Document Chat

🎯 Objective

Learn how to use the document chat to centralize communication with internal or external people to your organization, facilitating the alignment of information without the need to open a formal review process.

Este artigo contém as seções:

• What is this feature?
• How does the feature work?
• Communication with external contacts
• Frequently asked questions

💡 What is this feature?

The document chat is an integrated communication tool that allows real-time messaging about a specific document. It eliminates the need for parallel emails, keeping the entire discussion history linked to the file's record.

When accessing a document, a room called “General” is created automatically. All employees in your company who are part of that document's workflow have immediate access to this room to collaborate.

🛠️ How does the feature work?

To interact in the chat, follow these instructions:

1. Access the document.
2. Locate the sidebar on the right side of the screen to view the chat.
   
   
    
3. To send a message and ensure someone is notified, you must tag the contact using the "@" symbol followed by the person's email address (e.g., [e-mail]).
4. The mentioned person will receive an email notification with a direct link to the conversation. This is the only way to trigger alerts for new messages to participants. If the mentioned user or contact is not yet part of the chat room, they will automatically be granted full access to the file.
   
   
    
5. You can click the three vertical dots icon next to the message to reply to a specific comment.

🌐 Communication with external contacts

You can also include suppliers or clients in the conversation, as long as they are registered as contacts in the netLex platform.

• View: While internal employees see the complete management screen, external contacts only view the version of the document that was active at the time they were tagged.
• Limitations: The supplier cannot edit the text or add comments directly to the body of the document; their interaction is strictly restricted to exchanging messages in the chat.
• Update: If there is a new version of the document and you want the external contact to see it, you must tag them again in the chat.

❓ Frequently asked questions

• Can I create other rooms besides "General"?
  Yes, it is possible to create specific conversations selecting only specific members of your team or external contacts. Simply click "+" > Create room.
  
  
   
• Does the chat replace document review?
  No. The chat is recommended for quick conversations and alignments. For structural text changes with version control, use the system's review workflow.
• Does the message appear instantly?
  Yes, sending and receiving messages happens in real time.