Chatroom:

Alternatively, to open an existing Chatroom with a user, you can search for the user or Chatroom name in the search bar: 

Alternatively, you can also search for the user or Chatroom by using the filter functions:

When creating a new Chatroom, the name will default to the names of the chatroom's participants. This name can be edited by clicking on the pencil icon next to the chatroom's name:

Once the name has been changed, a notification will appear to inform all participants that the name of the chatroom has been updated.

Managing Participants in a Chatroom:

You can add additional participants to the chatroom using the participants icon:

A participant box will appear allowing you to search for new users to add via their name or email address: 

Once the additional participant has been added, a notification will appear to inform all participants that a new user has been added to the chatroom. The new participants will also appear in the list of the chatroom's participants:

To remove a participant from a chatroom, click on the participant icon and select the participant to be removed:

You will then be prompted to confirm the participant removal: 

Linking a Form in a Chatroom:

You can link a form in a chatroom using the form icon:

Clicking on this icon will allow you to link any form that has been sent to the chatroom's participants:

Attaching a File in a Chatroom:

You can attach a file in a chatroom using the attach file icon:

Once the attach file icon has been selected, you will have the option of choosing from which participant's document location to select the file for upload:

Once you have selected which participant's document location to look for the file to attach, you will be able to navigate through that participant's document library folders to select the file to attach:

Uploading a File in a Chatroom:

You can attach a document in a chatroom using the upload file icon:

Once the upload file icon has been selected, you will have the option of which choosing which participant's document location to upload a file to:

Once you have selected which participant's document location to upload to, you will then have to select the folder to upload to:

Once you have selected the folder to upload to, you will be able to select the document you wish to upload, and link to the chatroom simultaneously:

Flagging a Chatroom:

A chatroom can be flagged for the attention of a user by clicking on the flag icon:

Once pressed, a red flag will appear against the name of the chatroom:

Please note that the flag function will flag the chatroom for all users.

How to Favourite a Chatroom:

A chatroom can be flagged for the attention of a user by clicking on the star icon:

Once pressed, a yellow star will appear against the name of the chatroom:

Please note that the favourite function will only favourite the chatroom for the user that clicks the star icon.

Archiving/Unarchiving a Chatroom:

To archive a chatroom, click on the archive icon:

This will take the chatroom out of your 'Active Chats' view. Archived chatrooms can be accessed again by clicking on the 'Archived Chats' button:

You can unarchive a chatroom by clicking on the unarchive icon in the chatroom:

This will restore the chatroom to your 'Active Chats' view. 

By clicking the option for 'Select Chats', you can bulk archive or unarchive a chatroom:

Please note that the archive/unarchive function will only archive/unarchive the chatroom for the user that clicks the archive icon.

Closing a Chatroom:

To close a chatroom, click on the close chat icon:

Closing a chatroom will archive the chatroom for all users except 'Private Clients'. Archived chatrooms can be accessed again by clicking on the 'Archived Chats' button:

Please note that the close function is only available for users with the 'Admin' or 'Adviser Administrator' roles.

Leaving a Chatroom:

You can leave a chatroom using the exit icon:

Once the user has left the chatroom, a notification will appear to inform all remaining participants that the given user has left the chatroom. 

Exporting a Chatroom:

To export the contents of a chatroom, click on the export chat icon:

This will allow you to save the chatroom's contents to a TXT file.