SIMS InTouch User Guide

Transcription

1 SIMS InTouch User Guide Version February 2012

2 Copyright 2006, 2009, 2011 Capita Software Services This document is intended to act as a reference guide to Capita Software Services products. Capita Software Services however, make no representation or warranty, express, implied, or statutory, with respect to, and assumes no responsibility for the accuracy, completeness, sufficiency or usefulness of the information contained herein. The information in this manual is subject to change without prior notices and should not be constructed as a commitment by Capita Software Services. No part of this publication may be copied or distributed, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, manual, or disclosed to third parties without the express written permission of Capita Software Services. 2

3 Contents 1 Introduction Contacting Capita Getting Started 3 Logging On Messaging Import Contacts Send Message Select... Contacts Compose... Message Confirm... Message Message... Sent 18 Purchase Bundle

4 Introduction This user guide will help a Client holder to send messages using the SIMS InTouch User Interface application. This manual has also been created to guide the Account holder through the processes of purchasing bundles in the SIMS InTouch User Interface application. The pages and options discussed will depend on the user's access rights. Some options might not be available to view. Contacting Capita If you cannot find the help you require from this help document or you have a problem with your system then you can contact Capita's technical support desk. Website Telephone Fax If you have any queries or suggestions regarding the help file, please the technical author of this document. 4

5 Getting Started You will require access to the SMS Gateway before being able to purchase bundles ( Account Log in) or send messages ( Client Log in). The s sent to the user will explain the areas they have access to. The Login ID and Password will differ between the Purchase and Send Message modules. The following information must be available before you can access the SMS Gateway Web site address (URL) to the SMS Gateway Login ID Account Password This will be sent to you in an along with the Login ID and Account Included in the which notes the URL and Account Included in the which notes the URL and Login ID This will be sent to you by (separate from the stating URL and Login ID) Example of Account Login Subject: DO NOT REPLY TO THIS SMS Gateway Account Login Details This contains your SMS Gateway Account Login ID. You will receive a separate containing your Password. Once the account has been activated, you will be able to access it at the following location [URL address] This login will enable you to view your current text bundle balance and enable you to purchase text bundles for the SIMS InTouch system. Login Id: 123 Account Id: 123 Example of Client Login Subject: DO NOT REPLY TO THIS SMS Gateway Client Login Details This contains your SMS Gateway Client User ID. You will receive a separate containing your Password. Once the client has been activated you will be able to access it at the following location [URL address] This login will enable you to upload contacts from the SIMS InTouch system and send SMS messages from the web-site. Login Id: 321 Client Id: 321 5

6 Logging On Login to the SMS Gateway is done via the URL provided. The login page will request a Login ID, Password and Account which will have been be provided to you by . Enter the Login Details, Password and Account as supplied to you For security reasons you should never share your password with anybody. If an invalid login is entered; either by entering an invalid Login ID, Password or Account, an "Invalid Login Details Entered" message will be displayed. Why am I being asked for a new password? After the first successful login and after a password reset, you will be requested to enter a new password. The password must be at least 7 characters long and contain both Upper and Lower case characters as well as at least 2 numeric characters. eg. Password123 Why is my account locked? After three invalid login attempts, the account will be locked. Contact your administrator to reset your account details How do I log out? On the top right of every screen is a Logout Link. After logging out, the screen will revert to the Login screen 6

7 Messaging After Login or Password Change, the following page will be displayed. The Messaging Main screen consist of the following options Import Contacts Send Message Import Contacts The Import Contacts option will allows contacts to be added to the system so that they can be selected as required when sending messages. If no contacts are loaded, you can still send messages but the telephone numbers must be entered manually at the time of sending the text message. Numbers used this way is not stored in the system and will need to be entered every time. The file uploaded must be in the correct xml file format. The SIMS InTouch system is able to export a file in the correct format please refer to your usual SIMS support contact for further details. 7

8 To upload the document, press the Browse button. This will bring up an explorer window in order to navigate to the correct folder > file. After the file has been selected and is displayed in the 'Import Contacts' field, click the Upload button. The file upload will begin and depending on the file size, may take a couple of minutes. Please do not refresh your browser until the process has completed Successful Upload After a successful upload, a The file was im ported successfully message will be displayed. The contacts are now ready for use when sending messages. Errors during Upload If there are problems during the file upload then a message An error occurred while processing this request. Please contact technical support. will display. Before contacting your Technical Support, try to upload the file again in case there has been a network problem. If the error occurs again, contact your usual support provider. NOTE: SIMS users should contact their SIMS helpdesk. Uploading a new file of contacts will delete all existing contacts and replace them with the contents of the new file. 8

9 Send Message The M essag ing > Send M essag e option allows you to send messages for the Client. This can be done by completing the following steps: Select Contacts Compose Message Confirm Message Message Sent Select Contacts The selection page provides a way of selecting available contacts for sending messages to. This will only be available if contacts have been imported using the Import Contacts option. Hierarchy The diagram below illustrates the navigation available for selecting contacts: At each level, it is possible to select all contacts that exist under the selected hierarchy element, except for User D efined Group Contacts - which requires you to navigate to the Group level in order to select all contacts within the hierarchy below. 9

10 Select Roles Field The first selection page will display a list of Roles and navigation to Group Types and Role Contacts as described below. The Select Contacts section allows you to perform the following actions. Select a link to navigate to the Group Type selection for each role Select the required role and press the Update button to pick contacts for the selected role When selecting the "Send to all contacts" check-box in the header, all roles will be selected Select a link to navigate to the Contact selection for each role (except User Defined Member Contacts ) 10

11 Role Contacts Selecting the link beside the check-box on the Home navigation page which will open a new page showing the individual contacts available for the selected role as illustrated. Group Contacts Selecting the Group Type for a role will display the list of Group Types configured. This will allow you to select all Groups for the selected Group Type or drill down further to see a list of Groups until finally a list of Contacts configured for the Group are displayed. 11

12 Group Types Groups 12

13 Group Contacts Selected Contacts Summary The Selected Contacts Summary section appears on all selection pages and provides a summary of the elements that have been selected by you. In the initial state, no contacts have been selected therefore the section is displayed as illustrated below. The following actions are available: o Select a link to navigate to the Group Type selection for each role o Select a link to navigate to the Contact selection for each role (except User Defined Member Contacts ) As you navigate the hierarchy and select check-boxes, the summary reflects the changes that are made. For example, selecting a role contact will update the 4th column in the table to show that a contact has been selected. Additionally, if the contact exists within one or more groups, then all groups that contain the selected contact will be displayed in the 2nd or 3rd column (this depends whether there are any other un-selected contacts for the group or group type). This is better explained using the illustrations below: 1. Select a contact from a role and update the selection 13

14 2. The summary updates the 4th column to show that one contact is selected and also updates the 2nd and 3rd columns to show that the contact selected also exists in the selected groups. Since all entries within the table are shown as links, you can directly access the group to see all other contacts available within the list. 3. Select the bottom group (Skiing Trip 2011 Year11 (1/10)) in this list and select all contacts and update the selection 4. The summary updates the 4th column to show that 10 contacts have now been selected and also updates the 2nd and 3rd columns. The 2nd column shows that 1 group type has been fully selected and the 3rd column shows that all 10 contacts within the group have been selected (grey background) 14

15 Therefore, the following actions are performed when selections of contacts, groups or group types are made. Selection Action Select one or more role contacts Select one or more contacts from the group contacts under Employee, Member, Member Contacts Select one or more contacts from the group contacts under User Defined Group Contacts Summary Update Update the role contact count Update the selected contacts wherever the contact appears under the group selection Update the selected group contact Update the role contact count Do not update all other groups that contain the selected user Update the selected group contact Do not update the role contact count Do not update all other groups that contain the selected user Typically the selection of contacts will either be done by sending to selected or all contacts for a role OR navigating to the group/groups and selecting the required contacts. It would be uncommon to use both types of navigation within a single selection. After the Contacts have been selected, the software will navigate to the Compose Message screen 15

16 Compose Message This page allows a composed message to be sent out to the selected contacts. The page displays a summary of the selected contacts from the previous page and provide the fields to add additional contact numbers. The following mandatory fields need completing: o Reference This can be used to identify the reason sending the message o Priority This can be used to request a different priority for sending the message o Message This will allow you to enter the message to be sent. A count of the number of characters entered will be displayed under the field. After selecting Validate Message, the system will navigate to the Confirm Message page. 16

17 Confirm Message This option allows the message to be reviewed before it is sent to the selected contacts. A summary will also be displayed listing the number of messages that will be sent along with the current bundle balance available. If the message is satisfactory, press the Send Message button. Once pressed, the message will be sent to the contacts and the system will navigate to the Message Sent screen. 17

18 Message Sent If the message has been send successfully, the Message Sent page will allow you to print the confirmation for your records. 18

19 Purchase Bundle After Login or Password Change, the following page will be displayed. The Purchase Bundle option will allows the user to purchase a bundle for the Account. The following options will be displayed: o Account Details - Lists the account to which the bundle will be allocated to o Balances In Bundle Balance - The number of messages remaining of the last Bundle Purchased Out of Bundle Balance - Messages sent after In Bundle limit has been reached and before new bundle is purchased o Purchase Order Number - A field to input the purchase order (PO) number (this input is optional) o Bundles Options - A list of available bundles that can be purchased o Out of Bundle Price - Once the messages in the Bundles Option has been used up, the price of each message goes up to what is displayed in this field. 19

20 Complete the Order Screen by entering the Purchase Order number and selecting the Bundle Size. After completing the purchase, click the Purchase Bundle button to be navigated to the confirmation page - where you can confirm the purchase or go back to edit the purchase. If the Purchase has been accepted, an option to print a receipt will be displayed. 20

21 Index G Getting Started Logging On 6 Main Window 19 I Introduction 4 Contacting Capita 4 System Structure 5 M Monitor 7 Daily Transactions Monitor 9 Process Monitor 7 System Log 17 Unsent Transactions Log 16 User Monitor 9 P Process Batch 18 21