VISAV Ltd. 20/01/2015

Transcription

1 NEIGHBOURHOOD ALERT User Dashboard Help Manual VISAV Ltd. 20/01/2015 Documentation for the Neighbourhood Alert: User Dashboard.

2 1 Contents 1 Contents Overview Accessing the Dashboard Navigation Using the Dashboard Dashboard Overview Progress Bar Default Options By Group By Recipient List Dashboard Settings Show or Hide Groups and Recipient Lists Delete Recipient Lists Saving your Settings Filter by Area Around a Postcode Pre-defined Areas Within a circle on a map Jump to a Location Draw a Circle Altering your Circle Filter Users Further NHWN Businesses Groups Police Approval Summary Page Map Users List Users Analyse Users Send Message Save as Recipient List

3 2 Overview The User Dashboard was created as a new way of selecting Neighbourhood Alert message recipients. The aim of the system is to simplify the message sending process for new administrators, or ones who use the Neighbourhood Alert system infrequently. Administrators who are used to the existing message sending tools may find that the User Dashboard doesn t add additional functionality that is useful to them and so can continue using the existing tools if they prefer. Throughout the system, whenever you are specifying criteria to select users you will also be shown the number of users that meet that criteria, e.g. on the dashboard you can see the total number of users that you could send a message to by looking at the number on the Send to All button. 3 Accessing the Dashboard Once you have logged in to the administration area of Neighbourhood Alert there will be a navigation menu on the left with a tab called Communications. Select Communications to view items within it, one of which will be the User Dashboard. Clicking this navigation item will take you to the User Dashboard. 2

4 4 Navigation When you first use the User Dashboard, you will find that the Neighbourhood Alert main navigation menu (on the left of the screen) and the bottom navigation menu (at the bottom of the screen) will be hidden; this is to clear unnecessary buttons from the screen, freeing up as much space as possible on the screen for the User Dashboard. You can go back to the Neighbourhood Alert administration area home page at any point by clicking the Home button in the top right of the screen. 3

5 You can get the bottom navigation bar back by clicking on the show navigation button at the bottom left of the screen. You can then use the bottom navigation to go to any of the main areas of the Neighbourhood Alert system, as you would from any other page on Neighbourhood Alert. 5 Using the Dashboard Throughout this section, the first screen of the User Dashboard system will be referred to as the Dashboard. The various options available from the Dashboard will be broken down and gone into throughout this section. You can also customise your Dashboard, hiding options that you don t use (see section 5.2). 5.1 Dashboard Overview The Dashboard is broken down into the following sections: Progress Bar Default Options By Group By Recipient List Progress Bar The Progress Bar shows you how far along you are at selecting some users; there are four main steps: 1. Select Groups or List: the Dashboard page that you re currently on 2. Filter by Area: filter users by geographical area 3. Filter Users Further: more refinement steps that become available depending on the website preferences and your earlier selection criteria. E.g. when sending to Neighbourhood Watch, you would be able to filter users by their Neighbourhood Watch type (coordinator, scheme member, etc ) 4. Map, Message, List, Analyse: summary page allowing you to view the users you have selected on a map or as a list, analyse data held about them on the system (e.g. age groups) and send a message 4

6 Completed stages will be filled in a darker shade of grey once you have either completed them or are currently on that stage. You can click on previously completed stages in order to return to them and change your selection Default Options Default Options is the first of the three message sending options (Default Options, By Group and By Recipient List). In the default options section there are three ways of filtering the users that you can see: 1. Send to All: every user in your area 2. NHWN (Neighbourhood and Home Watch Network): only users marked as NHWN users (e.g. scheme coordinators, deputies and members) in your area 3. All Businesses: only businesses in your area You can select any one of these three options by clicking on them; the section name will then go yellow to show that it is selected. You can choose to skip straight to the summary page by clicking Send to Selection, or refine your selection further (going through the Filter by Area and Filter Users Further steps) by clicking on Refine Selection. 5

7 In addition to these three options, there is also the Draw an Area button that will take you to a map. You can draw a circle on the map and it will select all of the users within the circle; this is equivalent to selecting Send to All > Refine Selection > Within a circle on a map By Group The By Group section shows the community and interest groups available for you to send to. The groups with the most users (that you can see) are shown first, so by default you will be able to see the four most popular groups in your area. You can customise the groups that are shown here; full instructions for this are in section 5.2. You can select any combination of groups by simply clicking on the ones that you want to send to; they will go yellow to show they are selected. If at any point you change your mind and wish to deselect a group, simply click on it again. Selecting multiple groups will send to people that are in any of the selected groups (e.g. selecting Dog Watch and Horse Watch will mean that you will send to people that are in Dog Watch, Horse Watch or both). If the group you are looking for isn t one of the ones shown for you by default, you can show more groups by clicking on the Show More button at the bottom left of the section. This will show one more row of groups; you can click the button multiple times to keep showing more groups. Once you ve selected the groups that you d like to send to, click Send to Selection to send to everyone that you can see in these groups, or Refine Selection to filter the users in the groups further (e.g. by area). 6

8 5.1.4 By Recipient List Recipient lists are criteria used to select users who have been saved by you, or shared with you by other administrators. If you find yourself regularly sending messages to the same group of users, saving it as a recipient list will make it quick and easy to send a message to them. The Recipient List section is split into two sub-sections, Your Lists and Shared Lists. Your Lists contains recipient lists that you have made and not shared with anyone. Shared Lists contains recipient lists that have been shared with you and lists that you have shared with other people. You can select any one recipient list by clicking on it; once selected, the recipient list button will go yellow. To continue, click the Select button at the bottom right of the By Recipient List section. You cannot refine a recipient list because a recipient list already contains all of the refinements, so clicking Select will take you straight to the Summary page. As with groups, not all of the recipient lists will be shown at first; only the first row of your lists and the first row of shared lists will be shown. The recipient lists are ordered alphabetically. Clicking Show More will show the next row of recipient lists. 7

9 If at any point you want to know who shared a recipient list with you, you can hover over the recipient list with the mouse cursor and it will tell you both the full name of the recipient list and also who shared it with you (if it has been shared). 5.2 Dashboard Settings You can customise your User Dashboard using the Settings interface. Opening the Settings interface is done by clicking on the cog icon in the top right corner of the screen. Once the Settings interface is open, it will add some extra buttons to the dashboard that allow you to customise it; the buttons that have been added are highlighted in the following screenshot: 8

10 5.2.1 Show or Hide Groups and Recipient Lists You can hide groups or recipient lists that you don t want to be shown on the dashboard by clicking on the in the top right corner of it. Once you click the button, the will change to a showing that it will be hidden on the dashboard once the settings interface is closed. If you have previously hidden a group or recipient list it will be shown again when the settings interface is open. You can click the on any of these to show them again on the dashboard Delete Recipient Lists In addition to being able to hide recipient lists, you can delete your own recipient lists. With the settings interface open you click on the icon to delete that recipient list. You cannot delete recipient lists that were not made by you, so if you have recipient lists that have been made by another administrator and then shared with you, you will not have the delete option available for these. Deleting a recipient list is permanent, and if you have shared the recipient list with other people it will be deleted for them too. If you are unsure about whether to delete a recipient list, but do not want to see it, you can hide it instead (instructions are in section 5.2.1) Saving your Settings Settings are automatically saved when you close the settings interface. Your settings are saved to the Neighbourhood Alert system, so that wherever you log in from (on any computer) your settings will be remembered. To close the Settings interface, click on the same cog icon you used to open it. 9

11 6 Filter by Area Once you have made an initial selection on the Dashboard screen, if you choose to refine your selection further you will be presented with the option to filter the selected users to being within a selected area. An area can be one of the pre-defined areas in the Neighbourhood Alert system, drawn as a circle on a map, or around a postcode. When you first reach the Filter by Area screen, you will be presented with these options and also an option for Send to All, which will skip any filters and take you straight to the summary page with your current selection. Click on the area selection method you want to use to be taken to the corresponding screen. 6.1 Around a Postcode On the Around a Postcode page there is a text box for you to type a postcode into and then some options for the maximum distance around that postcode (from its centre) from which you would like to select users. Once you have entered a valid UK postcode, it will automatically start calculating the number of users that match your existing criteria and are within the specified distance of that postcode. You can see that it has started working out the number of users by the loading icon that will be shown next to each distance option. If you already know the distance around the postcode around which you wish to select recipients, you can choose it now and not wait for the number of users to finish loading. However, generally it is recommended that you wait for the number of users to finish loading, so that you can take the number of users into account when choosing the distance. Once you have selected a distance from the postcode that users must be within, click the Next button in the bottom right of the page to continue. 10

12 6.2 Pre-defined Areas Pre-defined areas are stored in the Neighbourhood Alert system to allow administrators to contact a very precise area that may be used on a regular basis, e.g. a beat area or a whole county. These areas are entered into the system as polygons and so can be very accurate (down to which side of the road a user lives on). Sending to pre-defined areas (sometimes referred to as drilling down your list of areas) allows you to select areas that you have been given access to. All of the areas that you have been given access to see are shown on this screen, starting with the largest ones first. E.g. On this super-user account the whole of the UK can be seen by default: Areas that have more areas within them have the icon in their bottom right. Any areas that have areas within them can be clicked on to show the areas within. After clicking on the UK, the defined areas within it can be seen: 11

13 You can keep selecting areas until you are at the very lowest level (the smallest areas), e.g. in the following screenshot some small areas in Nottingham City are shown: To send the message to users in an area check the checkbox on that area: 12

14 When you send to an area, you are also automatically sending to any areas within it (e.g. if you send to the whole of the UK then you are also sending to Scotland, England, Wales and N. Ireland) because any users within the sub-areas must also be in the parent area. This means that any areas below the one you select will be automatically selected (e.g. in the previous screenshot all of the areas in the right column have been selected automatically because Aspley and Bilborough has been selected from the middle column. You will also notice that any areas above the checked area will now have their checkbox coloured in. This means that this area isn t selected, but one (or more) of the areas within it have been selected. E.g. in the previous screenshot Nottingham City has its checkbox coloured in because you aren t sending to all of it, but you are sending to Aspley and Bilborough. You can select any combination of areas that are visible to you, e.g. here I left Aspley and Bilborough selected, and then selected Wales : 13

15 Once you are happy with your area selection, press the Next button in the bottom right of the page to continue to the next step. 6.3 Within a circle on a map When you arrive on this page, you will see a map and a search bar. The map will default to the location of the website you re using (e.g. Nottinghamshire Alert will start off in Nottingham). You can move the map by clicking on it and dragging it around. You can zoom in or out using the controls in the top left of the map or by using the mouse scroll wheel whilst the mouse pointer is over the map Jump to a Location You can jump to a specific location by searching for it in the search bar. Once you have entered the place you would like to search for into the search bar you can click Search to find it. If there are multiple results that match your search they will be shown: 14

16 You can click on any of these addresses to be taken to them, or click close on the Select a Location popup and search for a more specific address (e.g. Mansfield Road, Nottingham rather than just Mansfield Road) Draw a Circle Once you have got the map to the approximate location that you would like to select, click the Draw Circle button and then move the mouse to where you would like the centre of the circle to be. Click and hold down the left mouse button and then drag the mouse to draw a circle of the desired size. Once you have drawn a circle that you are happy with let go of the left mouse button to place the circle on the map. Once your have drawn the circle, the system will begin calculating the number of users that meet your existing criteria and are also within the circle you have drawn. This is displayed in the top right of the page: 15

17 6.3.3 Altering your Circle Once you have drawn a circle on the map, you can make minor adjustments to its size by holding down the left mouse button on the drag handle (as highlighted in the following screenshot) and then moving the mouse to change the radius. Once you re happy with your adjustments let go of the left mouse button. 16

18 If you are not happy with the location of the circle you ve drawn and wish to move it, simply click the Draw Circle button again and draw another circle. The new circle will replace the existing one. 7 Filter Users Further The options that you will have in this section depend on what criteria you selected on the dashboard as well as the settings of the website you are using to access the Neighbourhood Alert system (e.g. Thames Valley Alert may have some of these options disabled, but Cumbria Community Messaging could have them all enabled). For this reason, if you aren t given any of the options shown here it is because these refinement options are not being used in your area. 7.1 NHWN Note that this option can be disabled on a per-site basis. If you are not presented with this option then it has been disabled on the website you are using. If you selected NHWN on the dashboard then you will be given the option to choose which type of NHWN users you would like to send to. The options are: Area Coordinators Police & NHWN Approved Coordinators NHWN Approved Coordinators 17

19 Police Approved Coordinators Coordinators that are awaiting approval Coordinators Deputies Members Simply click on the option you want to select it and continue to the next page. 7.2 Businesses If you selected Businesses on the dashboard you will be given the option to select which business groups you d like to send to. By default all of the business groups are selected (shown by them being yellow). Click each business group to (de)select it. There are some quick selection buttons at the top of the page that allow you to: Select All: select all of the available business groups Select None: deselect all of the available business groups Swap Selection: invert the selection of business groups (if a business group is selected, deselect it and if it is not selected, select it) Once you are happy with your selection, scroll to the bottom of the page and click the Next button to continue. Note that the number shown next to each business group is the number of businesses in that group, not the number of users. Many businesses do not have users associated with them and so you cannot contact them. It is the users that you will actually be sending a message to, so on the Summary page it will calculate the number of users (which is generally considerably lower than the number of businesses). 7.3 Groups Note that this option can be disabled on a per-site basis. If you are not presented with this option then it has been disabled on the website you are using. If you selected some groups on the dashboard then you will be given the option of whether to send to confirmed members, unconfirmed members or both for each group that you are sending to. Both confirmed and unconfirmed members of all groups you chose will be selected by default. To (de)select them simply click on the relevant option. E.g. In the following screenshot I have selected only to send to confirmed members of my chosen groups: 18

20 Once you are happy with your selection, click Next in the bottom right of the page to continue. Note that you can make a user a confirmed member of a group (that they are already a member of) by viewing them in the full user editor and scrolling down to the Community contacts groups section. If this feature is enabled on the website you are using, there will be a checkbox next to each group that the user is a member of. Simply check the box next to the group you want to confirm them for and click Save changes for this to be saved to the Neighbourhood Alert system. 7.4 Police Approval Note that this option can be disabled on a per-site basis. If you are not presented with this option then it has been disabled on the website you are using. For any selection other than NHWN (because the NHWN refinement step includes police approval) you will be given the choice of sending only to users that have been police approved, or all of the users that meet your criteria up to this point. Simply click on the option you want and then click the Next button to continue. 19

21 8 Summary Page The Summary Page shows you a summary of your selection criteria, the number of recipients you have selected with these criteria and some options for what to do with these users. You can: Map Users: view the users on a map List Users: view a list of the selected users Analyse Users: analyse information stored in the Neighbourhood Alert system on the selected users Send Message: compose a message to be sent to these users Save as Recipient List: save this criteria as a recipient list for later use The screen will look like the following: 8.1 Map Users This will show the selected users on a map. Note that if you have selected a very large number of users the map may take some time to load. Once the map is displayed there will be a pin for each user, or if there are too many pins on the map it will cluster them together like so: 20

22 You can zoom in to see individual pins. You can then hover over an individual pin (with the mouse cursor) to see a summary of that user: Once you are finished using the map, click the Back to Summary Page button at the bottom of the page to be taken back to the summary page. 8.2 List Users List Users will list all of the users that you have selected. There is a search option to find a specific user and a print option to print the list of users. Next to each user there is a View button that will show you the user editor for that user. 21

23 To return to the Selection Summary click the Back to Selection Summary button at the top of the page. 8.3 Analyse Users Analyse Users allows you to create graphs with data held on the selected users in the Neighbourhood Alert system, e.g. the following graph shows a breakdown of users Age groups: To return to the Selection Summary click the Back to Selection Summary button at the top of the page. 8.4 Send Message Clicking Send Message will take you to the Compose your message screen. The message composition process is the same as if you had selected the message recipients through any other method. Please refer to the full Neighbourhood Alert manual for a guide to composing a message. 8.5 Save as Recipient List Clicking Save as Recipient List allows you to save all of the criteria that you have used to select these users as a Recipient List for later use. Due to the criteria having been saved (rather than the users), it is possible the users that get selected will vary in the future (e.g. if you select all of Dog Watch in your area, these users will change as new people sign up to the system and opt-in to Dog Watch). 22

24 Once you click Save as Recipient List you will see the following screen: You must choose a name for this recipient list which is what it will be called in the User Dashboard and elsewhere in the Neighbourhood Alert system. The Share with other administrators option will only be shown if you have been given permission to share Recipient Lists with other administrators. If you share the Recipient List it will always show on the User Dashboard under Shared Lists, otherwise it will show under Your Lists. Finally, click Save to save the Recipient List on the system. You will then be returned to the Selection Summary page. 23