Screens and settings
Contact Messages
The message types, filters and columns of the screen that lists contact form messages and copyright and correction reports, and the message dialog.
The Institutional content → Contact messages screen lists the messages from the contact form of the public site. Messages are grouped by type, and personal data is deleted automatically when the retention period ends.
| Type | Who sees it | Retention period |
|---|---|---|
| General | Content editor | 365 days |
| Copyright report | Content editor and Catalogue editor | 730 days |
| Correction report | Content editor and Catalogue editor | 365 days |
A System administrator sees every type. A Catalogue editor opens the same screen from Catalogue → Copyright and correction reports and sees only copyright and correction reports. The catalog editor records the outcome but cannot delete personal data.
Filters
- The Search box searches the subject, the sender's name and the e-mail address.
- The Type list filters messages by type.
- The Status list filters messages by the statuses New, In progress and Closed.
Columns
| Column | Shows |
|---|---|
| Subject | The subject and the first lines of the message |
| Sender | The sender's name and e-mail address |
| Type | The message type |
| Status | The message status, and a mark when an outcome is recorded |
| Received | When the message arrived |
New messages are highlighted in the list.
Message dialog
Open on a row opens the message. Opening a message is written to the audit log as access to personal data. The dialog shows the sender, type, status, time received and retention date. If the message concerns a publication, the Related publication line shows its address.
The bottom of the dialog holds these fields and buttons.
- New status offers Start handling and Resolve and close.
- Outcome / action taken is required when you close a message.
- Copyright and correction reports also show Reason (written to the audit log).
- Update records the outcome, and Delete personal data deletes the message and the sender's details permanently.
The new-message notification does not include the message text. Its link opens the message directly on this screen. The steps are in Replying to a Contact Message.