In Context Messaging

Send messages, attach evidence, and communicate with relevant users directly in the context of a task, project, checklist, or business record.

What the Capability Enables

Overview

In Context Messaging enables collaboration where the work is happening. Users can communicate from the relevant project, task, checklist, or record and preserve the message thread with the operational context.

Messages can be targeted to all users with access to the record or to selected users. Users can add notes, provide work evidence, and include attachments so that decisions and updates remain tied to the actual execution item.

Configured collaboration

What the Capability Enables

Communicate from the exact task, project, checklist, element, or business record being discussed.
Keep comments, attachments, and proof inside the operational context.
Target messages to selected users or users who already have access to the record.
Support role-based handoffs with the relevant context.
Preserve communication along with lifecycle activity and record history.

Operational capability

Core Capabilities

Record-Specific Messaging

In Context Messaging provides a message area within the business record, allowing users to discuss the specific task instead of shifting the conversation to a separate channel.

The message, task status, lifecycle, attachments, and activity history remain available from the same context.

What this enables

Send messages from within a project, task, checklist, element, or other configured business record.
Keep communication connected to the exact item being discussed.
Support message types where customers want to categorize communication by purpose or process.

Use cases

Ask for clarification on a specific task.
Request additional evidence against a checklist.
Review a task and its related discussion in one place.

Targeted Collaboration

Messages can be addressed to all users who have access to the record or to selected users.

Because communication is tied to access-controlled records, messaging can follow the governance model of the underlying process.

What this enables

Send messages to all users with record access or select specific users.
Respect access control for record-related conversations.
Support collaboration across configured operational roles.

Use cases

Send a task clarification only to the assigned site engineer.
Share a project issue with all users who have task access.
Focus role-based handoff communication on the next team.

Attachments and Evidence

Users can add files or photos to messages so proof, clarification, or supporting material remains with the work item.

This supports field and quality workflows where text alone is not enough to explain what happened or what needs correction.

What this enables

Attach supporting files, photos, or proof of work to a message.
Clarify issues, provide inspection evidence, or share task-related updates.
Preserve communication and evidence together.

Use cases

Share a photo showing completed work.
Attach evidence explaining why a checklist needs rework.
Add a supporting file for a field issue or material discrepancy.

Activity and Lifecycle Context

Messaging works alongside lifecycle and activity tracking so users can see record creation, promotions, updates, and related messages together.

Contextual communication supports handoffs as work moves from one role's actionable list to another.

What this enables

View related record creation, promotions, updates, and lifecycle movement.
Use messaging alongside lifecycle actions and action history.
Trace who communicated, what was shared, and which record the message belonged to.

Use cases

Review a submitted checklist with full production context.
Preserve context when an activity moves into the next user's queue.
Understand the communication and lifecycle history behind a completed action.

Configured process

How the Capability Works

1
Open the relevant task, project, checklist, or business record.
2
Choose the message option and select the message type and audience.
3
Enter the message and add attachments or evidence.
4
Send the message through the configured notification channel.
5
Retain the message and attachments in the record context.

In practice

Customer Scenarios

Scenario 1

Task-based clarification

A question sent from the task remains attached to it so future reviewers can understand the context.

Scenario 2

Evidence-led review

Production and quality users exchange correction or approval details with evidence attached to the checklist or task.

Scenario 3

Role handoff communication

Messages preserve what happened before a lifecycle promotion moves a record into another role's queue.

Controlled collaboration

Configuration and Governance

Configure message availability, audience selection, message types, attachment behavior, and notification channels.
Use record access to determine who can view or receive context-specific messages.
Complement lifecycle activities, promotions, and audit history without replacing workflow controls.
Keep attachments and proof associated with the relevant operational item.

Customer Value

Reduce fragmented communication by attaching conversations to the exact record.
Improve clarity during execution, review, rework, and approvals.
Support faster role handoffs while preserving context.
Make collaboration operationally traceable instead of dependent on separate chat or email threads.

Collaboration

Keep Collaboration in the Operational Context

Preserve messages, evidence, actions, and lifecycle history with the exact record where work happens.

Configure Protrak for Your Business Explore Collaboration