Conversations

Manage all customer communication from a single inbox. Email and WhatsApp messages flow into one unified view where you can respond, assign, tag, and track conversations across channels.

Accessing Conversations

Click the chat icon in the top navigation bar to open the conversations panel. The panel slides in from the right, showing all conversations across your connected channels.

Channels

Conversations supports three communication channels:

Each channel has its own icon in the conversation list so you can quickly identify the source.

Choosing a WhatsApp Provider

WiseParts supports two WhatsApp integration methods:

WhatsApp Messaging Window

WhatsApp allows free-form messaging only within 24 hours of the customer's last message. After that, you must use an approved template to restart the conversation.

WhatsApp Groups

Run team-wide or customer-wide WhatsApp group chats from the same inbox as your one-to-one conversations. Each group appears in the list with a group icon and its subject, and the right panel switches to a dedicated group management view when you open it.

Creating a Group

1. Click Create Group in the conversations header
2. Pick an eligible WhatsApp sender (the number the group will be hosted from)
3. Enter a group subject (the name members will see)
4. Optionally add a description
5. Enable Join Request Approval if you want to review new members before they can join
6. Click Create

If no senders appear in the dropdown, none of your WhatsApp numbers currently meet the eligibility requirements above.

The Group Panel

Opening a group switches the right panel from the usual contact view to the Group Management Panel, which shows:

Inviting Members

Click Invite participants in the group panel to send invite-link templates to people outside the group. Two modes:

Pick an approved invite template and send. Each recipient gets the template in a private WhatsApp thread; when they click the invite link and join, they appear in the participants list and a system line ("X joined the group") drops into the timeline.

Messages in a Group

Group threads look almost the same as 1:1 conversations, with two differences:

• Sender names appear above each inbound message so you can tell members apart
• System messages show group events in real time — "X joined the group", "X left the group", "X was removed by Y", description changes, and pending join requests. No manual refresh needed.

Outbound messages are sent from the group's host number and appear under your team member's name, as usual.

Group Differences to Know

If Meta suspends a group (for policy or platform reasons), a red warning banner appears in the panel and outgoing messages are blocked until the suspension is lifted.

Deleting a Group

Click Delete Group at the bottom of the group panel to dissolve the group in WhatsApp for every member, including your business number. In WiseParts the conversation stays as a read-only archive — you can't send new messages, but the full history and participant list are preserved for reference. A system line records who deleted the group and when.

Permissions

Creating groups, deleting them, editing participants, and handling join requests require the Manage WhatsApp Groups permission. Users without it can still read and reply to group conversations they have access to.

Conversation List

The left panel displays your conversations with:

• Channel icon — Email or WhatsApp indicator
• Contact name — Customer or contact identifier (linked to customer record when available)
• Tags — Color-coded labels for organization
• Last message preview — Most recent message snippet
• Timestamp — When the last message arrived
• Status indicator — Current conversation state

Filtering Conversations

Use tabs to organize your view:

Additional filters are available in the filter dropdown:

• Status — Open, pending, snoozed, resolved
• Channel — Email, WhatsApp, or specific accounts
• Tags — Filter by applied tags

Reading and Responding

Select a conversation to view the full message thread. The right panel shows:

• Complete message history with timestamps
• Sender information and customer link
• Attachment previews
• Message status indicators (sent, delivered, read)

Sending Messages

1. Type your message in the input area at the bottom
2. Press Enter or click the send button

Keyboard Shortcuts

The reply editor supports configurable keyboard shortcuts for sending messages and changing conversation status in a single action.

Send Shortcut

Choose your preferred send behavior in your user settings:

Send + Action Shortcuts

Combine sending a message with a status change using modifier keys:

These shortcuts are available from the send button dropdown, where you can also see which actions are available for the current conversation.

Quick Templates

Type / at the start of a message to search and insert a template. As you type after the slash, templates are filtered by name and tag in real time.

• Type to filter the list
• Arrow keys to navigate results
• Enter to insert the selected template

This is the fastest way to insert frequently used replies without reaching for the mouse.

Attachments

Attach files by:

• Dragging and dropping files onto the message area
• Clicking the attachment icon

Supported formats include images, PDFs, Office documents, and audio files. File size limits depend on the channel.

Using Templates

Click the template icon to insert a pre-built message. Templates help ensure consistent messaging and are required for WhatsApp conversations outside the 24-hour window.

Chat widget visitors

Conversations started from the chat widget on your website arrive in the same inbox as your email and WhatsApp threads. Two things work differently for website visitors:

• Friendly visitor labels — Anonymous visitors who haven't shared their details yet are shown with a short, friendly id, so you can tell one visitor from another before they identify themselves.
• Reply-reachability bar — A bar above the message box tells you whether your reply will reach the visitor before you send it:

When the visitor is offline, your reply is emailed to them and the conversation simply continues over email, so nothing is lost.

Conversation Actions

Assigning

Assign conversations to team members for clear ownership:

1. Click the assignee dropdown in the conversation header
2. Select a user or team
3. The conversation moves to the assignee's "Mine" tab

Assignment can happen automatically based on rules you configure.

Tagging

Tags help you organize and filter conversations. Apply multiple tags to categorize by topic, priority, or workflow stage.

To add tags:

1. Open a conversation
2. Click the Tags section in the conversation details
3. Select existing tags or create new ones inline

Tags appear as colored pills in the conversation list for quick visual identification.

Tags can also trigger automations — for example, tagging a conversation as "Urgent" can notify a manager or reassign it to a senior agent.

Snoozing

Hide a conversation temporarily when you need to follow up later:

1. Click the snooze button
2. Choose when to resurface:
   • 1 hour
   • 2 hours
   • 4 hours
   • Tomorrow (9:00 AM)
   • Next Monday (9:00 AM)

Snoozed conversations reappear in your inbox at the scheduled time.

Resolving

Mark conversations as complete when no further action is needed:

1. Click the resolve button (checkmark icon)
2. The conversation moves to resolved status

Resolved conversations are hidden from the default view but remain searchable. You can unresolve a conversation if it needs attention again.

Private Notes

Add internal notes that only your team can see:

1. Click the note icon in the message composer
2. Type your note
3. Send — the note appears in the thread with a distinct style

Private notes are useful for documenting context, handoff instructions, or decisions without sending anything to the customer.

Auto-Replies

Automatically respond to incoming messages when your team is unavailable. Auto-replies can acknowledge receipt and set expectations for response times.

AI Assistance

Incoming messages are automatically analyzed by AI to help you respond faster and more effectively.

When a new message arrives, the AI:

• Analyzes sentiment — Detects if the customer is positive, neutral, frustrated, or urgent
• Assesses urgency — Flags messages that need immediate attention
• Suggests tags — Recommends tags based on message content
• Extracts context — Identifies references to orders, quotes, or invoices
• Recommends actions — Provides quick-action buttons for common tasks

The analysis appears as a private note in the conversation thread, visible only to your team. This gives you instant context before responding.

Associating with Customers

Link conversations to customer records for context:

1. Click the customer link in the conversation header
2. Search for and select a customer
3. The conversation is now associated with that customer record

Once linked, you can:

• View the customer's profile from the conversation
• See conversation history on the customer's profile
• Access customer context when responding

Quotes and Orders from Conversations

When your organization has the Orders feature and you can create quotes, the conversation details panel shows Create order.

This lets agents turn a WhatsApp or email thread into a quote without leaving Conversations.

Sharing quotes and orders in the thread

When you Share a quote or order by WhatsApp or SMS and your organization has active conversation senders, WiseParts opens Conversations in share mode instead of a standalone dialog:

1. From the quote or order, click Share and choose WhatsApp or SMS
2. The conversations panel opens — select the customer's thread
3. Pick a template for the channel (Meta-approved, or an in-window template when using dynamic variables such as Order Information)
4. Review the preview — dynamic variables fill from the live quote or order
5. Send into the selected thread

For WhatsApp, templates with an Order quick-reply button let customers confirm a quote in one tap — the same outcome as accepting from the public quote link.

Starting New Conversations

To initiate a conversation:

1. Click the + button in the conversations panel
2. Select a channel (email account or WhatsApp number)
3. Enter the recipient (email address or phone number)
4. Compose and send your message

For WhatsApp, you must use an approved template when contacting a customer for the first time.

Performance Metrics

Track response times, resolution rates, and message volumes from the Conversations dashboard.

Configuration

Accounts

The Accounts tab shows all connected communication channels. Each account can be configured independently.

Email Providers

Connecting Gmail

1. Click Add Email
2. Select Gmail
3. Click Connect with Google
4. Sign in and authorize WiseParts to access your email
5. Configure sender name and signature
6. Save

Connecting Office 365

1. Click Add Email
2. Select Office 365
3. Click Connect with Microsoft
4. Sign in and authorize access
5. Configure sender name and signature
6. Save

Connecting IMAP

For email providers not supporting OAuth, use IMAP:

1. Click Add Email
2. Select IMAP
3. Enter your credentials:

4. Test the connection
5. Configure sender name and signature
6. Save

WhatsApp Providers

Connecting WhatsApp (Meta Cloud API)

1. Click Add WhatsApp Number
2. Select Cloud API
3. Accept Meta's terms and conditions
4. Log in to your Meta Business account
5. Select or create a WhatsApp Business Account
6. Choose a phone number to connect
7. Configure business information
8. Save

Requirements:

• Meta Business account
• Verified business
• Phone number capable of receiving SMS or voice calls for verification

Connect WhatsApp (Twilio)

1. Click Add WhatsApp Number
2. Select Twilio
3. Accept Meta's terms and conditions
4. Sign in with your Meta Business account
5. Select or create a WhatsApp Business Account
6. Choose a phone number to connect
7. Configure business information
8. Save

Requirements:

• Meta Business account
• Verified business
• Phone number capable of receiving SMS or voice calls for verification

Authorized Users

Control which team members can access each account:

1. Open an account's settings
2. Go to Authorized Users
3. Add or remove users who should have access

Users added to a sender channel have permission flags: handles conversations (can view and respond), can reassign, can clear assignment, and can resolve all. A user who handles conversations but is not set as an auto-assignment target will see conversations but won't be automatically assigned new ones.

Users not authorized for an account won't see its conversations.

Templates

Message templates ensure consistent communication and are required for WhatsApp messaging outside the 24-hour window.

Creating Templates

1. Go to the Templates tab
2. Click Create Template
3. Optionally click Start from a recipe to pre-fill the form from the categorized library (invoice, order shipped, payment reminder, holiday notice, quote, follow-up, and more) — you can tweak the content before saving
4. Configure the template:

For email templates the editor is fully rich-text — bold, italics, lists, images, and alignment are preserved end-to-end so what you see in the preview is what recipients get. Variables appear as inline chips you can click to edit or remove.

For WhatsApp accounts, the Account picker lists each phone number on the Business Account separately so templates are tied to the right sender. For email, when you have multiple inboxes you can enable Share with multiple inboxes to reuse one template across accounts (editable after creation without re-approval).

Template Variables

Personalize templates with dynamic content using double curly braces:

Hello {{customer_name}},

Your quote {{quote_number}} is ready for review.

Best regards,
{{user_name}}

Available variables depend on context. Common variables include:

Order Information and adaptive message variations

Add an Order Information body variable (order.template) to embed a live quote or order in WhatsApp templates. On each send, WiseParts picks the richest variation that fits Meta's size limits:

Click View message variations in the template builder to preview all three tiers. Add your own greeting and links around the variable in the template body.

Template recipes with order actions

Pick a recipe when creating a template to pre-fill content from the categorized library (quotes, orders, invoices, and more). Recipes are loaded per sender — switch account or WhatsApp number to see recipes available for that channel.

Quote recipes on Meta Cloud API can include an Order button. When the customer taps it, the quote is confirmed and pushed to your source system automatically.

WhatsApp Template Approval

WhatsApp templates must be approved by Meta before use:

1. Create the template in WiseParts
2. The template is automatically submitted to Meta
3. Wait for review (typically 24-48 hours)
4. Check template status:

Template Types

Templates can be configured for different purposes:

Tags

Tags help organize conversations by topic, priority, or workflow stage.

Creating Tags

1. Go to the Tags tab
2. Click Create Tag
3. Configure:

4. Save

Tags appear as colored pills in the conversation list and can be used to filter conversations.

Managing Tags

• Edit a tag to change its name, description, or color
• Delete a tag to remove it (existing conversations keep their tag history)

Tags can also be created inline when tagging a conversation — just type a name and select "Create new tag".

Business Hours

Define when your team is available to set customer expectations and control auto-reply behavior.

Setting Hours

1. Go to the Business Hours section in an account's settings
2. Configure hours for each day of the week:
   • Set start and end times
   • Mark days as closed
3. Set your timezone
4. Optionally configure holiday schedules

Impact of Business Hours

Business hours affect:

• Response time metrics — Calculated only during business hours
• Auto-replies — Can be configured to send different messages outside hours
• Dashboard reporting — Filter metrics by business hours

Auto-Reply

Send automatic responses to incoming messages.

Configuring Auto-Reply

1. Go to Auto-Reply in an account's settings
2. Enable auto-reply
3. Configure triggers:

4. Write your auto-reply message
5. Save

Assignment Rules

Automatically assign incoming conversations to team members based on configurable rules.

Available Rules

Configuring Assignment Rules

1. Go to Assignment Rules in an account's settings
2. Add rules in priority order (first matching rule wins)
3. For each rule, specify:
   • The rule type
   • Any required parameters (e.g., which custom field)
   • Fallback behavior if no match

Rules are evaluated in order. The first rule that finds a valid assignee is used.

Signatures

Configure email signatures that are automatically appended to outgoing messages.

Creating Signatures

1. Go to Signatures in an account's settings
2. Create a signature with:
   • Formatted text
   • Images (logo, headshot)
   • Links
3. Set as default for the account or specific users

Signatures can include HTML formatting for rich content like social media links and contact information.

Account Status

Monitor the health of your connected accounts:

If an account shows an error, you'll need to reauthenticate. Click the account and follow the reconnection flow.

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