Special notes are messages containing substitution strings which are sent as part of an OfficeTalk function, for example, when inviting an OfficeTalk user to a meeting or assigning a project task to a non-OfficeTalk user. OfficeTalk lets you specify the message sent out when performing each function. Certain substitution strings are available so that you may design the messages to be context specific. For example, the message used when inviting an OfficeTalk user to a meeting is as follows:
Meeting Invitation
You are invited to attend a meeting on <@Meeting.Start Date> at <@Meeting.Start Time>.
The subject of the meeting is "<@Meeting.Subject>".
The meeting is planned to last for <@Meeting.Duration>
The meeting venue is: <@Meeting.Place>
Agenda
<@Meeting.Agenda>
People Coming
<@Meeting.GuestList>
Please let me know if you can attend as soon as possible by pressing the I Can Attend button at the top of this message. If you cannot attend, please press the I Cannot Attend button.
<@User.Name>
In this case, the meeting object and the user object are both available to you in order to create substitution strings. You may insert any field value of the associated meeting by specifying a substitution string of the format '<@Meeting.field>'. So, for example, you may specify the meeting name using '<@Meeting.Name>', and the meeting start time by using '<@Meeting.Start Time>'. Additionally, you have, available to you, all the field values of the user who organises the meeting. Typically, the meeting invitation ends with the organisers name. This is achieved using the substitution string '<@User.Name>' or, for a more informal message, '<@User.First Names>'.
There are many special notes in OfficeTalk. They are all based around the functions for inviting people to meetings, assigning people project tasks and assigning people normal tasks. The special notes may be designed using rich text. OfficeTalk lets you specify separate messages for OfficeTalk users and for non-OfficeTalk users.
You may customise any of the default special notes by selecting the appropriate special note from the drop down list and editing the text in the window below. You may use the format bar to add colour and formatting to any of the messages.