How to Manage Messages Received via Contact Forms

Effective communication with customers is key to building trust and improving service. The Contact Form Ultimate module provides a professional message management tool to store, view, and manage customer messages sent through your contact forms.

Why should you enable message management?

• Centralized management: Keep all messages organized in one place.
• Enhanced customer support: Quickly respond to customer inquiries.
• Data backup: Save messages and attachments for future reference.
• Improved productivity: Utilize tools like filters, bulk actions, and CSV export for efficient workflow.

Step-by-step guide to managing messages

Step 1: Enable message saving for forms

To store customer messages in your PrestaShop back office, follow these steps:

1. Navigate to the Contact Form Ultimate module in the back office.
2. Select the form you want to configure and click “Edit”.
3. Go to the “Settings” subtab.
4. Enable the following options:
   • Save messages: This saves customer messages in the “Messages” tab.
   • Save attachments: This stores attached files on your server. (Note: Enabling this will use hosting disk space. You can set it to “No” if necessary, as attachments will still be sent to your email inbox.)
5. Click “Save” to apply the changes.

Step 2: Access and view messages

Once message saving is enabled, all customer submissions will be available in the “Messages” tab.

How to view messages:

1. Go to the Contact Form Ultimate module configuration page.
2. Click on the “Messages” menu.
3. Use the following features to manage messages effectively:
   • Message filters: Filter messages by form name, date, status (read/unread), or importance (starred).
   • Message overview: Quickly see each message's content, sender, and submission time.

You can also view the total number of messages received for each contact form in the “Contact Forms” tab.

Step 3: Reply to messages and mark them as important

To respond to or mark messages, follow these steps:

1. Open a message by clicking on it in the “Messages” tab.
2. Use the Reply button to send a response directly to the customer.
3. To highlight important messages, click the Star icon to mark them as important.

Step 4: Utilize bulk actions

The Messages tab supports bulk actions for improved productivity.

Available bulk actions:

• Mark as read/unread: Select multiple messages and update their read status.
• Delete messages: Remove multiple messages simultaneously to keep the inbox clean.

To perform bulk actions:

• Select the checkboxes next to the messages you want to update.
• Choose an action from the bulk actions menu.

Step 5: Export messages to a CSV file

Exporting messages is useful for creating backups or analyzing customer inquiries.

How to export messages:

1. Go to the “Messages” tab.
2. Use filters to select the messages you want to export.
3. Click the “Export to CSV” button.
4. Download the CSV file, which will include details such as sender information, message content, and submission time.

The Contact Form Ultimate module’s message management tool simplifies the process of handling customer inquiries. By enabling message saving, responding promptly, marking messages as important, using bulk actions, and exporting data, you can streamline your communication workflow and enhance customer satisfaction.