Polaris Frequently Asked Questions

Here are some frequently asked questions around our Polaris release, please follow the links to the corresponding topic.

• Important and Tagging
• Message List
• Archiving
• Sharing
• Key Commands
• Connected Apps
• Workflows
• Solo Inbox
• General Questions
  

Important and Tagging

Where is the ‘My Messages’ tab? What is ‘Important’?

‘My Messages’ now has a new name: ‘Important’. The reason for this change is to make ‘Important’ useful for every team that uses SEDNA.

Which messages will I see in ‘Important’?

Important now contains messages that are:

• Tagged with a Job Reference you are following 
• From a Contact you are following 
• Messages you are Following (or have been tagged on)

There is a customisable option per tenant, so you can include it in your ‘Important’ inbox: 

• Untagged Messages: Messages within the Inbox that don't have a Job Reference tag
• Orphaned Jobs: Messages with a Job Reference tag that has no associated users
• Team-Aware Orphaned Jobs: Messages with a Job Reference tag that have no associated users that share the same default team as me
• Important Contacts: Messages to, cc, bcc an Important contact

What is the difference/benefit between my messages(old) and important(new)

Important is not just for you, but messages with tags to your team. Like this, you have more visibility across all teams you have access to.

My ‘Important’ tab is showing different content than ‘My Messages’

If you are seeing a change in the content of the Important tab compared to ‘My Messages’, this could be for a number of reasons. Here are the most common causes and how to resolve them: 

• I am seeing many old messages under my Important tab:
• You are seeing these because of the switch to include ALL TEAMS as part of the Important tab’s search, compared to previously which only included the Default Team. 
• To resolve this issue, you can create a search that looks for messages before a certain date, or NOT your default team and use the new ‘Archive search results’ feature that will archive these messages from your Important tab. 
• E.g. if Operations is my Default Team I could do a search like this:

• I am seeing messages I have followed in my ‘Important’ tab:
• You are seeing these messages because the ‘Important’ tab now contains messages that you are following (have been tagged by/for you). To remove them, you can create a search, by date or other filters, and then use the new ‘Archive search results’ feature that will archive these messages from your Important filter.
• E.g. To archive the messages in my ‘Important’ tab before a certain date

• My Important filter isn’t showing All the messages from ALL TEAMS. 
• It is likely that your other team mailboxes are set up to auto archive on receipt of the message. To solve this, you will need to reach out to your User Management point of contact, or SEDNA Support. They can change this setting for you, so it will show new messages in the inbox for all the teams you have access to. 

Since Polaris launched, I am seeing messages from other teams

You are seeing these because of the switch to include All Teams as part of the “Important” tab’s search. Prior to Polaris, “My Messages” only included your Default Team.

If you wish to update “Important” to only show messages from your default team, you can create a search that looks for “Important” and your default team and save this search as a Saved Search. This can then be activated as a Live Search to help with processing.

How do I mark as Important (follow) a Job Reference? 

If you have an integration, then you will continue to follow the jobs you are assigned to in your system of record. However, SEDNA now also has an option that will allow you to mark as Important (follow) a Job Reference tag from the user interface, when you hover over a tag. This will not override your system of record but, even better, add to it. You can just as easily reverse this change. 

You can view a full list of all job references you follow in your ‘Important’ section of the Settings, which you can find under your initials at the bottom left of your screen.

What's the difference between what's in the "Following" and "Important" tabs?

The Important tab includes messages you are Following, messages that have a Job Tag marked Important, or are from a contact marked Important. The Following tab only shows messages you are following.

Will there still be suggested job tags based on the information in the email?

Yes, this continues to be automated as you’re used to it now.

Is there any update about job tags that get added by one team in order for other teams not to delete them when there's more than one added to the same message?

We don't currently have permissions for who can add or remove tags. You should only see the relevant tags for the teams of which you are a part. 

Can you now also send messages marking them as Important?

This is not possible right now. 

Can you mark a company domain as important so anyone from the domain/company is marked as Important automatically?

Not at this time - marking a contact's message Important automatically is based on their individual email address.

Will existing Saved Searches that reference 'My Messages' be updated automatically to look at 'Important'?

They will update automatically.

If I mark a contact as 'Important', does this apply to everyone or just my version of the contact?

The contact will only be flagged as “Important” to you.

What happens if a muted contact sends a message tagged with an “Important” job tag?

The received message will be auto-archived for the user who muted the contact.

How can I search for all non-tagged messages?

Create a search and save it as a Saved Search that has the following tokens:
“In:inbox [not] has:JobTag [not] has:CategoryTag [not] has:PersonTag [not] has:Comment”

Can I share the contents of my Important tab with others (ex; I'm on vacation, and want someone to cover for me)?

Yes - someone can search your name and filter by messages marked "Important". 

Can you set timed reminders on Important messages?

Not at this time.

Can you change the default team to a team other than "All teams" in your Important tab?

Admins can set the Teams which a user does not want to see as auto-archive for Important.

My All Messages tab used to encompass the messages that I sent as well. Is there a different way to see all messages sent/received? Can I use Live search for that?

This is best solved with Live search. You can define the Live Search for the specific teams you want to include.

In earlier versions, if I tagged a Ship, emails under which a user is mentioned in IMOS for that ship would come under “My Messages”. But now under "Important message" would I have to tag every individual voyage?

It works as before, there is no change to how tagging operated previously.

Are we going to be able to create new job tags (like before Polaris launched)?

Yes, job tags can be created as usual, if you have permission to do so.

Message List

Can I customise the width of the message tiles?

At this point, it is not possible to customise the width of the message tiles. To ensure you have maximum visibility of your content, we have taken the care to make message tiles responsive to your browser width, regardless of the size of your window.

The message preview has a fixed width, is there any way to resize it?

At this point, message tiles are fixed size.

Where has ‘SEDNA Link’ moved to?

SEDNA Link is now called ‘Apps’, and can be found in the Context Panel. This is now the centralised place for all content on a message.

Will you be able to control the message information shown in a tile?

You can expand or collapse the size of the message tile using the button in the top right corner. To change what type of information each tile shows, click Settings and toggle the settings under the Message List heading to see more or less information on each tile.

Can we change the actual white 'back screen' to grey or other?

As of now, SEDNA only exists in white.

Is there any option to move the pop-up windows for attaching files, messages, and attachments from SEDNA back on the left side of the screen?

We are looking into this however, there is no exact timeline for this right now.

My "message list" is twice as wide as in your demo, with a narrow message preview. How did you make the message list smaller?

This varies automatically by screen size

Can we compose and read emails at the same time?

The best way to do this is to create a new tab. Some of our users find a side-by-side view useful.

Can we change a colour of a category tag?

This can not be changed currently.

Archiving

Why does my "Archive total:" number when using the ‘Archive search results’ feature, not match my inbox count number?

The "Archive total" number shown in the new "Archive search results" will only display the number of emails which can be archived. In some cases, your filtered search may contain messages that are already archived, causing the count of what is shown in your filtered search, and the number of messages that Archive search results will archive, to be different. 

Who has access to ‘Archive search results' for a Team? Can I turn this option off?

The ‘Archive for Team' option for Archive search results will be available to users that have the super user role. This is not customisable and will be linked with the user role application only.

The ability to ‘Archive For Team’ an individual message will continue to be managed by a feature flag that can be activated per user.

If I use Archive for Team from a search, will I be able to Archive for Team for multiple teams at once?

You will always Archive for just your Default team if multiple teams are selected.

When you archive from a search, are you able to mark them all as read, or will the activity panel show that message was unread by the user when archived?

The message will not be set as “read” if archived from search.

Am I still able to bulk archive messages by batch selecting multiple message tiles at once in my feed?

Yes — select and message, and hold SHIFT to select multiple messages at once, then select the "Archive" or "Archive for team" button in your action bar.

Why can't I find archived tags when clicking "+ Add Job" in the Tags Panel?

This is a known bug that is being addressed.

Sharing

What is an "External Collaborator"?

SEDNA now allows users to share messages with external people (called Collaborators) that are not SEDNA users. This provides the opportunity for external parties to view and add comments on messages within SEDNA.

Do External Collaborators need to have SEDNA to share messages and comments?

You can share messages and comments to non-SEDNA-using external parties. Visit our Share with Email Address page to learn more.

How does an External Collaborator see the message I shared?

External Collaborators will see the message shared in a free version of SEDNA, currently called SEDNA Lite. SEDNA Lite is as secure as SEDNA.

How do I see that there are External Collaborators to my message?

You can see it in the bar atop the comment input field saying 'x Collaborators'. By clicking on the chevron next to 'x Collaborators', you can open up the bar and see the list of external collaborators.

What is "sharing comments with external users"?

For a message that has been shared with an external collaborator, you can choose whether a comment you add to the message is visible to that collaborator.

How do I know whether a comment that I've written will be sent externally or internally?

There is a tickbox on the right of the Collaborator bar which you can tick or untick, thus sending a comment externally or internally, respectively.

Can external parties see the comment history on a message that is shared?

External parties with access to a message only see comments on a message you have chosen to share with them.

How will I know an "External Collaborator" comments on the message I shared?

That comment will be added to the messages activity with a distinctive "External Collaborator" banner.

When sharing comments externally, will the activity panel show when the sharing link is accessed?

Not at this time, but we are developing additional features and indicators around external sharing to improve visibility.

Can you share a comment with an external collaborator after it has been entered into the activity panel?

Not at this time — sharing to an external collaborator must be done when you are entering the message.

Before the release, I had a Saved Search that was shared with me by a colleague. I don’t see that Saved Search anymore. Have we lost this functionality?

This is still available under shared Saved Searches. If you hover over Saved Search, you can see a settings wheel icon and see which ones are shared with you.

When sharing comments with someone outside our organization, will this person be able to only read messages I shared or all comments related/written on the same email? 

You can share comments specifically with people outside the organization. The comment composer box has a drop-down that allows you to decide who you want to share your comment with. The comment panel also highlights which comments were shared with external collaborators.

When you share with collaborators, the link expires too soon. Any chance to increase the validity time?

You can contact our support team, who can modify the duration of time the link is valid.

Key Commands

Are there new Key Commands?

Yes. With Key Commands you can now access specific areas of the Tags panel and more.

Shift+J	Add a Job Tag
Shift+C	Add a Category Tag
Shift+P	Add a Person Tag
C	Move your cursor focus to Comments (If Activity already in view)
Arrow Key ⬅️/➡️	Switch Context focus between Activity, Tags and Apps
Shift+⬅️	Toggle Message List
Shift+➡️	Toggle Context pane
Shift+V	Expand Full-width Message Tiles

Connected Apps

What is the difference between Connected Apps and Context Panel Apps?

The biggest difference is that you can manage all Connected Apps yourself, via the Connected Apps page (in your settings). Currently, apps within the Context Panel (formerly called SEDNA Link) need to be enabled by SEDNA on your behalf, but with connected apps these can be managed by you. To activate Context Panel apps, please get in touch with the SEDNA support team. In the future, we plan to migrate apps in SEDNA Link over to Connected Apps so they can be managed by you.

Why can't I access the Connected Apps page?

The Connected Apps page is currently tied to an IT Support role. If you have that role, you will be able to access the page. Otherwise, you can contact your IT admin.

Workflows

Why can I not see the new Workflows feature? 

Workflows will need to be enabled for your tenant by the SEDNA team. Once enabled, the Workflows feature is linked to the Super User role, so it will be active for users in your organization with that user role. This is not customisable. Please contact SEDNA support to activate. 

What can a workflow do when its logic is activated to autotag a message?

Workflows can automatically apply an existing Job or Category tag when a message meeting the conditions of your workflow is received.

How do autotaggers work?

Autotaggers automatically apply a category or job tag to a message, either based on the content of a received message (learn more on the Workflows support article), or because of an app integration that has been setup with a SEDNA-compatible software (see the Apps support hub for more details).

Can we setup a workflow rule that applies to both the Body and Subject lines?

Conditions in a workflow can be created based on, Body, Subject, or From fields.

​​Why can I not use workflows to auto archive messages, or search for a workflow?

Workflows is a developing SEDNA feature. We are conducting user research to address further functionality like this in future releases. 

How do you check the rules for your existing workflows?

Super users can click the "Workflows" button in their sidebar to view all current workflows available, what teams/users they are active for, and what the rules for each workflow are.

Do workflows only apply to new messages, or can they be applied retroactively to existing messages in my inbox?

They only work on new messages coming in.

What makes someone a super user?

Super user is an assigned role granting a limited number of users permissions that impact other users (like workflows).

Will existing auto-tagging rules be set up as a workflow so we can edit them?

Not at this time. To edit existing auto-taggers not created in workflows, contact Support.

Why does my workflow with the condition "equals" not tag messages?

The condition “equals” is looking for an exact match, this could be impacted by other content within the subject or body.  The user should use the "contains" condition instead if variation could be impacting. 

We don’t have a Workflow button. When will we be able to create the rules with it?

You can request access to workflows through our Customer Success team.

Solo Inbox

If you have a Solo and Team inbox, which signature will be used for responses from each inbox?

There is not a default signature setting yet for Solo inboxes, but a snippet can be created to insert as a signature.

Are Solo inboxes separate email addresses and inboxes, or more like a Live Search for an individual user?

Solo Inboxes are individual, private inboxes with a unique email address. Emails in Solo inboxes are only visible to the individual user, unless they share this email with other team members.

If a message is sent to a Solo inbox, who can see it?

All emails inside a Solo Inbox are personal and private to the assigned owner only. Messages will only be visible to others, if the user chooses to share their email outside their Solo Inbox.

If we are a "Team" inbox-only organization, do we need to use Solo Inboxes?

Solo inboxes do not need to be active in your SEDNA. Some SEDNA-using organizations have previously needed individual inboxes that were opened in a separate email client. Solo inboxes now let those organizations have their individual inboxes in the same client as their SEDNA team inboxes.

Is there security on Solo inboxes for the confidentiality purpose of a Solo inbox? How can we manage inboxes for employees that are leaving?

Solo inboxes restricted to 1 user. If an employee leaves, your admin can access this person’s content. The employee can also share messages to appropriate teams prior to leaving the company.

My solo inbox is created but it’s not working.

Please contact your admin team about issues regarding the configuration of your solo inbox.

General Questions

How do we know when the Polaris update will be live for our company?

Polaris will rollout with a series of training modals that will announce that the release is now live for your company.

Are the changes that come with Polaris optional?

During the launch and transition phase of Polaris you can toggle off the changes for up to 2 weeks. After that, Polaris will be automatically activated for all users.

When will the webinar recordings of Polaris training sessions be available?

You will receive a recording of any webinar training session you have registered for a few days after the session takes place. If you did not register for a session but would like a recording, contact your CSM.

Have you fixed the partial word search problem?

Not at this time.

Can sorting order be saved to specific Live Search so the order is in your preference for each?

Not at this time - sorting order is independent of Live Search.

Are there plans to be able to sort/view messages as conversations?

It is something we are looking at.

Will there be the ability to open messages in a pop-up window?

Not at this time.

Will Notes be receiving an update?

Not at this time.

How do these changes affect the mobile app?

Where possible, Polaris functionality has been adopted into the mobile experience, with further mobile development ongoing.

Is a new mobile version coming?

We are currently developing a new version of our native iOS app.

Will "sort by sender" be an option?

Not at this time.

Is there a delay send function, can it be set to a certain future date to send out?

The send delay function is controlled at the organization level (contact Support to update this). User-level control of send delay is being explored in the future.

Can you drag and drop an email from another client into SEDNA as an attachment?

Not at this time.

Can you edit snippets without having to delete the old one and add a new one?

Not at this time.

Will you be able to hide the original email in a response rather than having to erase it manually?

Not at this time.

Can you sort your message feed based on when a message receives a new comment?

Not at this time.

Does search allow for non-exact match of text that appears anywhere in the message (ex: looking for "inovices" to find "invoices")?

Not at this time.

How much feedback from customers do you need to consider features in the next release?

We are going to launch a new platform where you can submit feedback, request features, and also engage with us on feature requests. You will be notified once this is available. We also conduct in-depth research to validate as many features with as many users as possible. Once we find that a feature is valuable to our broad user base, we dedicate a team to developing it and including it in future releases. 

Will the actual mobile application reflect the Polaris changes or will it remain with the previous view?

The mobile app will remain on the previous view.

The current mobile app does not have the same interface.

This will be addressed in future releases.

Can I still drag and drop files into an email?

Yes, you can use drag and drop from your desktop or any other program as you used to.

Would that override the firewall if spam invoice emails are blocked?

Your company’s spam filters should work as normal.

I was previously able to select "all teams", but this feature doesn't appear to be available.

This is found in the sidebar and it is now called “All Messages”. You can also search for all teams.

Why isn’t there a notification of how many new emails are in Saved Search? (It is appearing in Live Search but not in Saved Search)

Right now, we don’t have this functionality for Saved Search. We recommend using Live Search to see the number of new messages.

When creating a new Live search, there might be a lot of unread emails. How can I remove them quickly, so my "unread" tab will show 0?

The best way to solve this is to create a new Live Search - as you can now archive search results as part of that view.

Is it possible to revert to the previous version?

You can still use your current version of SEDNA until 10 August, and freely switch between the two versions. On August 10th, all our users will be automatically switched over to Polaris. 

Can I access my inbox or sent messages as I am composing a message? Or do I have to save it first? 

You can work off multiple browser tabs, and switch between views easily. 

Can you recall a message?

At this point, you can schedule send. Recalls aren’t possible.

Will you add the @tagperson functionality in the body of the email? Like when we type an email to automatically tag someone while writing @user?

This will not be available in composer, but you can use the comment panel to tag a person.

We would like a Live Search to default to all messages, how can we set this up?

This feature isn’t currently available, we will look into this in the future.

Is it still possible to preview attachments?

Yes, the functionality for preview hasn’t changed.