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My Chats

Collaborate Without Leaving DataGrows

Written by Mariska

Effective communication is essential when managing client work, but long email chains can quickly become difficult to follow—especially when the conversation relates to a specific task.

The My Chats feature in DataGrows provides a faster, more focused way for team members to communicate directly within the system. Instead of sending emails and searching for context later, conversations remain linked to the task they relate to.

What is My Chats?

My Chats is DataGrows' built-in messaging feature that allows team members to communicate about specific tasks and records directly within the application.

Because chats are linked to the relevant task, everyone involved can see the discussion in context, making collaboration simpler and reducing the need for internal emails.

Why Use My Chats?

My Chats allows you to:

  • Ask questions about a task

  • Request assistance from a colleague

  • Notify a manager that work is ready for review

  • Clarify client information

  • Keep communication linked to the relevant task

  • Reduce internal email traffic

Instead of sending an email that requires explanations and screenshots, you can communicate directly on the task itself.

Starting a Chat

You'll notice a chat bubble icon on many screens throughout DataGrows, particularly on task records.

To start a chat:

  1. Open the relevant task.

  2. Click the Chat Bubble icon.

  3. Type your message.

  4. Send it.

Example

You may be working on an accounting task and need your manager's input.

You could send a message such as:

"Please review the inventory journal before I finalise this month's accounting work."

The message is immediately linked to the task and available to the appropriate team members.

Receiving Chat Notifications

When someone sends you a chat message:

  • A notification indicator will appear within DataGrows.

  • The message will be available under My Chats.

This makes it easy to see when colleagues need your attention without constantly checking email.

Accessing My Chats

To view your messages:

  1. Open My Chats.

  2. Review your list of conversations.

  3. Click on the relevant chat.

Each conversation includes a link directly to the task it relates to.

Jump Directly to the Task

One of the biggest advantages of My Chats is that conversations remain connected to the work being discussed.

When you click on a chat:

  • DataGrows takes you directly to the associated task.

  • You can immediately see the context of the discussion.

  • You can review the task details before responding.

This eliminates the need to search for the client, task, or supporting information.

Replying and Collaborating

Once you've opened a chat, you can:

  • Reply to the sender

  • Continue the conversation

  • Add additional team members

  • Forward the discussion where necessary

This keeps everyone involved informed while ensuring communication remains organised and relevant.

Task-Specific Communication

Unlike email, My Chats keeps discussions attached to a specific task.

For example:

Monthly Accounting Task

Discussion may include:

  • Outstanding bank statements

  • Inventory adjustments

  • Journal queries

  • Review requests

Tax Task

Discussion may include:

  • SARS queries

  • Missing documentation

  • Review notes

  • Submission updates

Because the conversation stays with the task, anyone working on that task can quickly understand its history and current status.

Visibility and Transparency

Any user who has access to a task can view the conversation linked to it.

This provides several benefits:

✅ Better collaboration
✅ Reduced duplication of work
✅ Easier handovers between staff members
✅ Improved visibility for managers
✅ Complete communication history for the task

Instead of searching through emails, the conversation is available exactly where it is needed.

Why My Chats is Better Than Email for Task Communication

Consider the difference:

Email

  • Separate from the task

  • Requires additional context

  • Can be difficult to track

  • Often excludes people who need visibility

  • Information gets buried in inboxes

My Chats

  • Linked directly to the task

  • Easy for team members to access

  • Maintains context automatically

  • Visible to authorised users

  • Creates a permanent task discussion history

This makes My Chats particularly useful for ongoing monthly, payroll, accounting, tax, and compliance work.

Best Practices for Using My Chats

Keep Messages Task-Focused

Use chats for information relating directly to the task.

Use Chats Instead of Internal Emails

If the discussion relates to a DataGrows task, use My Chats so the conversation stays attached to the work.

Be Clear and Concise

Good examples include:

  • "Please review before submission."

  • "Awaiting signed financial statements."

  • "Client will provide supporting documents tomorrow."

Tag the Right People

Add managers, reviewers, or specialists when their input is required.

Review Chats Regularly

Check My Chats throughout the day to ensure you don't miss important updates from colleagues.

Key Takeaways

✅ My Chats provides task-based communication directly within DataGrows.
✅ Conversations stay linked to the relevant task or record.
✅ Users receive notifications when new messages are received.
✅ Chats can be replied to, forwarded, and shared with additional team members.
✅ Any authorised user can view discussions relating to a task.
✅ My Chats reduces internal email traffic and improves collaboration.
✅ Keeping communication attached to the task creates better visibility and stronger teamwork.

Remember: The best place to discuss a task is on the task itself. My Chats keeps conversations organised, visible, and connected to the work being done, helping teams collaborate more effectively while reducing unnecessary emails.

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