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Broadcast Define Channels

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  1. Define Channels
  2. Define Channels – Select Channels

 

  • Click on ‘Next’ to move to step 2 of the wizard to compose your message.  For each channel type defined you will be requested to select a template (if applicable), enter the text for the broadcast, you can right click with your mouse and insert agent, customer, or customer data field details “on the fly”, and assign a category to the message. You will be able to save the message as a template for use in the future.

 

 

  • Template
  • Select a message template from the drop down list – the template will have been previously created.  Alternatively, enter in a free form message in the space available.
  • Queue / From
  • Select the queue you wish to appear as the message originator and for replies. This will be a shortcode (MSISDN or Long Number) for SMS, a fax number or email address to be used.
  • Characters:
  • When you enter the text for your SMS broadcast the characters will count up from 0.  When the site setting for the maximum number of characters is reached the error, ‘message is too long and will be truncated’ will appear in red but you will be able to continue entering more text.
  • MT Messages (MT – Mobile Terminating – message sent to handset)
  • When the max number of characters for the GSM character set is reached (160) then the MT Messages will increment by 1.  This increment will be every 70 characters if UCS2/UTF-16 (Double byte) is in use.  All standard English messages use GSM characters, while pictorial messages e.g. Chinese use Double Byte messages.
  • Encoding
  • We support GSM Character Set encoding or UCS2/UTF-16 (Double byte)Message is too long and will be truncated.
  • Category
  • Select the outbound category that all messages sent through the broadcast will be categorized with. Each channel is specified separately.
  • Subcategory
  • Select the subcategory that all messages will be categorized with.
  • Save as template
  • Checking this box adds the message to the Templates so it can be used for future broadcasts.  Check the box and the name of your broadcast will be populated into the template name . Click on save.  This will also make the template available in the Message Console template dropdown for use in general messages.

 

When composing the email message, the following features are also available in the email and Fax editor.

 

  • Subject
  • Enter the subject line or subject line may be populated if a message template is used.
  • Attachments
  • Add attachments using the paperclip.  
  • An attachment limit as set by a super  user / your reseller. When the broadcast is saved, if the total attachment size (includes all attachments) is greater than the Attachment Limit a warning message is displayed

    In order to continue with the broadcast reduce the attachment size or ask that the Attachment Limit size be increased.  NB/ Should you encounter the attachment limit is exceeded warning message then before exiting step 2 of the broadcast wizard then you should remove the required number of attachments to get the error removed and then click to step 3.  Failing to do this on a newly created / or updated message details will result in any changes since the last save being deleted.
  • Should the attachment limit be changed and there are any draft broadcasts in the broadcast screen a user would need to step through step 2 of the wizard in order for the changed attachment limit to be rechecked.
  • At present the attachment checking is only applicable to ‘selected channel’ broadcasts.  ‘Express’ broadcasts will be completed at a later stage.
  • Save to Draft
  • Fax and email messages can be manually saved to draft by clicking on the
  • Read Receipts – if Email Marketing Module is Enabled for your site

Email Read Receipts

 

If the email marketing module is enabled for your site then any broadcast that contains an email message can have a read receipt requested for it.

 

Read Receipt enabled screen;

 

 

 

The Read Receipt button is a toggle – when button is clear no read receipt will be requested for the broadcast email.  When button is green a read receipt will be requested when the email is sent.  By default the read receipt is not ticked for any new outbound email broadcast.

 

 

Message delivered – for any outbound email where a read receipt was requested and provided we have not received a read receipt notification hovering over the green successfully delivered button will display;

 

A read receipt – when the recipient of the email authorises a read receipt is to be sent the display in the message history when hovering over the green successfully delivered button will display;

 

Message not delivered – for any outbound email where a read receipt was requested and if the message could not be delivered for any reason then hovering over the red unsuccessfully delivered button will display the reason why the email wasn’t delivered and the date and time this notification was received;

 

If the email marketing module is disabled for your site then it is not possible to request a read receipt on any email broadcast. Screen display is;

 

 

Once this step is finalized, please click on the ‘Next’ button.

 

  1. Define Channels – Single Channel Plus Backup

 

 

Define the email and SMS details as per selected channel (above)

  1. Define Channels – Express Broadcasts

 

If the email marketing module is disabled for your site screen displays;

 

 

 

 

At present the attachment checking is only applicable to ‘selected channel’ broadcasts.  ‘Express’ broadcasts will be completed at a later stage.

 

 

Read Receipts

The Read Receipt button is a toggle – when button is clear no read receipt will be requested for the outbound email.  When button is green a read receipt will be requested when the email is sent.  By default the read receipt is not ticked for any new outbound email.

 

When sending an express broadcast the following rules apply –

 

All unique template names, for all channels, will be displayed in the dropdown list.

 

  • Allows for a one page specification of the broadcast sender addresses for all channels.
  • Selecting a template will populate information in the appropriate editor for all channels where a template exists with that name. Emails and Faxes share one editor so the template need only be loaded into one editor for use in the Express Broadcast. Once the Template is populated the text can be edited in either the Email/Fax or the SMS editor.
  • The first 160 characters of the Email/ Fax editor can be populated into the SMS editor by clicking on insert text.
  • When sending an express broadcast you can right click with your mouse and insert agent, customer, or customer data field details “on the fly”. 
  • There is an option to ‘Confirm’ the broadcast in this step that is it is not mandatory to view summary and preview information in order to start sending your express broadcast.

 

Categories

The categories for an Express broadcast must have SMS, Email, and Fax outbound channels enabled. If only SMS and Email is enabled on a site, then it is enough for the categories to only have SMS and Email outbound channels enabled.

 

 

  1. Select your sending options
  2. Select your sending options – Select Channels & Single Channel Plus backup

 

Define when the broadcast will start and finish, including which days and what broadcast hours are allowed.  This should match any legislation regarding outbound marketing.  If the broadcast is an express broadcast then this tab does not appear as express broadcasts are sent as soon as you confirm (finish) adding the broadcast details.

 

 

In addition to the information found in the summary screen this page also gives details on;

 

  • Start Date
  • Enter the start date for the broadcast – note – this will always default to the current date in the site time zone.  The site time zone will be displayed. The date format is either mm/dd/yyyy if in Tools >> Internet Options >> languages your preference is set to = English (United States) [en-us].  For any other language preference the format is dd/mm/yyyy.
  • Start Time
  • Enter the time to start the broadcast – note – this will default to the current time in the site time zone. 
  • Cutoff Date (optional)
  • Enter the date to cease this broadcast if all messages have not been sent (in the site time zone.).  The date format is either mm/dd/yyyy if in Tools – Internet Options – languages your preference is set to = English (United States) [en-us].  For any other language preference the format is dd/mm/yyyy.
  • Cutoff Time
  • Enter the time to cease this broadcast in the site time zone (in the site time zone).  The broadcast will cease sending at this time regardless of whether all customers have been broadcasted to or not.
  • Start date based on
  • Site Time Zone – all messages will commence sending to the customers in the broadcast group when the start date / time is reached in the site time zone setting.
  • Customer Time Zone – messages will commence sending to applicable customers when the start date / time is reached in the customer’s site time.  Provided the cut off date is not reached prior to all messages being sent the broadcast will continue sending until all customers in the broadcast reach the start date /time in their time zone.
  • Send on
  • Specifies the days of the week messages can be sent. This defaults to the site setting specified and can be edited to suit the individual broadcast.
  • Between
  • Hours of the day that messages can be sent. This defaults to the site setting specified. Times outside of these cannot be selected and an error message will be displayed.
  • # Messages per hour
  • Sending rate, i.e. the total number of messages per hour to be sent out across each hour. This defaults to the site setting specified. This cannot be increased past this number. The value entered will determine the interval upon which messages will be sent across each hour, i.e. if you set this to 10 messages per hour then each message will be generated and sent approx every 6 minutes.  Please note that this is not an exact calculation as polling intervals sometime result in 2 messages being sent 1 minute apart.  If there were only 5 customers being broadcasted to then the broadcast would take 30 minutes to send.  If flexibility is required in terms of message sending volumes per hour then the default for the site setting should be set to a large value (say 10000) and then manually altered for each broadcast.   Leaving at 10,000 will result in messages being generated and sent continuously from the time the broadcast starts whereas a low value will control the generating and sending across a given hour.  The default messages per hour cannot exceed the ‘maximum messages per hour’ (a super user setting on the broadcast tab).

 

  1. Preview & Confirmation
  2. Preview & Confirmation - Select Channels & Single Channel Plus Backup

 

Confirm the Broadcast details are as expected.  You are able to preview the customers being broadcasted to or preview the outbound messages by clicking on the relevant tab(s).

 

 

  • Status: the current status of this broadcast.
  • Messages Per Hour: the total number of messages per hour to be sent out by the system for this broadcast. For an express broadcast the total number of messages per hour will default to zero.
  • Start Date: the start date for this broadcast.
  • Cutoff Date: the cut off date (if defined) for this broadcast.
  • Send on: the send on days for this broadcast.
  • Between: the send between times for this broadcast.

 

A warning message will be displayed when the broadcast duration calculated is greater than the Broadcast Duration Threshold, informing you when large attachment(s) will cause the broadcast to run slowly.

  • Note: The calculated duration will depend on the Broadcast Setting values.
  • There is additional information for super users only.

 

The broadcast customers tab displays as follows. There is the ability to filter on this list and to sort on all column headings or to view the customer details for each customer;

 

 

 

Before confirming, preview individual customer and channel messages by selecting the applicable preview button. This allows you to quality check messages prior to dispatch.  Note; if you selected multiple channels, you can view the different messages e.g. SMS or Email by clicking on the appropriate radio button. If the email marketing module is enabled the read receipt notification will display on this screen if the icon is blank then no read receipt has been requested, if it is green then a read receipt will be requested for all outbound emails generated as a result of this broadcast. Customers will be previewed in the same order that they are displayed in the customer group (Broadcast Customers).

 

 

 

The read receipt button  if present will either be green (read requests will be requested for each outbound email) or blank  (no read request requested for each outbound email). 

 

  • Preview messages using one or a combination of the following;
  • Use the First, Prev, Next and Last buttons to move through the records or
  • Type in a number to view that record for the specified channel.

 

Click ‘Close’ to return to the previous screen once complete, then use the navigation buttons to navigate the wizard as needed or click on ‘Finish’ to complete the broadcast send.

 

If the customer is not to receive a broadcast message, a message will be displayed explaining why:

 

  1. Preview & Confirmation - Express Broadcasts

Once you have defined the messages you will be directed immediately to the following screen.  You will note this does not include the scheduling step of the standard broadcast. 

 

Confirm the Broadcast details are as expected.  You are able to preview the customers being broadcasted to or preview the outbound messages by clicking on the relevant tab(s).

 

 

 

 

  • Status: the current status of this broadcast.
  • Messages Per Hour: the total number of messages per hour to be sent out by the system for this broadcast.
  • Start Date: the start date for this broadcast.
  • Cutoff Date: the cut off date (if defined) for this broadcast.
  • Send on: the send on days for this broadcast.
  • Between: the send between times for this broadcast.

 

The broadcast customers tab displays as follows. There is the ability to filter on this list and to sort on all column headings;

 

 

 

Before confirming, preview individual customer and channel messages by selecting the applicable preview button. This allows you to quality check messages prior to dispatch.  Note; if you selected multiple channels, you can view the different messages e.g. SMS or Email by clicking on the appropriate radio button. If the email marketing module is enabled the read receipt notification will display on this screen if the icon is blank then no read receipt has been requested, if it is green then a read receipt will be requested for all outbound emails generated as a result of this broadcast. Customers will be previewed in the same order that they are displayed in the customer group (Broadcast Customers).

 

 

 

The read receipt button  if present will either be green (read requests will be requested for each outbound email) or blank  (no read request requested for each outbound email). 

 

  • Preview messages using one or a combination of the following;
  • Use the First, Prev, Next and Last buttons to move through the records or
  • Type in a number to view that record for the specified channel.

 

Click ‘Close’ to return to the previous screen once complete, then use the navigation buttons to navigate the wizard as needed or click on ‘Finish’ to complete the broadcast send.

 

  • Group’s title and the name of the group that the express broadcast is to be sent to is now displayed.
  • All confirmation details regarding the message send and message preview are displayed on the Broadcast confirmation tab.

 

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