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View Messages with Provider

Communicate directly with the incentive provider about your request

Overview​

The Messages page allows you to have a direct conversation with the business provider about your incentive request. This is where you discuss details, provide information, negotiate terms, and track the progress of your request.

How to Access​

  1. Go to Incentive Requests page
  2. Find your request in the table
  3. Click the action menu (⋮)
  4. Select "View Messages With Provider"

Note: This option is not available for requests in "Draft" status.

Understanding the Messages Page​

Page Header​

  • Back Button - Return to Incentive Requests list
  • Message Count - Total number of messages in the conversation
  • Refresh Button - Reload the conversation
  • Take Tour - Interactive guide for the page

Message Display​

Messages are displayed in a chat-style format:

  • Your messages (Referent) - Displayed on the left with blue styling
  • Provider messages (Vendor) - Displayed on the right with orange styling
  • System messages - Yellow styling with notifications

Each message shows:

  • Sender name and avatar
  • Message content
  • Timestamp
  • Status badge

Sending Messages​

Who Can Reply​

Only users with the Creator role can reply to the conversation. If you're a group member (not the creator), you'll see a notification explaining this.

How to Send a Message​

  1. Select a Status (Required)

    • Choose from available next statuses
    • This determines the next state of your request

  2. Write Your Message

    • Type in the text area
    • Maximum 1024 characters

  3. Attach Files (Optional)

    • Click Attach to add files
    • Supported: documents, images, etc.
    • Maximum 3 files, 10MB each

  4. Send

    • Click Send Reply
    • Or press Enter (Shift+Enter for new line)

Status Transitions​

When replying, you must select a status. Available statuses depend on the current state:

Current StatusPossible Next Statuses
RequestedAcknowledged, Under Review, etc.
Under ReviewNeeds Info, Approved, Rejected, etc.
Needs InfoInfo Provided
And more...Based on workflow

Status Descriptions:

  • Hover over a status badge to see a description of what it means

Message Types​

Text Messages​

Regular text communication with the provider.

File Messages​

Share documents, PDFs, spreadsheets, etc.

  • Click the file name to download
  • File size displayed

Image Messages​

Share images and screenshots.

  • Click to view full size
  • Supports common image formats

System Messages​

Automated notifications about status changes and system events.

Editing and Deleting Messages​

Edit Window​

You can edit your messages within 15 minutes of sending.

How to Edit​

  1. Click the menu (⋮) on your message
  2. Select Edit
  3. Modify your message
  4. Click Save or press Ctrl+Enter

How to Delete​

  1. Click the menu (⋮) on your message
  2. Select Delete
  3. Message will be marked as deleted

Note: You can only edit/delete your own messages within the 15-minute window.

Acknowledgement Confirmation​

For Group Members​

If you're a group member (not the creator) and the status is "Acknowledged":

  1. You'll see a special Acknowledgement Confirmation section
  2. Write your confirmation message
  3. Click Submit Confirmation
  4. This verifies your participation in the group request

After Submission​

  • You'll see a success message
  • Your confirmation is recorded
  • Other members can view acknowledgement replies

Loading Previous Messages​

For conversations with many messages:

  1. Click "Load previous messages" at the top
  2. Older messages will be added above
  3. Repeat to load more history

Best Practices​

Effective Communication​

✅ Do:

  • Be clear and professional
  • Respond promptly to messages
  • Provide requested information quickly
  • Use appropriate status transitions
  • Attach relevant documents when needed

❌ Don't:

  • Send multiple rapid messages (combine into one)
  • Ignore requests for information
  • Use inappropriate language
  • Share sensitive personal information

Tracking Your Request​

  • Monitor status changes in message badges
  • Check for provider responses regularly
  • Use the refresh button for latest updates

Troubleshooting​

IssueSolution
Can't send messageCheck if you're the Creator
Status dropdown emptyRefresh the page
Files won't uploadCheck file size (max 10MB)
Message not appearingClick refresh button