IWeb User Guide

Messages

The Messages menu category only appears if the Administration > Properties > Vaccine Management > Enable Automatic Messaging option is selected (enabled). It allows the receiving Organization (IRMS) or Facility to view the automatic message containing the order number of an order prepared by a local or state approving Organization (IRMS), if they placed an order on the receiver's behalf.

View Messages (Orders Placed on Your Behalf)

In order to view messages, the user must first select the VFC PIN for which the order was placed (Main > Select VFC PIN on the menu). If applicable, a message stating New messages to read appears in red at the top of the page. Click Main > View Messages and the View Messages page opens.

Â This only applies to users for whom the Messages category does not appear in the menu. If the Administration > Properties > Vaccine Management > Enable Automatic Messaging option is enabled, authorized users can access the View Messages page from the Message > View Messages menu link. (See the Set Message Menu Permission section below for information about the required user permission.)

The following columns appear on the View Messages page:

Column	Description
Read/Unread	Displays NEW or READ to indicate whether or not the message has been read or not.
Date	Displays the date in which the message first appeared in the message list.
Subject	Click the subject link to open the message on the Automatic Message page.
Delete	Select the checkbox to delete the message, and then click the Delete button.

To delete a message, select the checkbox for that message in the Delete column and then click the Delete button.

To view the message, click the message subject. The Automatic Message page opens and the message details are displayed. From here, you can click either:

Return to Messages - Return to the View Messages list without deleting the current message.
Delete - Delete the current message.

Set Message Menu Permission

To set the Message menu permission, the Administration > Properties > Vaccine Management > Enable Automatic Messaging option must be enabled and users must have the Create/Send Messages permission. To grant this permission, administrative users can go to Administration > User Management > Search / Add User, search for the username of the user, click the user's name in the search results list, and then click the Update button. On the Web User Maintenance [Update] page, select the Create/Send Messages permission in the Available Permissions box, and use the right arrow (chevron) button to move the permission into the Current Permissions box. To remove the permission, select it in the Current Permissions box and use the left arrow (chevron) button to move it into the Available Permissions box. Click Update when finished.

Create a Message

Authorized users can create new messages by clicking the Message > Create Message menu link. The Messaging to Organization (IRMS)/Facilities page opens, with three sections:

Who do you want to send a message to? - Select the type of provider the message should be sent to. If none of the categories applies, select All. You can select specific providers in the next section.
Select Organization (IRMS)/Facility - This is where specific Organizations/Facilities are selected.
Message Content - This is where the decision is made whether to send the message as an email, a message in the application, or via both methods, and where the subject link and actual message are entered.

Select the providers and the necessary options, enter the subject line and message body, and click Send when finished. The following fields and options are available on this page:

Field	Description
Who do you want to send a message to?	Select the type of provider that the message should be sent to: All - Send the message to all of the providers. No Interest in Pandemic Network - Send the message only to providers who indicated that they have no interest in becoming a pandemic vaccine provider (PVP). Non VFC Providers - Send the message only to providers who are not VFC providers. VFC Providers - Send the message only to providers who are VFC providers.
Select Organization (IRMS)/Facility	Select one or more Organizations and/or Facilities (message recipients) in the Unassigned box (use the search box if necessary to locate an Organization/Facility) and click the Add button to add them to the Assigned box. Alternatively, click Add All to add all of the unassigned Organizations/Facilities to the Assigned box. To remove an Organization/Facility from the Assigned box, select it in the assigned list and then click Remove. To remove all of the Organizations/Facilities from the Assigned box, click Remove All. When sent, the message is delivered to all of the Organizations/Facilities listed in the Assigned box.
Subject Line	Enter the subject line for the message or email.
Email / Message	Select either Email or Message. If Email is selected, only users from the selected Organizations and Facilities that have valid email addresses listed in the application are sent the email.
(message body)	Enter the body of the message or email.

If the Message option is selected, the message is sent to each user that meets the entered criteria, which is then available from the Main > View Message (or Message > View Messages) menu link the next time they log in. Otherwise, if the Email option is selected, the message is emailed to the users that meet the criteria and have valid email addresses listed in their account information.