Guide & User Instructions

Transcription

1 Guide & User Instructions Revised 06/ Grant Street Troy Ohio onecallnow.com America s Largest Message Notification Provider Copyright One Call Now, LLC. All rights reserved. One Call Now is a registered trademark of MyTeam1, LLC.

2 Advanced Language Overview... 3 Advanced Language Support includes:... 3 Supported Languages... 4 About Language Subgroups... 5 Language Settings... 6 Language Column Headings... 7 Create Language Subgroups... 9 Create a Language Subgroup... 9 Update Your Roster Changing the Preferred Language Manually Change Preferred Language Using the Import Wizard Upload Your File Send a Multilingual Message Using the One Call Now Stock Library Message Setup Send Text-to-Speech and Multimodal Messages in Different Languages Message Setup Contacts Advanced Language Message Reports Tabbed Sections: Totals Tab Tabbed Sections: Setup Info Tab... 35

3 With 19 languages, our new Text-to-Speech engine has very human-sounding speech. The Stock Library includes 30 common messages professionally recorded in 11 languages. One Call Now is the only message provider that sends dual-language messages. A multilingual Stock Message Library with 30 common messages professionally recorded in 11 languages. Select one stock message and send it in up to 11 different languages simultaneously. Our Stock Library is currently available only for schools with select Service Plans. Please contact a One Call Now Client Specialist at (option 3) for more information. Adding or changing the language preference for any member on your Roster. The default language for each member is English; other languages are available allowing you to customize your Roster accordingly. Roster and Subgroup Reports now display the preferred language for each Group member. Import Wizard language recognition. Simply add a column on your Excel sheet designating the preferred language of each member. Non-robotic Text-to-Speech voices in English, Spanish and 17 other languages. Improved Text-to-Speech pronunciation and vocabulary. The ability to type your message in English, we will translate it for you and send it to your recipients in the language you choose. Enhanced capability. Send messages in over 50 languages. Automatic Subgroup creation based on language. Ability to change your Group's default language from English to another language.

4 The languages available in the One Call Now Stock Library include: English Italian Polish Spanish Chinese Japanese Portuguese Vietnamese French Korean Russian The enhanced One Call Now Text-to-Speech Voice Engine supports the following languages: English Dutch Greek Russian Arabic Finnish Italian Spanish Catalan French Norwegian Swedish Chinese Galician Polish Turkish Danish German Portuguese Messages can be translated and sent in over 50 different languages and include: Afrikaans Finnish Latvian Slovenian Albanian French Lithuanian Spanish Belarusian Galician Macedonian Swahili Bulgarian Haitian-Creole Malay Swedish Catalan Hebrew Maltese Tagalong Chinese Hindi Norwegian Thai Czech Hungarian Persian Turkish Danish Icelandic Polish Ukrainian Dutch Indonesian Portuguese Vietnamese English Irish Romanian Welsh Estonian Italian Russian Yiddish Filipino Korean Serbian German Japanese Slovak

5 All Groups can create language-specific Subgroups through the Language Settings screen. Additionally, once you specify these Subgroups, any Roster Import will automatically update these Subgroups for you. For example, consider a Group whose Roster contains 16 people who prefer to be contacted in Spanish, 10 people want to receive messages in Russian, 26 who prefer to be reached in Chinese, 15 are flagged for Korean, and the rest prefer English. To set up this Group for this scenario: Find out the preferred languages for each of your members. In this example, the languages are Spanish, Russian, Chinese, Korean, and English. Click Settings, and then Language from the Group Leader menu to create and save English, Spanish, Russian, Chinese, and Korean Subgroups. Use the Import Wizard to replace your current Roster with a new file containing the language preferences in a column called Language. Upon import, all members are automatically added to their respective language Subgroups according to their language preference in the replacement file. The member s preferred language can be manually edited by clicking the Edit icon from the Roster Maintenance screen

6 Language Settings is where you will select the preferred language for your Group and create language Subgroups. Eleven (11) of the most commonly used languages are supported by our new Multilingual Stock Message Library and are already selected for your Group by default. Change these selections easily by checking or un-checking the box next to the language. Note: Our Stock Library is currently available only for schools using select Service Plans. Please contact a One Call Now Client Specialist at (option 3) to learn more about our Stock Message Library and its availability. 1. Click Settings, and then select Language from the Group Leader menu. 2. If you have Advanced Language Support turned on, the Enable Multilingual Messaging box will be checked. This must be enabled to use the new Stock Message Library, but can be disabled at any time. However, if you do not have Advanced Language Support turned on, you will not see this feature, nor will you have access to the Stock Library. 3. Your Group's Default Language is the language used for all stock messages if a Group member's preferred language is not available. By default, English is the initial setting. Change the Default Language by selecting a different language from the drop-down list. Another point to remember is that the Stock Library does not include every language.

7 For example, if your Group's default language is set to English and you have a Group member with a preferred language of Hungarian, your member would still receive your message in English because the Stock Library does not support Hungarian. 4. Under Language Selection, the Selected Languages button will be active by default and you can see your selected languages displayed. If this is your first time on the Language Settings screen, you will see eleven different languages (including English) already selected. These are the most common languages that are available for multilingual messaging using our Stock Library. Only the Selected Languages supported by Text-to-Speech will appear in your Text-to-Speech drop-down list when you use Send a Message. 5. To remove a language from your Selected Languages list: a. Click the Selected Languages button. b. Uncheck the box next to the language you want to remove. c. Click the Save button. 6. To add a language to your selected languages list: a. Click the All Languages button to display all available languages. b. Check the box next to the language you want to add. c. Click the Save button. You can create Language Subgroups for different languages allowing Group Leaders to send messages to multiple members with the same language preferences. The column headings displayed in the Language Selection Table indicate the following: Select Language Check the box next to a language to select that language. Remove the check mark to deselect it. Language This column displays a listing of all supported languages. Members This column will display the number of members that are marked in your Roster as using this language.

8 Stock This column indicates if the language is included in the One Call Now Stock Library. If your Group does not have access to this library, this column does not appear. Text-to-Speech This column indicates if the Text-to-Speech engine supports this language. If the Text-to-Speech feature is not available on your Service Plan, you cannot see this column. Create Subgroup Check this box if you want to create an active Subgroup for this language. Subgroup Numbers If your Roster already includes a language preference for each member of your Group, you can create specific language Subgroups automatically. Enter an available Subgroup number in this box and click the Save and Update Subgroups button at the bottom of the Language Table. The system will search your Roster and automatically assign members to language Subgroups based upon their language preference. If your Roster does not yet have language preferences loaded, you can set up Language Subgroups also. When you next load your Roster, the Import Wizard will assign your members to these Subgroups.

9 You can create Language Subgroups for different languages, allowing Group Leaders to send messages to multiple members with the same language preferences. Note: If your Group does not have Subgroups, or has less than 25 members, the Language Subgroups option will not be available. Most sports plans will not have the Language Subgroups option. 1. Check the box in the "Create Subgroup" column of the selected language. 2. Enter an available Subgroup number (click the View Subgroups button to see which Subgroups are in use.) 3. Click the Save and Update Subgroups button if your members already have a preferred language set. This will automatically assign members to Subgroups based upon their preferred language. 4. Click the Save button if you will be reloading your Roster using the Roster Import Wizard, OCC Plus or SYNC.

10 The Language Selection screen allows you to choose preferred languages used for multilingual messages with our Stock Library and for Text-to-Speech messages. If a language is supported, it will be indicated with a Yes under the Stock and Text-to-Speech columns.

11 By default, the preferred language and the default language of all existing Group members is English. When adding a new Group member, the preferred language also defaults to English, but you can change it at the time you add it or anytime you edit a member in Manage Roster. When you create a Text-to-Speech message, all of your Selected Languages listed on the Language Settings screen will appear in the Text-to-Speech voice drop-down list. If you are adding a member with a preferred language that does not appear in this drop-down list, that language must first be added (selected) and then saved through the Language Settings screen. Make sure to select All Languages on the language Settings screen to see all the languages supported by our Text-to-Speech engine.

12 1. Click Manage Group, and then select Roster from the Group Leader menu. 2. Click on the edit icon (the yellow pencil) next to the name of the member whose language preference you wish to edit. 3. Click on the Preferred Language drop-down list to change from the default of English to another language in the list. Remember, if the member s preferred language does not appear in this dropdown list, that language, if supported, must first be added (selected) and then saved in the Language Settings screen. 4. Click the Save button.

13 If you have a relatively large Roster, you can use the Import Wizard to replace your current Roster with a file that contains the specific language preferences of all Group members. The Import Wizard accepts four different file types: Microsoft Excel spreadsheet files (.xls,.xlsx), comma-separated values (.csv), tab delimited, and pipe delimited files. The screenshot below shows what an Excel sheet might look like to define language preference. You can edit your file to add a column/field for the preferred language of each member of your Group, and then save it before importing it into your Roster. The example below shows an alternative way to save your data known as a Comma Separated Value file (.csv).

14 1. Click Manage Group, and then select Import Wizard from the Group Leader menu. 2. Click the Start Import button. 3. Click the Select button to browse to the updated Roster file on your computer that contains language preferences. 4. Under How should we update your Roster members, select Replace the existing Roster with all new members from your file. 5. Click the Next Step button. 6. The Import Wizard uses smart recognition to match the terms in your file with the available fields in our system. Then it analyzes your file and the Wizard will match the fields from your file with terms

15 it recognizes. The first ten records of your file are listed so you can check these records against the column headings and make any adjustments if needed. 7. Click the Next Step button. 8. If you are not creating Subgroups with your import, skip this step and go to step 10. If you have Subgroups in the replacement Roster file, you will see the Additional Configuration screen. 9. Be sure to choose Clear existing members from all mapped Subgroups below. 10. Click the Next Step button.

16 11. On the next screen, confirm the information, making sure that Roster Action is set to replace (as indicated in step 4.) 12. If you use SYNC to reload your Roster, click the box next to Save a template of your import configuration. Enter the template name you wish to use for SYNC.

17 Note: If you use SYNC to do updates instead of full Roster replacements, then you will also need to create a new SYNC template using the Add or Append option in the Import Wizard. 13. Click the Import button.

18 The One Call Now Stock Library contains 30 prerecorded, multipurpose and reusable stock messages designed for use by schools. Native speakers have professionally recorded each of the thirty messages in eleven different languages, including English. You can send any stock message to recipients in different languages simultaneously. For example: The Absent Student message in the Stock Library is multilingual. The message (appearing in the Description column of the Stock Library) is available in English, Spanish and 9 other languages. If you select the Absent Student message, you will be sending the same message to recipients in the preferred language that you have specified for them in your Roster. All members who have Spanish flagged as their preferred language will automatically receive the Absent Student message in Spanish. All message recipients who have Chinese flagged as preferred will automatically receive it in Chinese. In addition, the Absent Student message is played in English immediately after it plays in the preferred language. One Call Now is the only Automated Messaging Provider that will play your message in dual languages.

19 Send a Message is a streamlined process designed to allow you to send messages to your Group quickly while still making use of all of your One Call Now features! Some of the features shown below are optional features, for more information on any feature; visit the One Call Now Help & Support Center. To send a message from your computer, from the Group Leader menu, choose Messaging and then Send a Message.

20 1. Select the type of message you need to send. Informational - Standard messages not related to an emergency, delivered using your Standard Call Delivery Settings Priority* - Urgent or critical messages that need to reach all members immediately NOTE: Not all Service Plans include all options. Depending on your Service Plan, you may not see the screen shown below. *NOTE: High Priority message delivery, Quota Calling & Sequence Dialing can be added to select Service Plans. High Priority messages are reserved for vital messages (typically for Emergency Management organizations or Search and Rescue Groups that need to reach selected members within their Group immediately. These messages are placed in a High Priority queue ahead of standard messages). 2. Select the Source of Contact Information. Typically, messages are sent to members in the Roster. If either the Canned Call or the Scenario Call feature is included in your Service Plan, you are also able to send messages to members from an uploaded file. A Scenario Call is initiated by uploading a text file to One Call Now. This text file contains information (such as name, due date, amounts owed, etc.) as well as the external ID for members in your Roster you want to contact. Scenario Call is an optional feature.

21 The Canned Call feature allows you to deliver a prerecorded message to a list of phone numbers that are not a part of your Roster, such as registered voters, potential customers, a list of invitees to a special event, or any list of phone numbers to which you do not regularly send messages. Canned Call is an optional feature available to prepaid Service Plans (known as Pay-Per-Call) where a block of message deliveries is purchased. 3. Multilingual Stock Library messages are sent only by phone: 4. Select the Stock Library radio button.

22 5. Click the green Select button to choose the message you want to send to your Group. When the Stock Library messages appear, click the radio button next to the message then make sure the radio button next to Multilingual is also selected at the bottom of the window. 6. Click the Next button.

23 7. If the Roster is the source of your contact information, you will be prompted to select to which Subgroup(s) you will send your message. If you chose an Uploaded File, move to Step If you selected to send a message to an Uploaded file instead of your Roster, your screen will allow you to select and upload that file in this step. Click the Select button to browse to your list of contact information.

24 9. After you have selected and opened your file, the following screen appears allowing you to verify you selected the correct file. Click the Next button.

25 10. Choose the delivery date and time. 11. To Save your message for future use, check the box next to I would like to save this message for future use then enter a Message Code (Maximum of 8 digits) and Message Name for your message (a description is included to enter more information about your message for future reference. The message will be saved for future use in Saved Messages. More information on Saved Messages is available at the One Call Now Help & Support Center. 12. Click the Save Only button to save your message or choose Save and Send to send your message and save a copy of it for future use. NOTE: Saved Messages can be sent using your phone.

26 To send a message from your computer, from the Group Leader menu, choose Messaging and then Send a Message.

27 2. Select the type of message you need to send. Informational - Standard messages not related to an emergency, delivered using your Standard Call Delivery Settings Priority* - Urgent or critical messages that need to reach all members immediately NOTE: Not all Service Plans include all options. Depending on your Service Plan, you may not see the screen shown below. *NOTE: High Priority message delivery, Quota Calling & Sequence Dialing can be added to select Service Plans. High Priority messages are reserved for vital messages (typically for Emergency Management organizations or Search and Rescue Groups that need to reach selected members within their Group immediately. These messages are placed in a High Priority queue ahead of standard messages). 2. Select the Source of Contact Information. Typically, messages are sent to members in the Roster. If either the Canned Call or the Scenario Call feature is included in your Service Plan, you are also able to send messages to members from an uploaded file. A Scenario Call is initiated by uploading a text file to One Call Now. This text file contains information (such as name, due date, amounts owed, etc.) as well as the external ID for members in your Roster you want to contact. Scenario Call is an optional feature.

28 The Canned Call feature allows you to deliver a prerecorded message to a list of phone numbers that are not a part of your Roster, such as registered voters, potential customers, a list of invitees to a special event, or any list of phone numbers to which you do not regularly send messages. Canned Call is an optional feature available to prepaid Service Plans (known as Pay-Per-Call) where a block of message deliveries is purchased. 13. To send a Multimodal message, choose one or more Message types below: 14. For the phone message, select the Text-to-Speech radio button then type your message in the box shown below. For best results, be sure to use appropriate punctuation, as this is very important for more natural sounding voice performance. Make sure to use proper comma placement and end sentences with proper punctuation.

29 15. Select, from the drop-down list, a Text-to-Speech voice in the language in which you want to translate your message. 16. Click the Translate button. NOTE: If your message was typed in the language in which you want it played to your members, simply choose the Voice you would like to read your typed text (the translate button is not needed in this case). 17. Click the Listen to Message button to hear how your message will sound.

30 18. The text you typed into the Text-to-Speech box will be copied to the and SMS Text boxes (if you selected both of those modes) in the Translated language. You can adjust them as needed in the boxes provided. A Subject is required for your message.

31 19. To turn on polling for this message, select either Touch-Tone Response or Transfer. NOTE: Hot Transfer is an optional feature. 20. Click the Next button. 21. If the Roster is the source of your contact information, you will be prompted to select to which Subgroup(s) you will send your message. If you chose an Uploaded File, move to Step If you selected to send a message to an Uploaded file instead of your Roster, your screen will allow you to select and upload that file in this step. Click the Select button to browse to your list of contact information.

32 23. After you have selected and opened your file, the following screen appears allowing you to verify you selected the correct file. Click the Next button.

33 24. Click the Next button. 25. Choose the delivery date and time. 26. To Save your message for future use, check the box next to I would like to save this message for future use then enter a Message Code (Maximum of 8 digits) and Message Name for your message (a description is included to enter more information about your message for future reference). The message will be saved for future use in Saved Messages. More information on Saved Messages is available at the One Call Now Help & Support Center. 27. Click the Save Only button to save your message or choose Save and Send to send your message and save a copy of it for future use.

34 When you send multilingual messages using the One Call Now Stock Library, your Message Reports will include some new information. 1. Click View Reports, and then Message Reports from the Group Leader menu. 2. Click on the underlined date link to view the Detail Message Report. For older message deliveries, select a date range under Search Criteria, to find a specific message delivery. Note: Clicking on the blue date link brings up a new window with more comprehensive information on your message delivery. We have added information to the detail report to reflect multilingual messages from the Stock Library. Notice the Delivery Languages box displays the language(s) in which the stock message was sent. Click on the Speaker icon next to the name of a specific language to listen to the message in that language. A dialog box will appear asking if you want to "Open with" or "Save" the file, and choose which media player to play it. Click Open with to listen to the file.

35 In the Subgroups Selected section, you ll see the list of Subgroups (if any) you selected to receive your message. The delivery detail table displays the information of each individual message recipient. The column at the far right of the table named Language Played indicates the language in which the recipient received the message. In the Setup Info tab, the Message Type box indicates the type of message that was sent, such as a Textto-Speech Call, , or Stock Library Call.

36 You can also export your message report information to a Microsoft Excel file (larger messages will be exported as a CSV file,) or create a PDF and save it to your computer.