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Communication — Messages, Mail and WhatsApp
The Communication group on the dock holds three windows that do very different jobs. This is what gets confused most: Messages is internal, while Mail and WhatsApp face outward. This page explains which one to open when, and why sending a quote or invoice works independently of all three.
Figure 1 — Three windows, three different jobs
1. Messages — the company's internal memory
The Messages window is not a chat app; it is an internal correspondence book with a job to do. The difference: each message can be linked to an HNR record, you can see whether it was read, and it can become a dated reminder. The "I told Ali but he forgot" argument ends here.
The folders in the left panel
| Folder | What it shows | When to look |
|---|---|---|
| Inbox | Every message sent to you | First thing in the morning |
| Unanswered | Messages you received but have not replied to | End of day — if this is empty, your day is clean |
| Answered | Closed correspondence | When searching the past |
| Sent | What you wrote; read receipts are tracked here | The "did they read it?" question |
| Reminders | Dated notes you set for yourself or someone else | Weekly planning |
Priority: Normal · Important · Urgent
You give every message a priority. Important and Urgent messages appear with a coloured badge in the list and cannot be missed. But do not spend that power: mark every message "Urgent" and within three days nobody will look at the badge again. The rule is simple — Urgent means "if nothing is done today, work stalls".
The user list and the connected dot
At the bottom of the left panel there is a Users list. The dot beside a name shows whether that person has an open session in the program right now. If they are not connected your message is not lost — it arrives the moment they connect. The quickest way to write a new message is to click a name in this list.
2. The six buttons of a message
When you open a message you see buttons underneath it. Each has a job:
| Button | What it does |
|---|---|
| Reply | Opens a compose box below. Ctrl+Enter sends it — without reaching for the mouse. |
| Snooze (3 h) | "Not now but do not let me forget": the message comes back three hours later. |
| Close | Done: the message drops off your lists. It is not deleted — it stays in history. |
| Mark as read | Tells the sender "seen"; the time of reading appears on their screen. |
| Open the linked record | If the message is linked to an account/invoice/order it opens that window directly — no searching needed. |
| Announcement | Goes to everyone instead of a single recipient. When closed it drops off everyone's list. |
Instead of writing "did you ask about Deniz Yapı's payment?", link the message to that account card. The recipient opens the card in one click, and the exchange also appears on the account's Conversations tab. A year later, the answer to "what did we discuss with this customer" is right there.
3. Setting a reminder
From the same window you can open New Reminder: a text, a date and optionally a time. The reminder surfaces on that date. When you write a "next step" on a CRM opportunity a similar entry lands in the Calendar — the two are two doors into the same logic. You do not have to create reminders tied to an account here: the Reminders tab on the account card writes into the very same book and shows the ones belonging to that account — two doors, one record.
The Messages feature uses its own table on the server. If that table has not been created yet, the window shows a polite awaiting setup panel instead of an error. All you have to do is tell your system administrator; the moment it is installed the window starts working normally.
4. The Mail window
The Mail window exists to open your mailbox (Gmail) inside the program — so you do not have to switch windows while corresponding with a customer. There are two important limits:
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It cannot be embedded in the browser
Google's security policy does not allow Gmail to be embedded inside another page. So when you come in from a browser the window shows you an explanation and an "Open Gmail in a new tab" button. This is not a fault but Google's rule — there is nothing the program can do about it.
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In the desktop version it becomes a real mailbox
If you run the program as a desktop application, your real mailbox opens inside that window and uses a separate session — meaning the mail account in the program does not disturb your personal account in the browser.
5. The WhatsApp window
The WhatsApp window works on exactly the same logic: WhatsApp likewise refuses, for security, to open inside another page, so in the browser you are shown an "Open WhatsApp Web in a new tab" button; in the desktop version it opens as the real WhatsApp Web with its own separate session.
6. The most confused point: the sending line is separate
The quote, order and invoice windows have a send button: it mails or WhatsApps the document to the customer. That sending is entirely independent of the Mail and WhatsApp windows. Your quote goes out even if the Mail window is never opened. The reason is that sending happens not through your browser but through the account configured on the server.
Figure 2 — Two separate sending paths
7. Frequently asked
The quote e-mail did not go out — should I open the Mail window?
No. The sending line is separate; the problem is almost always in the account settings on the server. Open Settings › Connections (or tell your system administrator): the state of the SMTP account and the WhatsApp line is shown there.
I sent a message to the wrong person — can I delete it?
Messages cannot be recalled — you do not tear a page out of a correspondence book. The right reflex is to write a correction at once. Even if the recipient has not read it yet, your second message lands beside the first and there is no confusion.
Who can close an announcement?
When an announcement is closed it drops off everyone's list, not just yours. So it should be closed by the person who posted it, not by whoever finished with it. When in doubt, do not close it; leaving it on your own list bothers nobody.
Where does the unread badge appear on the dock?
On top of the Communication group tile. Badges of the windows inside a group are carried up to the group; otherwise you would never see a notification hidden inside a closed group. Click the tile to open the sub-dock and you see which window the badge belongs to.
8. Glossary
| Turkish | Short description |
|---|---|
| Duyuru | A message that goes to all users rather than one person |
| Bağlı kayıt | The account/invoice/order a message points to |
| Ertele | Pushing a message three hours forward |
| Okundu bilgisi | The moment the recipient saw the message |
| Gönderim hattı | The server connection that sends documents to customers |
| Ayrı oturum | The program's account being independent of the browser's |
The Print button at the top right produces an A4-friendly version. Related guides: CRM, Tools, Settings and Log.