Learning Goals:

• Understand the functionality of the bulletin board feature in FBO One and its role in linking messages to various records such as contacts, registrations, aircraft types, stations, or orders.
• Learn how to create bulletin board messages, including the process for adding messages, selecting message categories, setting priorities, and attaching files.
• Understand the options for displaying bulletin board messages, including visibility settings, priority levels, and message categories.
• Learn how to edit or delete bulletin board messages and how to add review dates or expiry dates to manage message visibility over time.
• Understand where bulletin board messages can be added, including the order screen, aircraft registration screen, aircraft type screen, contact screen, and station screen.
• Learn how to use the Email to Order function to send email messages (with attachments) directly to an order’s bulletin board and how to access instructions for this feature in the Bulletin board area menu.

Introduction:

In FBO One bulletin board messages can be linked to contacts, registrations, aircraft types, stations, or orders. These messages will be shown in the bulletin board area on the contact screen, aircraft registration screen, or order screen.

Content:

Bulletin board:

Overview

See below an overview of bulletin board message buttons and icons.

Creating a Bulletin Board Message:

From the order, registration, type, contact or station screens click the 'New' button to create a new message.

Message fields:

When the message is added, the following screen displays:

1. Message - Add the message text here.

2. Attach message to - Choose what record the message is against:

   1. This order only - Adds the message to the order only.

   2. Debtor or operator - Adds the message to the debtor/operator of the order.

   3. Aircraft - Adds the message to the aircraft registration of the order.

   4. Aircraft type - Adds the message to the aircraft type of the order.

3. Visible to FBO - Choose where the message should be shown, by default this will be the current FBO location. 

4. Priority - Choose the priority of the message.

   1. Normal - Message is shown normal in the UI.

   2. Important - Message is shown with a red border and with a red flag.

   3. Critical - Message is shown with a red border and red background with a red warning triangle.

5. Category - Choose the category for the message, this can define what the type of message is. E.g. an ‘Alert’ a ‘Planboard message’ showing on the main planboard, or a ‘Calendar’ category with a date/time. See How to add a new Bulletin Board category for how to add additional categories.

6. Calendar time - Only shown if a ‘Calendar’ category is chosen. Choose a date/time for the message, the message will show on the planboard calendar. E.g. a date/time that this message is relevant for.

7. Status - Only shown if a ‘Calendar’ category is chosen. Choose a workflow status for the message, this status will show on the planboard calendar and allows for indicating when a timed message has completed.

8. Review date - Optional enter a review date to indicate when this message should be reviewed.

9. Expiry date - Optional enter an expiry date to indicate when this message should expire and be hidden from view.

10. Show message after expiry - Used with the ‘Expiry date’, when the message expiry date is in the past the message will still be shown on the bulletin board if checked (default is hidden).

11. Attach a file / New attachments description - Choose to attach a file to the message, adding a description to show along with the file name. (Useful for storing documents such as copies of pet passport, AOC's, Licenses etc.)

12. Attach new attachments to invoice - Check to ensure the file attached is automatically checked to attach with the invoice when the invoice is sent by email to the customer. See Automatic invoicing by e-mail.

13. Attach to service - Allow the attachment to be sent to the customer when sending emails in third-party service transitions.

In this example, a calendar event has been added to aircraft registration indicating that maintenance crew are arriving at a certain time.

Message display

This message now appears on the registration’s bulletin board and also on the Calendar on the main Planboard for all users to see:

Date/time of creation and user who last edited is also shown.

The message will also display whenever this registration is in use on an order. The same rule applies when a message is added to a contact that is the debtor, operator or trip support, the message will automatically appear on the order.

Editing/Deleting a Bulletin Board Message 

Adding review date/expiry dates to a Bulletin Board Message 

Using the 'Message Review and Expiry' fields shown above, messages can be set to be expired and hidden after a certain time to allow only relevant messages to be visible and a history of expired messages available.

• Add a review date to indicate when a message is up for review - this is useful for messages such as AOC and other documents that should not expire, but should be periodically reviewed.

• Add an expiry date to expire and hide a message after a certain date - this is useful for messages such as insurance documents that are no longer valid after a certain date and should be hidden to keep the bulletin board area relevant and less cluttered.

1. On create or edit message enter a ‘Review date’ or ‘Expiry date’.

2. The message will now show with a review or expiry date in the message header.

3. When a message expires it is automatically hidden from view, this can be overridden to show after expiry per message by checking ‘Show message after expiry’ in the message and by toggling the ‘Show/hide expired messages’.

Screens - where to add bulletin board messages:

Bulletin board messages can be added to the following pages: order, aircraft registration, aircraft type, contact, station. See below for more detail:

Order screen

Messages can be added in the NewUI order screen and the Classic UI. Messages will show if applicable to the order including messages that are added to a registration, contact, station that is also in an order.

Aircraft registration Screen

Messages can be added in the registration’s detail page (classic UI), these messages will also show in an order if the registration is present.

Aircraft type screen

Messages can be added in the aircraft type’s detail page (classic UI), these messages will also show in an order if the aircraft type is present.

Contact screen

Messages can be added in the contact’s detail page (classic UI), these messages will also show in an order if the contact is present.

Station screen

Messages can be added in the station’s detail page (classic UI), these messages will also show in an order if the station is present.

Email to order function

The Email to Order feature enables the sending of email messages, along with any attached documents, directly to existing Orders within FBO One.

The sent messages will be displayed as email Bulletin Board messages attached to the Order. Any email attachments will also be automatically uploaded and saved with the sent message.

Potential Uses:

• Keeping email copies of third-party receipts and orders on file for indefinite reference.
• Adding invoice attachments, such as catering delivery notes and fuel tickets, to FBO One.
• Forwarding valid Fuel Releases directly to an Order for quick reference in fuel billing.
• Storing important documents, such as GAR/GENDEC, Noise Certificates, Firearm Certificates, or other relevant documents, for the active flight.

To access the instructions in FBO One, click on the Bulletin Board menu icon and select 'Email to Order's Bulletin Board'.

Create or forward an email to FBO One (including all necessary attachments):

• In the subject line of the email, enter the Order number. Make sure to enter it exactly as shown in the Order, without any spacing.
• Copy the email address from the dialogue box and paste it into the 'To' field of the email. (Note: This email address remains constant.) Tip: Save the email address as a contact in your email program.

In this example, the Fuel Release for the Order AMS-38488 is attached to the email below:

After sending the email, an automated email acknowledgment will be sent to the originating inbox to confirm the successful sending of the message.

After a few minutes, refresh the Order screen. The email and any attachments should now be displayed on the bulletin board.

If the 3rd party updates column is in use on the Ops Planboard, a letter corresponding to the first letter of the FBO Location short name will appear on the Planboard for review when a new email is received.

Downloading Sent Emails and Attachments

Underlined blue links on the emailed bulletin board messages can be clicked to open a sub-menu. This sub-menu also provides options to edit the message or view the Audit log.

1. Clicking on the first link will open and download the attachment, in this example, the Fuel Release.
2. Clicking on 'Message text' will open the raw text of the email in a new tab.
3. Clicking on 'Full Message' will open the full email in Outlook.

Marking email attachments as "to be attached to invoice"

By including a $ character in the email subject, the attachments found within the email file will be automatically marked as "to be attached to invoice".

Editing and Deleting the Messages

Clicking on the message opens a menu. Clicking on 'View/Edit message' allows for the modification of the message or deletion of its contents.

The following screen will appear:

In this screen, the message contents and settings can be modified in the same way as other bulletin board messages.

All or part of the email message can be removed. Use the 'delete attachment' buttons to remove specific parts of the email. Use the 'Delete Message' button to remove the entire email and all attachments.

Additional Information

• Multiple emails can be sent to the same order.
• Multiple attachments can be sent within the same email.
• The maximum file size for sending emails to orders is 25Mb.
• Emails can be sent to orders even after an order has been Invoiced in the Back-Office.