Briefing Session Guide. Sending Message Basics.

Transcription

1 22 Briefing Session Guide Portal Briefing Session Administrators Guide: Part How one: To How do I series Sending Message Basics.

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3 Administrator Basics Part 1 Sending Message Basics Contents V3 Admin Overview The Neighbourhood Alert Network: What is it? Information Providers Multiple Websites The user is in control Admin Home Screen overview How do I?: : Log in to the admin area? : Change my password? : Add a new user : Search/find a user : View the Full User Details screen : Send a Password Reminder : Change a user s message settings : Send a message to an individual user : Send a message to everyone in an area : Proceed or filter your recipients : Send a message to everyone in a pre defined area : Send a message to everyone in a pre defined area : Compose and send a message : and Text messages : Record a voice message : Select IP and message type : How to attach files to your messages Help and support VISAV Limited contact details Thames Valley Support Details Tools & Tasks Anomalies: Map users Members with Communication issues Page of 31

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5 The Neighbourhood Alert Network: What is it? Thames Valley Alert is part of the Neighbourhood Alert UK wide system (Alert). It is a secure online database and set of tools that enables you to expand engagement far beyond the usual scope. The tools enable you to communicate, manage user groups and reach out to an ever expanding set of users with less administration. Alert provides the facility for users to self register, log in and securely review and update their own details, including their preferred method of , text or recorded voice communication. Information Providers Multiple licenced Information Providers (I.P.s) can make themselves available on the system for registered users to follow. By default, the Police and Neighbourhood watch are default I.P.s but in many areas additional organisations such as the Fire Service and Trading Standards have access. Multiple Websites Users can also register onto the Alert database via a wide range of local and national websites. The website a user registers on does not affect your ability to see and communicate with them. As long as a user lives in a geographic area that you are given access to then you will be able see them. i.e. many users register on Alert via the national neighbourhood Watch website: any of these users living within your area will be visible to you. The user is in control The Alert system is underpinned by one main principle: The end user decides what they are prepared to receive (message types), from whom (which I.P.) and how it arrives ( , voice or text). Page of 31

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7 Admin Home Screen overview This is the first screen viewed when you log in and is the screen you return to when you click Admin Home on the left hand menu or the Home button on the footer buttons. Navigation The Navigation is the left hand menu of options. In version three (V3) of the system, the Navigation is expandable, this means the main sections hide the sub sections until you click on the small triangle icon in the bottom right of each section. This will reveal the various options. Stop Press Super administrators from your Force other Portals and within the system builders: VISAV are able to add notes within this small section. Please glance at these notes when you log into the admin area as it will display tips, system news, advice and warnings. Quick sections These colour coded sections are designed to assist you to see a whole range of information at a glance and to access various sections with just one click. The content of these sections will vary over time as the system develops so review the content regularly. Where a small triangle icon appears in the bottom right had side of an section, this means that the section can be expanded to reveal more information, quick links and summary data without having to leave the Home Admin page. Footer Buttons The buttons at the bottom of the Admin Home page provide quick access to the main sections of the admin system. These buttons hover at the bottom of the page and can be hidden if required. The buttons will appear on other sections soon and eventually on every page of the admin, the centre Home button will return you to the Home Admin page. Latest Alerts In the right hand margin is a section to display all the messages being sent out on the system, these can be filtered using the links at the top of the section to just show your messages, ones within your Force area and throughout the system. Page of 31

8 How do I?: 1.0: Log in to the admin area? Access the Alert Administration area from a website address typed directly into the address bar of your web browser. The address will simply be your website portal address followed by /admin (forward slash then admin ). i.e. A secure web page will be displayed, enter your pre assigned user name and password in the boxes provided and click Log into system. If you do not have a user name or have forgotten it please contact your Force Super user. Tip: You cannot enter the admin area via the Join or Sign in buttons on the front of your Portal website. The most common reason for log-in problems is Administrators trying to log into the users: member area not the /admin address. Page of 31

9 2.0: Change my password? It is important to change your password at regular intervals in line with your information security policy. To access your existing password once you are logged in, click on the User Management section of the left hand navigation. This section will then expand and reveal various additional facilities. Click on the Your details section and the page shown below will be displayed. Change your password in the box displayed, you can also change your user name to something you will remember easier here. After making changes, click on Update button at the bottom of the page. When you next log in, you will need to use your new details. Page of 31

10 3.0: Add a new user 3.1: Click on Your Members 3.2: Click on Add new Member 3.3: Complete the secure registration screen. Once you have completed the name fields, click on the blue Get Address button to reveal the postcode lookup box. Enter a house number or house name in the top box and the postcode in the bottom one and click Find my address. The map will jump to the approximate location. Move the red pin to as close to the correct location as possible. If the map does not jump the postcode or house number is incorrect. Tip: Having an accurate postcode is really important; if you don t have one or it is not working here, find the correct one with the free Royal Mail postcode lookup service at: Page of 31

11 3.3.1: Complete the contact and login information. Postal activation: This field is no longer used, please ignore. Contact information: The double stars (**) indicate that at least one method of contact is required in order to proceed; this can be any telephone number or an address. The emergency number field: This is simply a way of recording an emergency number on the database, this number is not used within the communication module. This number is often left blank and may be a relative s number etc. Only numbers stored in the Daytime, Evening, Other and Mobile boxes can be used for receiving voice calls or texts. Placing a number in the emergency number box will not prevent it from being dialled if it is listed in other boxes. No An address is not required for use of the Alert system. If the user does not have an address, click the tick box next to No . Login information: You can make up and enter a login name and password that will be allocated to the user. Usually it is good practice to use the users address as the user name and allocate a password that is at least eight digits long and contains some numbers. If the user name has already been taken, a small pop up box will advise you to select a different one. Select site: Use the drop down list to select the website that their account will be linked to. This will usually be the Portal site for the county unless they have requested another site. Page of 31

12 3.3.2: Select contact groups and demographic information. After a few moments you will be presented with a list of community contact groups and some questions regarding demographic information. To view the available tick boxes, tick the View / hide options link on the right hand side of each section. Tick any interest groups that the user has indicated they would like to receive information about. These tick boxes add and remove the user from your Community Contacts sections None of the questions are compulsory, you do not have to tick any of the community groups and all of the Demographic questions have a Prefer not to say option. Page of 31

13 3.4: Automatic address verification If you entered an address, the user will immediately be sent an in the branding of the site you assigned them to. The Alert system terms and conditions are attached to the and it also contains a link that they need to click on to verify that you entered the correct address etc. Tip: The user should simply click once on the text Click to verify. In some cases their software stops this from being a link. If the link does not work they should cut & paste the full url into a web browser to perform the verification. Until the user clicks on the link, they will not be able to receive Alerts. You will know that they have not verified their address as this is indicated in their account settings If a user does not verify their address after a few days, the we send may have been filed as Junk or deleted by their virus software. Please advise the user to check the Junk mail folder and to add alert@neighbourhoodalert.co.uk to their Approved sender or White list. You can re-send a verification by clicking the button shown above in the full user editor. Once a user verifies their address an automatic welcome is sent to them containing an explanation of the site and a reminder of their login information. Page of 31

14 4.0: Search/find a user. To search for a user, click on the Search button on the Home page. You can also find a link to the search facility in various other sections of the admin area. You can search by all the fields indicated, it is advisable to try one part of a name i.e. not the full name, try the surname first etc. When you have search results, you can add the user directly to the recipient list (send them a message) or click on View to review further information about them. When you click View a pop-over screen will display basic information about the user without leaving the search results screen. If this is not the user you are looking for you can close this pop over window and return to the search results. If it is the correct user click on Full user editor to leave the search results page and view all of the user s information. Page of 31

15 4.1: View the Full User Details screen The Full User Details screen is then displayed. This page is the main area for managing a user s information and accessing all sorts of information regarding their activity on the system and their communications via it. You can edit and update any of the fields show here if you have relevant information to add. You can access message settings, community contact information, the audit trail and communications log. To re-send a user their user name and password, simply click on the Send login reminder button shown here. Page of 31

16 5.0: Send a Password Reminder 5.1: Log into the system (see 1.0) 5.2: Search for the user (see 4.0) 5.3: View the Full User Details screen (4.1) 5.4: Click the Send login reminder button in the Login information section of the full user details screen. Although this process is under review, currently an will be sent to the address held on the users account. This will contain the users user name and password. You should advise the user to change their login details at the first opportunity as they have been ed. 6.0: Change a user s message settings 6.1: Log into the system (see 1.0) 6.2: Search for the user (see 4.0) 6.3: View the Full User Details screen (4.1) 6.4: Click the View Alert Settings button in the Contact information section of the Full User details area. The message settings screen provides an hour-by-hour breakdown of the current communications settings for the user : Select the day. If you are making changes to a particular day of the week then select the correct day in this list. If your changes are for all the days of the week you can set up one day correctly and then copy settings to other days as you require. Page of 31

17 6.4.1: Configure Message Settings To change a setting, select the start time and an end time for the change you are about to make using the drop down lists. Then select the message type you require during the time period you have selected above. If you are clearing settings and just want set this to no voice or text messages. The Select Contact number list will display the currently available numbers for the message type you have selected above. If no contact numbers are available, click on edit your contact numbers and add the contact details. Finally, set the minimum message priority level for calls to be allowed during the time period. i.e. this defines the priority level that an outgoing message (to the user) would have to be set at (1-5) in order for the Voice call or SMS to be delivered. Message priority settings DO NOT APPLY TO . Click Store setting to save the changes. At this stage you may need to go to the section above to copy these settings to other days of the week. If this box is ticked, this user will receive their s by . If a voice or SMS version of an outgoing message is created (see later section), the user will still receive a copy of the part of the message. The user will be able to select which Information Providers they want to share their information and communicate with. This sections shows you which IPs they are currently sharing with. You should not change these settings without written authorisation from the user. Page of 31

18 7.0: Send a message to an individual user 6.1: Log into the system (see 1.0) 6.2: Search for the user (see 4.0) 6.3: When the users details are displayed click on Add to add them to your Recipient List. You may want to check the users details first by clicking on View, then returning to this screen by closing the pop-over screen. 6.4: Recipient Lists This list allows you to add individuals or multiple groups of users to a list which can then be exported to a spreadsheet, analysed online or sent to the communications module. When you click on Add next to a users name, the following pop-over box appears: click Add to recipient list. Lists of users of groups can be saved for repeated use and the users can be displayed on a map by clicking on the relevant button on the list. To compose and send a message click on Communicate with this list (Jump to section 10 Compose your message) Page of 31

19 8.0: Send a message to everyone in an area To send to everyone that you can see on the system simply click on the Send to all button within the Send a message section on the Admin Home page. The entire database of user that you are authorised to see will be transferred to the next section for you to use. Please note, if you can access lots of users 10,000+, this process may take up to three minutes depending upon your connection speed and Web-Marshal settings. 8.1: Proceed or filter your recipients. The next screen enables you to filter out recipients if they do not live within a previously defined area or within a circle that you can draw on a map. Click on Define an area to reduce your recipients to those that live within a smaller area. Page of 31

20 8.1.1: Filter list by area This screen is optional and allows you to draw a circle on the map so you can reduce your message recipients to only those that live within a set radius. The map will be centred around the area you cover but use the Jump to address to jump the map to another area. The red pin shows the centre of the circle and this can be Dragged around the map by holding down the left mouse button whilst over the pin and moving it around the map. Use the zoom buttons on the map to enable the entire area you require to fit on the map. To create your circle, click ONCE on the map to mark where you want the circle boundary to finish. You can adjust your circle by clicking again to remove it and trying again. If you are viewing a large area be patient as there may be a lot of data to render (draw) to the screen. When you have selected an area that contains recipients the Apply filter button will appear. Click this button to proceed to compose your message (covered in section 10). Page of 31

21 8.0: Send a message to everyone in a pre defined area To send to everyone that lives or wants information based on a geographical area such as a Beat, Neighbourhood, LPA, Division or other pre-defined area, use the Messaging section. 8.1: Click on Messaging 8.2: Click on Create new message 8.3: In the Your Members area, click on All users by area 8.4: Drill down to the area you require The next screen allows you to click on the send a message to. buttons and drill down to the area that you want to To view or hide contacts within a group : To download a list of members: To send a message : To view the registered users on a map: Page of 31

22 8.5: Add the group to the Recipient list Click on the send message icon against the area that you require. 8.6: Recipient List This list allows you to add individuals or multiple groups of users to a list which can then be exported to a spreadsheet, analysed online or sent to the communications module. When you click on Add next to a users name, the following pop-over box appears: click Add to recipient list. Lists of users of groups can be saved for repeated use and the users can be displayed on a map by clicking on the relevant button on the list. To compose and send a message click on Communicate with this list (Jump to section 10 Compose your message) Page of 31

23 9.0: Send a message to everyone in a pre defined area To send a message to members of a Watch scheme (ie Horse watch) in a chosen area, use the Messaging section. 9.1: Click on Messaging 9.2: Click on Create new message 9.3: In the Your Members area, select the type of group you want. You can select a group or a combination of groups based on Area, neighbourhood watch involvement, Community group or Demographic profile. In this example the Community Contacts section was selected. Drill-down to the geographic area you require and click on the eye symbol to calculate the number of members there are in each of the groups. Only groups with members in are displayed. Select the send message icon to add this group to the Recipient List. If required add additional groups from the same or other areas to the Recipient list. To compose and send a message click on Communicate with this list (Jump to section 10 Compose your message) Page of 31

24 10.0: Compose and send a message 10.1: and Text messages Check the and text/sms message options and text entry boxes will appear. Enter the text of your message in the correct box. There is no limit to the number of characters in the but remember to keep the message concise for the benefit of your readers. SMS or text messages will append together and you can enter up to 800 characters in the text box. Please check your spelling before sending the message. 10.2: Record a voice message If you check the voice message option the above instructions will appear. Dial the number, record you message and when you are satisfied with your message, the system will read out a Recording ID number to you. Simply enter the number in the box provided and click Get call. If you have speakers you will instantly hear your digitised recording. If you do not have speakers or Flash installed on your computer you will not be able to hear this massage but it is the same one that you have just recorded and played back to yourself on the telephone. The Exclude Mobiles checkbox will enable you to not dial and deliver voice messages to users with mobile numbers. This option is available because dialling a mobile still costs a lot more than dialling a landline number and this allows you to control some of the costs. When users join the system they are warned that they may not receive as many messages if they only provide a mobile number and wish to receive voice calls to it. Page of 31

25 10.3: Select IP and message type Select an Information Provider to send the message out on behalf of from the dropdown list. In most cases the only option will be The Police and this is correct. Then select a message type from the long list that appears when you click on the dropdown list. 10.4: Set a message priority When you compose a message, you need to give it a message priority. This information will be used to assign resources to the sending process: high priority messages are distributed using more consecutive calls and multiple text message centres. Also, the users who will receive the message have configured what priority level of message that they are prepared to receive. You can see a rough calculation of the number of recipients that will receive your message by each delivery method per priority level. This may help to choose a level to set. Currently the message priority does not affect the number of recipients (only text and voice) this will change in the future. Low priority messages should be set to 5, do not use a higher priority message priority unless you are sure that the message content justifies it. Page of 31

26 For only messages you will not need to change the Message lifetime option. The last option before Preview is to show the alert in the Latest alerts section on the websites; this will place the message content on several Neighbourhood Alert websites. 10.5: Preview your message Click on Preview message this lets you see the message, alter the recipients, alter the message or send the message. Clicking on send the message gives you one final chance to change your mind. You will be able to follow the progress of the message transmission. 10.6: How to attach files to your messages To attach (a) file(s) to your message you will need to begin the following process before you start to compose your message. Click on File manager in the Site management section in the left-hand menu: Page of 31

27 You can add your own folder by clicking Add folder or you can browse to any of the sub-folders in the top section Available folders. Note: A clear filing policy is required ASAP. Each administrator should advise their smaller area administrators of which folder to upload files into, according to the way the area is organised. Under the Available folders section, browse to where you want to store your file. Click Add file at the bottom: Browse to the file you want to add. Then click Add file : Your file will then be uploaded to the Available files section: Page of 31

28 Once you have done this, you can begin to compose and send a message by whichever method you wish. When you have written your message and selected its priority, click Click here to attach a file to this message : Browse for the file that you want to attach and click on the file name. Then click Attach files. Page of 31

29 Note: it is best practice to upload a document as a pdf because the majority of users can open and read pdf files without problems, unlike Word where people may use different versions. There might be exceptions, however, if you are uploading a document that you want people to be able to change, for example a form they need to fill in or a template for them to customise. The attachment will then appear below your message preview: Page of 31

30 Help and support VISAV Limited contact details Account Manager: Mike Douglas Office Hours (9am to 5:30pm) telephone support is available by calling the office. Training via net meeting is available by prior arrangement giving a few days notice. Training videos are being produced and will appear throughout the administration section, click on the (?) icons to review them regularly. In emergencies the same number is used and will divert to the support staff. Please only call out of hours in cases of system failure. Telephone: (Option 1) support@neighbourhoodalert.co.uk Thames Valley Support Details Force Super User Your force top level administrator or Super user s details are as follows: Name: Position: Contact telephone: address: Page of 31

31 Tools & Tasks There are various tasks that need performing on a regular basis in order to maintain your database. Anomalies: Map users When users register themselves or are imported, if the address details are not correct or the postcode data is corrupt the mapping element of the system does not work correctly and the system cannot identify the correct location of the user. These users are placed in the anomalies list which is found under the User Management section. Not all Administrators have access to this section. Each user listed should be clicked on and if possible, find and enter the correct postcode or address. Usually re-entering correct details adjusts the map and the mapping process locates the area and corrects the problem. Members with Communication issues If a user is sent a message by text message, or voice message that cannot be delivered after two consecutive attempts their account is suspended and they will be listed in this section. The system automatically sends them a notification by an alternative method where possible and asks the user to reply with their up to date contact information. It is important to regularly check the list of suspended members as they will not be receiving your Alerts. To view a list of members with communication issues, click the button under. This section displays any of your members with communication issues. Contact your users that have experienced problems and check if their contact information is correct. You can re-instate calls and messages by checking the User receives all alerts to this address tick box on the pop over screen or in the Alert settings in the Full User Editor page. Please contact support if you have any queries regarding these tasks. Page of 31