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Workbook channels and messages

  • Updated

 

Spreadsheet.com is designed for collaboration and provides channels where you can work with your team. Channel is a place where you can send messages to other users. 

Spreadsheet.com workbooks have channels at three levels: the Workbook level (covered in this article), the Row level, and the Cell level. The linked articles cover how messages in the row and cell channels work. But for all channels, users must have the permission level of "Commenter" or higher to comment in a workbook. On channels, all content is displayed in reverse chronological order with the newest messages at the bottom.

Use channels to take notes explaining why you changed the status of an opportunity in your team's CRM  workbook, to note the next steps you will take with a bug in your team's bug tracker, or send a to another user on a project for them to respond to. 

Topics in this Article:

The Workbook channel

You can view the workbook channel by clicking on the Message icon in the top-right of your screen.

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Workbook messages appear as a slider dialog inline with the right side of the workbook. Messages are shown in chronological order from top-down, with the lowest messages being the most recent. Scroll up to view older messages.

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The workbook channel is visible across all worksheets and views in a workbook for all users with permissions at Commenter or above. 

Workbook channels can feature two types of messages:

  1. Comments: Messages created manually by users. Including @ mentions, replies, emojis, and reactions.
  2. Actions: Messages that are auto-generated by the Spreadsheet.com system in response to an action taken by a user.

The message pane of each channel is updated in real-time as messages are added. When a user is composing a note in a channel, other users viewing that channel will see a real-time activity indicator. In the image below, the ellipse (the three blue dots) indicates that our user is typing us a message.

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If you have the workbook channel open, an audible ping will indicate that a user has added a new message to the channel, and the Spreadsheet.com icon may change to notify you of a new message.

How to add a comment to the Workbook channel

To add a comment, use the text box at the bottom of the workbook channel dialog. Here users can type or paste in text, use @mentions, replies, emojis, reactions, and more

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Types of messages

@mentions 

@mentions allow you to talk to a specific user that already has access to the workbook. @mentions notify users (via email) that they have been mentioned, share the message, and the sender with that user.

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To @mention a user, type the @ symbol, which will popup a list of workbook users, and either type or select their name. Or you can use the @ mention feature in the bottom right. 

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If a user does not appear in the @mentions, then either they have not yet been added to your workbook or do not have sufficient permission to read comments.

Replies

Users can directly reply to messages using the reply feature that appears when you mouse over a message. Replies include the message that's being replied to, but not the whole chain of replies, and notify the most recent author of your reply.

To reply to a comment or message, mouse over the comment and select the Reply option. The previous message will then appear above your text box and in your comment when you press enter.

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Emojis

You can add emojis to the channel or include them inside your message with the emoji selector in the bottom right of the message panel.

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From the emoji selector panel, you can pick an emoji to add, scroll and tab between categories of emojis, change the skin tone of the emojis, or search for an emoji. 

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Reactions

Reactions are like emojis but in direct response to a message. There can be multiple reactions to a given message, and users can vote up an existing reaction.

To add a reaction to a message, hover over to the desired message, and select the "Add reaction" emoji. 

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In the animation below, we feature multiple types of messages. Lisa reacts to Aaron's message, replies, adds a new comment, writes an @mention to Roger, and adds an emoji.

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Editing and Deleting Messages

In addition to replies and reactions, some users can edit their comments or delete the comments of any other user. These features are determined by permission level, as defined below.

Permission level

Workbook Channel Permissions

 Owners, Managers, and Collaborators

Can react and reply to any message.
Can edit their own messages.
Can delete any message.

Editor, and Commenter

Can react and reply to a message.
Can edit their own messages.

Cannot delete any messages

Viewer

Cannot see the workbook channel.


Edit:
To edit one of your own messages, hover over your message, and select the edit button.

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Delete: to delete one of your messages or to moderate another's message, hover over the message and select the delete button.

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Actions messages

Action messages are auto-generated by the Spreadsheet.com system in response to an action taken by a user. Action messages cannot be edited or deleted by anyone. You cannot react or reply to an action.

In a workbook channel, action messages are added when the workbook is created, when users add a new user, when a user joins the workbook, when a row is created or updated, etc. The following image shows us adding two new users to our workbook as Managers.

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Workbook messages are a great way to collaborate and communicate with your team. To add a message to a specific cell or row, try the cell channel or row channel. For instance, you can use cell messages as notes or to @mention users and request missing data.