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Recipients Availability in Spok Messenger

The Recipients Availability screen is where recipients can be made absent or present, as well as where diversions and “cc” recipients can be set. A recipient can be made absent by choosing the Absent option in the Recipients Availability screen. When the recipient is absent, messages directed to the recipient are forwarded onto their diversion target. If the diversion target recipient is absent themselves, the message is forwarded to their diversion and so forth. When a recipient has a “cc” recipient, it means that the “cc” recipient receives a copy of every message that is sent to the recipient.

  1. Choose Edit > Recipients Availability. The Recipients Availability dialog displays.

     

    When absent divert to

    Sets the diversion for the selected recipients. This means that when the recipient is absent, messages directed to the recipient are forwarded on to their diversion target. If the diversion target recipient is absent themselves, the message is forwarded to their diversion and so forth.

    CC

    Sets who is going to receive a copy of the information for the selected recipients. Buddies work like the familiar “cc” function on email, meaning that all messages sent to a certain recipient also have a carbon copy of the message sent to the recipient's “cc” recipient. The “cc” recipient receives messages even when the recipient themselves is absent.

    Absent

    Makes the selected recipients absent when checked. If a diversion exists for the absent recipient, all messages are forwarded to the diversion, while if they have a “cc” recipient, the “cc” recipient still receives their messages. An absent recipient with no buddies and no diversions does not receive messages at all. Please note that when a recipient is absent, they display in gray instead of black in the Spok Messenger and the Recipients Availability dialogs. Please note that if you try to send a message to an absent recipient, a warning dialog displays.

    Edit Notes

    The notes button takes you to an interface where comments or notes on the recipient availability can be added.

    Timed Absence

    Settings apply when the preset time occurs. Timed events override a manually set absence if applicable. An example would be that a recipient is made absent by checking the top “Absent” box. If sometime later a “Make me present” time is set, then at this future time the recipient would be made present and the “Absent” check box and “Make me present” checkbox would be cleared. In summary, the most recent action applies until any subsequent timed event occurs.

  2. Choose a recipient from the left-hand side of the dialog to display information for the recipient. The information for the chosen recipient displays in the available fields.
  3. Make any desired changes to the fields. For more detailed information on the fields, please refer to the information above.
  4. If you choose an absent “cc” recipient or diversion, a warning dialog displays. Spok Messenger displays this warning because in many cases, the recipient or the “cc” recipient you are diverting to may need to receive a message immediately. If they are absent, they are unable to receive the message immediately.
  5. Click Yes to accept these settings, or click No to refrain from accepting the settings
  6. If you set a recipient as its own “cc” recipient or to divert a recipient to itself, a warning dialog displays.
  7. Click OK to acknowledge that recipients cannot be diverted to themselves or be their own “cc” recipient.
    NOTE: Diversions and buddies in Spok Messenger are recursive. This means that, for example, a list of recipients with diversions and buddies who are all absent and all divert to each other forwards the message on until they find a present recipient as a “cc” recipient or diversion of someone on the list. If there are no present recipients found in the chain of diversion, the message is not sent. This may mean that a recipient far removed from the immediately intended recipient may sometimes receive your message when lots of recipients are absent and recursively diverted.
  8. Click Save to save your changes.

 

Adding Recipient Notes

  1. Choose the Edit > Recipients Availability menu option. The Recipients Availability screen displays.
  2. Choose the recipient for which you would like to add a recipient note. Information for the recipient displays in the fields.
  3. Click Edit Notes. The Notes for <Recipient> dialog displays.
  4. Click New. The Note Text field becomes editable.
  5. In the Note Text field, enter text for the recipient note.
  6. Click Save. The recipient note is saved and displays in the Text field.

Editing Recipient Notes

  1. Choose the recipient for which you would like to edit a recipient note. Information for the recipient displays in the fields.
  2. Click Edit Notes. The Notes for <Recipient> dialog displays.
  3. From the list of recipient notes, choose the recipient note you would like to edit. The recipient note text displays in the Note Text field.
  4. Edit any desired information.
  5. After any desired changes are made, click Save . The changes are saved and are shown in the Text field.

Deleting Recipient Notes

  1. Choose the recipient for which you would like to delete a recipient note. Information for the recipient displays in the fields.
  2. Click Edit Notes. The Notes for <Recipient> dialog displays.
  3. From the recipient note list, choose the recipient note you would like to delete. The note becomes highlighted and the text for the note displays in the Note Text field.
  4. Click Delete. A warning dialog displays.
  5. Click OK. The recipient note is deleted.