This document addresses frequently asked questions about the OTalk messaging system in the Onahiri platform.

General Questions

What is the Chat feature?

The OTalk is a real-time messaging system that allows for direct communication between individuals and groups within your organization. It provides immediate, conversation-based communication for quick exchanges and collaboration.

How do I access the Chat feature?

To access Chat:

1. Log in to Effimetic Solutions
2. Click on the “Chat” option in the main navigation menu
3. You’ll be directed to the Chat dashboard showing your recent conversations

What’s the difference between OTalk and OPulse?

While both features facilitate communication:

• Chat is designed for real-time, direct messaging focused on immediate communication
• Engage is a social collaboration platform for broader information sharing
• Chat is conversation-based, while Engage is organized around posts and comments
• Chat is best for quick exchanges, while Engage works better for persistent content

Is there a limit to how many people can be in a group chat?

Yes, there are limits:

• Regular group chats can have up to 250 participants
• For larger groups, consider using the Engage platform instead
• Performance may decrease in very large chat groups with frequent messages

Can I use Chat on mobile devices?

Yes, the Chat feature is accessible across multiple platforms:

• Web browser on desktop or laptop computers
• Responsive design for tablet and mobile browsers
• Dedicated mobile apps for iOS and Android (based on the subscriptions and availibilty)
• The experience is optimized for each device type while maintaining core functionality

Conversation Management

How do I start a new conversation?

To start a new conversation:

1. Click the “New Conversation” or “+” button in the Chat dashboard
2. Select the recipient(s) from your organization directory
3. For a direct message, select one person; for a group chat, select multiple people
4. Click “Create” to begin the conversation
5. Type your message and press Enter or click Send

How do I add someone to an existing group chat?

To add participants:

1. Open the group conversation
2. Click the participant list or the “Details” icon (typically three dots or information icon)
3. Select “Add Participants” or a similar option
4. Choose the people you want to add from the directory
5. Click “Add” to include them in the conversation

Note that previous messages will be visible to new participants.

Can I remove someone from a chat?

For group chats:

1. Open the group conversation
2. Click the participant list or conversation settings
3. Find the participant you want to remove
4. Click the remove option (often a “×” or “Remove” button)
5. Confirm the removal when prompted

Note that only chat creators or administrators can remove participants.

How do I leave a conversation?

To leave a conversation:

1. Open the conversation
2. Access the conversation settings (typically three dots or gear icon)
3. Select “Leave Conversation”
4. Confirm your decision when prompted

Note that you cannot leave direct one-on-one conversations.

How do I name or rename a group chat?

To name or rename a group chat:

1. Open the group conversation
2. Click the conversation settings or info button
3. Look for “Conversation Name” or “Edit Name” option
4. Enter the new name for the group
5. Save the changes

Only chat creators and administrators can change the group name.

Messaging

How do I send a message?

To send a message:

1. Select or open the conversation
2. Type your message in the text field at the bottom
3. Press Enter or click the Send button (paper airplane icon)
4. Your message will appear in the conversation thread

Can I edit or delete messages I’ve sent?

Yes, with some limitations:

• To edit, hover over or select your message and click the edit option (often a pencil icon)
• To delete, hover over or select your message and click the delete option (often a trash icon)
• Editing is typically available for a limited time after sending (e.g., 24 hours)
• Deleted messages may still be visible to administrators for compliance purposes

How do I know if someone has read my message?

The system provides read receipts:

• For direct messages, a “Seen” or “Read” indicator appears when the recipient has viewed the message
• For group chats, you can see which participants have read the message
• Some conversations may show the “typing” indicator when someone is composing a reply

How do I search for specific messages?

To search within conversations:

1. Look for the search icon or field in the Chat interface
2. Enter keywords, phrases, or sender names
3. Browse through the search results
4. Click on a result to jump to that point in the conversation

How do I mention someone in a message?

To mention someone:

1. Type the @ symbol in your message
2. Begin typing the person’s name
3. Select the correct person from the dropdown that appears
4. Complete your message and send

Mentioned users will receive a notification, and their name will be highlighted in the message.

File Sharing

What types of files can I share in a chat?

You can share various file types including:

• Documents (PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX)
• Images (JPEG, PNG, GIF)
• Videos (MP4, MOV)
• Audio files (MP3, WAV)
• Compressed files (ZIP, RAR)

File size limit is typically 25MB per file.

How do I share a file?

To share a file:

1. Open the conversation
2. Click the attachment icon (usually a paperclip or “+” symbol)
3. Select the file from your device
4. Optionally add a message about the file
5. Click Send

Where can I find files that have been shared with me?

To access shared files:

1. Open the conversation where the file was shared
2. Look for the file attachments in the message thread
3. Alternatively, some conversations have a “Files” or “Media” tab that collects all shared files
4. Click on any file to download or preview it

Can I preview files without downloading them?

Yes, for many common file types:

• Images display directly in the conversation
• PDFs, Office documents, and text files open in a preview viewer
• Audio and video files may have an embedded player
• For unsupported formats, you’ll need to download the file first

Is there a storage limit for shared files?

Yes, there are storage limits:

• Your organization has a total storage allocation based on your subscription
• Individual file size is limited to 25MB per upload
• Files are stored for the duration set by your organization’s retention policy
• Administrators can view storage usage statistics

Permissions and Privacy

Who can see my chat conversations?

Your conversations are visible to:

• You and the other participants in the conversation
• System administrators on group chats (in limited circumstances for legitimate business purposes)
• No one else should have access to your messages

Are my chat messages private?

Messages are private with some caveats:

• Direct messages are only visible to you and the recipient
• Group messages are visible to all participants
• System administrators may have access for compliance and security purposes
• Your organization may have data retention policies affecting message history

Can I restrict who can message me?

In most organizational settings, any user within your organization can initiate a conversation with you. If you’re receiving unwanted messages, you can:

1. Mute specific conversations
2. Report inappropriate behavior to your administrator
3. Block specific users (if this feature is enabled)

How long are my chat messages stored?

Chat message retention depends on your organization’s policies:

1. Your organization sets retention periods based on compliance needs
2. Typical retention periods range from 30 days to 7 years
3. Some organizations implement automatic deletion after a certain period
4. You can manually delete your own messages, but this may not remove them from server backups
5. Check with your administrator for specific retention policies

Are chat messages encrypted?

Yes, chat messages have security protections:

• Messages are encrypted in transit using TLS protocols
• Data is encrypted at rest on our servers
• End-to-end encryption may be available depending on your organization’s configuration
• Access to message content is restricted to authorized users and systems

Advanced Features

Can I use emojis and reactions in my messages?

Yes, emoji support includes:

• Using the emoji picker to insert emojis in messages
• Adding reactions to messages by hovering/clicking and selecting an emoji
• Using keyboard shortcuts like :) that automatically convert to emojis
• Searching for emojis by keyword in the emoji picker

Troubleshooting

Why can’t I see my previous messages?

If you can’t see previous messages:

1. Check your internet connection
2. Try refreshing the conversation
3. Verify you haven’t accidentally selected a filter that hides messages
4. Your organization may have retention policies that automatically delete older messages
5. Contact your system administrator if the issue persists

What should I do if the Chat system isn’t loading?

If Chat isn’t loading:

1. Refresh your browser page
2. Clear your browser cache and cookies
3. Try a different browser
4. Check if there are any system-wide outages
5. Contact your IT support if the issue continues

Why can’t I create a group chat?

Possible reasons include:

• You don’t have permission to create group chats
• You’ve reached the maximum number of allowed group chats
• There’s a limit on the number of participants you can add
• There may be a temporary system limitation

How do I recover a deleted conversation?

Recovery options for deleted conversations:

1. Individual deleted messages cannot typically be recovered by users
2. If you’ve archived rather than deleted a conversation, you can find it in the archived section
3. Administrators may be able to recover recently deleted conversations
4. Contact your system administrator as soon as possible if you need to recover important messages

Why are my images or attachments failing to upload?

If attachments fail to upload:

1. Check that the file type is supported
2. Verify the file size is under the 25MB limit
3. Ensure you have a stable internet connection
4. Try compressing the file before uploading
5. If the issue persists, try a different file format or contact support

Best Practices

What are the best practices for effective communication in Chat?

For effective chat communication:

1. Be concise: Keep messages focused and to the point
2. Use appropriate groups: Create purpose-specific group chats rather than generic ones
3. Respect timing: Consider when people will receive your message
4. Use formatting: Structure longer messages with formatting for readability
5. Provide context: Give enough information for recipients to understand
6. Use threads: For sub-discussions in group chats, use thread replies
7. Minimize @mentions: Only mention people who need to take action
8. Set clear expectations: Communicate when you need a response

How should I organize my Chat conversations?

For better Chat organization:

1. Pin important conversations: Keep critical chats easily accessible
2. Name group chats clearly: Use descriptive, purpose-oriented names
3. Archive old conversations: Remove inactive chats from your main view
4. Create purpose-specific groups: Avoid generic “Team” chats
5. Use status messages: Set availability and response time expectations
6. Periodically clean up: Archive or leave inactive group conversations
7. Use favorites: Star high-priority or frequent conversations