WENS Administrator User Guide 3.8

WENS Administrator User
Guide 3.8
The fastest, most reliable mobile notification system
Inspiron Logistics, LLC
Tel: 866-998-9367
www.inspironlogistics.com
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Inspiron Logistics WENS Administrator
User Guide
Table of Contents
Section
1
Description
Page
Accessing WENS
4
Logging into WENS
5
Sending Alerts
6
2.1
One-Time Alert
6
2.2
GIS Mapping for One-Time Alerts
8
2.3
Voice Options
11
2.4
Prepared Alerts
13
External Triggers
15
3.1
User Prerequisites
15
3.2
Sending a Prepared Alert
15
3.3
Sending a One-time Alert
15
Users & Groups
16
Users
16
A.
User Quick Search
16
B.
User Advanced Search
17
C.
Add a User
18
D.
Edit User
19
E.
Delete User
19
F.
Send single message to user
19
Groups and Subgroups
20
A.
Add a Group
20
B.
Add a group to your entry point
21
C.
Edit a Group
21
D.
Delete a Group
21
E.
Create a subgroup
21
1.1
2
3
4
4.1
4.2
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Inspiron Logistics WENS User Guide
A guide to using WENS.
Table of Contents (continued)
Section
Description
Page
F.
Edit a Subgroup
21
G.
Delete a Subgroup
21
4.3
Temporary Groups
22
Sending a One-Time Alert to Temporary Group
23
Alert and Message Logs
24
5.1
Alert Log
24
5.2
SMS Messages
26
5.3
Voice Messages
29
5.4
Voice Responses
32
5.5
Pager Messages
33
5.6
Email Messages
34
5.7
User Replies
35
5.8
Incoming Messages
36
5.9
Opt-out Messages
37
IVDS
38
Images and Videos
38
A.
5
6
6.1
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1 Accessing WENS
To access WENS administrator log-in go to:
https://www.wensnetwork.com/login.cfm?admin=1
Note: This is a secure site so you must use https and not http.
It is recommended to save the administrator URL in your favorites.
WENS Login Page
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1.1 Logging into WENS
Administrator Login
To log into WENS as an administrator click the Administrator Login link on the main login page and enter the account ID, username and password which will be provided by
your WENS main administrator.
Administrator Login
Remember to always log out of WENS when you are done using the system.
Administrator Permissions
Administrator permissions are determined by the main administrator and may be
changed by their discretion.
If you do not have the ability to change your password you must go through your
WENS main administrator.
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2 Sending Alerts
2 Sending Alerts
Send single and prepared messages to users and groups.
Send single and prepared messages to groups and subgroups.
2.1 One-Time Alert
2.1 One-Time
Alert to Groups and/or Subgroups
You can send a single alert to all or different groups and subgroups from this page.
You can send a single alert to all or individual groups and subgroups from this page.
1. Highlight the group to which you want to send a message. You can select multiple
1. groups
Click onbyOne-Time
Alertthe
onCtrl
the left
pane. and clicking on each group you
holding down
keynavigation
on your keyboard
2. want
Choose
the
groups
the
alert
will
be
sent
to.
Multiple
groups can be selected by holdto include.
ing the CTRL key.
2. Highlight the Sub Groups you want to include. Group Users Only indicates all users in
3. Choose the Subgroups the alert will be sent to.
the main group you selected only. You must individually select the subgroups you want
to include.
3. Enter the Emergency text you want to send out to the groups. This can be at most 160
characters long.
4. Choose medium to send messages to.
5.
If choosing voice, select response and intro message.
6. Click Send and the message will be sent to those specific groups.
Selecting GROUP USERS ONLY will send a message to the users belonging to the
groups and to the subgroups you've selected.
If you do not select GROUP USERS ONLY, only the users in the subgroups will receive the message.
4. Type in your message text. SMS and pagers have a 160 character limit and all
other mediums have a 1000 character limit.
5. Choose the medium the alert will be sent to. If voice is chosen, see section 2.6 for
voice introduction and responses.
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6.After reviewing the information entered, click on Send Alert.
7.Click on OK to continue sending the alert after the window appears to ensure you
want to send the message.
8. When the alert starts to send, you will be directed to a page advising you the alert is
being sent. This page will remain open until the last alert has been sent from our network. If this page is closed before the alert has completed sending all the
messages,
it will not cause a problem as this page is used for information purposes only.
9.After the alert is successfully sent, you will be redirected back to the One-Time Alert
page.
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2.2 GIS Mapping for One Time Alerts
GIS Mapping is used to plot a specific area on a map that you would like residents to
receive alerts for. Users within this area will receive the initiated alert, users outside of the
set area will not.
When utilizing the GIS Mapping please select
You have the option of creating an area based on a polygon (which requires a minimum of 3
points selected) or pinpointing a location and determining a set radius around that set
location you would like users to receive alerts for.
Adjusting The Map
To adjust the map, you can do one of two things. You can select the Google Search
bar in the lower left-hand corner and type in a location. Or, you can use the zoom
function on the left side of the map.
After establishing the intended area you may begin mapping.
If you want to alter the view of the map you can select either ‘Satellite’ or ‘Hybrid’
located in the upper right-hand corner.
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Plotting a Polygon
To create a polygon first select the left pictured polygon
Once you have selected the polygon you can adjust the zoom of your map on the left
and begin plotting your points.
Once you have plotted your points please remember to close the polygon by selecting
the original plotted starting point.
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Plotting a Point and Establishing a Radius
To create a circle with an established radius please start by selecting the circle in the
toolbar next to the pictured polygon. After selecting this please left click on the map
where you would like the center of your circle to be. Once this has been plotted type in
the exact distance in miles you would like the radius of your plotted point to be.
At any point, if you would like to make adjustments to what you‟ve done select „Start
Over‟. If you decide you no longer wish to create a map select „Cancel‟.
Sending One Time Alert using GIS Mapping
Once the polygon or circle has been established and you are ready to initiate the alert
you will send the alert just as you would a regular One Time Alert. Select the group(s)
you wish to receive the alert, type the message you wish to send (as always you are
limited to 160 characters for SMS and 1000 for voice and email), select the type of medium you want to send the message as and select Send.
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2.3 Voice Options
Voice options only appear if the voice medium is chosen.
Voice responses are available for the One-Time alert only.
Voice Responses
Allows you to add up to 11 personalized responses that are appended at the end of each
voice call.
Note: This will not appear for SMS, email, pager or desktop alerts.
To add responses you must:
1.Choose the voice medium
2.Click on the green +Add
3.Select the number or character you would like to use from the dropdown menu
4.Add the options in the response text box
5.Repeat for as many responses as needed
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Intro Message
The intro message adds a message to the beginning of each voice call advising the users to
press a specific number to listen to an important message.
Three types of intro messages can be used:
Default: Always states “Press any key for an important message from ACCOUNT NAME.”
Account Preset: Allows each account to enter a custom intro in place of default. This
can be added or updated in the Account Settings page.
Custom: Allows any administrator to change the voice intro per alert. The custom
intro is used in place of the default or account preset. It is not stored anywhere after the
alert is triggered.
Example of custom voice intro for NOAA use: Press # to hear a dangerous weather
warning in your area.
Voice Intro Scenarios
Scenario‟s without voice responses offered:
1. If a user presses a key to hear the message, the message will be played. The
information will be recorded in the alert log as Success Human.
2. If the user does not press a key, it will repeat the intro message twice then play the
message. It will assume it is a voicemail and will be recorded in the alert log as Success
Voicemail.
Scenario‟s with voice responses offered:
1. If the user presses any key to hear the message, it will play the message and offer the
voice responses. It will be recorded in the alert log as Success Human or Success
Acknowledged.
2. If the user does not press a key to hear the message, the intro will be played twice and
the voice recording will then say Goodbye and hang up. Since the end-user did not hear
the message, it will be recorded as a Failure in the alert log.
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2.4 Prepared Alerts
Create and manage your prepared alerts. This will allow canned alerts to be triggered
through WENS or remote triggers.
You will only have permissions to see the prepared alerts that are associated with the
groups you have access to.
To send a prepared message, click the SEND button under Controls field next to the
prepared message you want to send.
The message will automatically be sent out to the users according to the prepared alert
settings.
Add a Prepared Alert
To add a prepared alert, click the Add a Prepared Alert button.
The next screen will allow you to set up all of your settings for the prepared alert.
Prepared Alerts settings:
Use GIS Mapping: Mapping can be used to set and send a prepared alert. The
location needs to be set only one time and users will automatically be updated and sent
the message every time the alert is triggered if they fall within the location and group
selected regardless of when they were added to WENS.
Title: Title of prepared alert. Only WENS administrators see the title.
Active: Must be set to yes for alert to be triggered.
Schedule Run: To set up alert once or re-occurring on a specific date and time to be
triggered.
Trigger Code: Unique alpha/numeric ID used when triggering an alert via mobile
phone. This is not case sensitive.
Groups/Subgroups: The message will be sent to any group you select.
Message Text: Pre-canned message that will be sent to users when prepared alert is
triggered.
Medium: Allows you to pick your method of communication.
Voice Intro Message: A voice intro message can be activated and customized for
each prepared alert.
Alert Description: Can be left empty or text can be added. Only WENS administrators
can view the alert description.
Once all the settings are completed, click
WENS.
to add the prepared alert to
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Edit a Prepared Alert
To edit the alert, click the alert name. This will pull up the same screen as when you‟re
adding a prepared message. Make your changes to the prepared alert profile and click
Delete a Prepared Alert
To delete a prepared message, click the Delete button next to the message you want to
delete.
Add Prepared Alert screen
Prepared Alert home page
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3 External Triggers
This allows an administrator to send an alert out via their cell phone.
3.1 User Prerequisites



Settings > Allow External Triggers checked
User Settings > Trigger External Messages: YES
User must be an internal user and not public
Users are public if subscribed through an entry point or import
3.2 Sending a prepared alert
Description: Triggering a prepared message from a mobile device. The message text
cannot be changed. The groups to which the message will be sent cannot be changed.
1. Send a text message to your account short code.
2. Message must only contain the prepared alert trigger code when sent.
3.3 Sending a One-Time Alert
Prerequisites (optional): If sending to a group, the group trigger code must be set.
There are two ways to trigger a single message: send to all users, and send to one
group only.
One group only:
1. Send alert to your account short code.
2. Message must contain in the following order (use spaces to separate):
i. Master account user name (the user name used to log in)
ii. Group trigger code for the group you are sending to
iii. The message text you want to send
All users:
1. Send alert to your account short code
2. Message must contain in the following order (use spaces to separate):
i. Master Account user name (the user name you use to log in)
ii. The alert you want to send
When setting up your triggers and group usernames it is imperative not to use words
that the Remote Triggering system might pick out of regular messages.
When sending a message to all users make sure that the message you send into the
system does not start with a trigger code of a group you have in your account, because
this would send the message to that group only.
Messages cannot be more then 160 characters for SMS and 1000 characters for voice
and email..
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4 Users & Groups
Allows you to add, change, and edit Users or Groups.
4.1 Users
Click on Users this will bring up the display box below.
A. User Quick Search
Allows you to search for a user by full or partial phone number, email , pager or
name.
Phone number quick search
To display all of the active users in your account click Search while Display All is in the
Search box.
Note: This might take a long time if your account has a lot of users
All user quick search
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B. User Advanced Search
Allows you to search your account by the specifications you choose.
Advanced Search
User information, including miscellaneous fields, can be exported into an excel file.
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C. Add a user
To add a new user, click the Add button.
First Name/Last name: Not a mandatory field
Phone Number 1: Users primary mobile number (If you want the cell phone to receive
both a text and a voice call you need to enter the number in twice once as SMS and
once as voice).
*Choose a different carrier: Will allow you to manually enter a carrier
**Add a number: Allows you to add up to 5 numbers
Primary Email: Users primary email
Secondary Email: Users secondary email
Pager Number: Enter the pager number with no spaces or additional characters.
Pager Provider: The correct provider must be selected for proper message delivery.
Language: Select the language the user prefers
SMS Triggers: Allows triggering alerts to groups from the primary mobile.
Receive NOAA Alerts: Yes must be selected for the user to receive the weather alerts
Groups/Subgroups: Check the groups the user should belong to.
Message Time Restriction: Set the time for when the user will receive messages.
Location Information: Fill in address for location based alerts and weather alerts.
Description: Can be left blank or user description can be added.
* Contact customer support if carrier is not available
** All mobiles entered on same profile will be opted out if one number opts out
Please note: Not all items are applicable to each account.
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D. Edit a user
1.
2.
3.
4.
Search for the user on the search users page.
Pull up profile by clicking on the users Mobile
Make appropriate changes
Click Submit on bottom of user profile
E. Delete a user
1. Search for user on the search users page.
2. Click Unsubscribe next to user‟s Email.
Note: User will no longer receive message but will remain in system as inactive
F. Send a message to a single user
1. Search for user on the users page.
2. Pull up users profile by clicking on the users name
3. Click on: >>Send a message to this user
4. Select the points of contact to send message to
5. Type message (must be under 160 characters)
6. Click send message
Single alert screen
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4.2 Groups and Subgroups
This will allow messages to be sent to specific groups.
You will see groups you have been given permissions to.
Groups home screen
A. Add a group
1. Click on Add a Group
2. Title the group for the specific users that will be added
3. Group must be active in order to send alerts to the users in that group
4. Group trigger code allows you to send external triggers to the group
5. Group description is not mandatory
6. Click Create
Add a group
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B. Add a group to your entry point
To add a group to your entry point, you must contact customer support.
C. Edit a group
1. Click on the title of the group from the groups home page
2. Make changes
3. Click update
D. Delete a group
1. Click on the title of the group from the groups home page
2. Click Delete
Entry point groups should not be deleted without contacting your WENS account
manager.
E. Create a subgroup
1. Click on the title of the group from the groups home page you want to add a
subgroup to
2. Click on +Add a subgroup
3. Add subgroup settings
4. Click create
F. Edit a subgroup
1. Click on the title of the subgroup from the subgroups home page
2. Make changes
3. Click update
G. Delete a subgroup
1. Click on the box next to the title of the subgroup
2. Click Delete
Entry point subgroups should not be deleted without contacting your WENS account
manager.
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4.3 Temporary Groups
Choose users from multiple groups within WENS to send messages to. This will allow
you to not have to send a message to all users in a group if you are only trying to contact specific users.
You can add users to a temporary group from the following pages:
-out
Adding user to the Temporary Group
Choose the users you want to add to the temporary cart by checking the box next to
their name.
Click on Add to Temporary Group. Once clicked, your Temporary Group options will
appear in the right hand top corner.
You can see what users have been added by clicking on the number of users.
You may also have the option to move all of those users to a specific group or create
a new group for those users by clicking on the + button.
Note: You have to have permission to create new groups for the + button to show
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A. Sending a One-Time alert to the Temporary Group
You can send a One-Time alert to these users the same way an alert would be sent to
a pre-existing group.
After you have added the selected users to the Temporary Group click on One-Time
Alert.
The Temporary Group will appear and have an identification number at the end it.
The Temporary Group is only available for the duration of the session. Once the
browser is closed or the administrator logs out, the group will be deleted.
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5 Alert & Message Logs
5.1 Alert Log
View account alert details.
The main screen for the alert log will show you a list of the most recent alerts sent.
You can navigate to each page by clicking next. The alert log is broken into 8 columns.
Alert Log
Alert Text: Message content that was sent to the users.
Alert Type: How the message was triggered. Types are NOAA, One-Time, One-Time Remote, One-Time Web Trigger, Prepared, Prepared Remote, Prepared Scheduled, Prepared Web Trigger and Single to Subscriber.
Medium: Provides the type of medium/mediums the message was sent through
Initiated By: Provides the administrators title of who initiated the message
Groups/Subgroups: Provides the number of groups and subgroups the alert was sent to.
A list of the names will appear by moussing over the number of groups/subgroups.
Messages Initiated: Number of messages sent from WENS that were associated with
the alert. Number initiated includes count of voice, email, pager and SMS.
Initiated Time: Timestamp of when the alert was initiated (i.e. the time the “send message” was clicked).
Submitted to Network: Time last alert left WENS and was sent to the network.
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Alert Log Quick Search
Search using keywords that appear in the alert.
Quick Search
Alert Log Advanced Search
Search Alerts by the date they were initiated, administrator who initiated the alert and
the groups the alert was sent to.
Advanced Search
Note: When searching a date you must enter the day after the alert was sent to pull all
alerts from that day. Example: To search alerts on 5/1/2009 the search would look like
this:
You can pull up detailed information on the alert by clicking on the radio button next to
the alert and choosing View SMS Messages, View Voice Calls, View Email Messages, View Pager Messages or User Replies.
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5.2 SMS Messages
Audit of all outgoing SMS messages.
If this screen is accessed from the Alert log, all messages associated with the selected
alert will be displayed.
If this screen is accessed from the WENS “menu”, then all alerts sent from the account
will appear.
SMS Message home screen
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Search Messages:
You can search for specific messages by entering all or part of the user‟s phone number or all or part of the message text into the quick search field. Click Export to MS Excel to export all the pages of SMS messages currently displayed.
Quick Search
The advanced search is used to search the messages by user phone number, carrier,
who initiated the message and the message status.
Advanced Search
SMS Message Gauge:
The message gauge shows a summary of the messages that were successfully delivered and failures.
The message gauge changes each time a search is done to reflect the message information provided in the search .
Updating the status of each message is dependent on the carrier sending a delivery
receipt. This can take up to 48 hours and not all carriers provide delivery receipts.
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SMS Message Details:
Provides detailed information of the message sent by user.
Phone number: Phone number of the user to whom the message was sent
First Name: Subscribers first name.
Last Name: Subscribers last name.
SMS Text: Content of message
Carrier: Users mobile carrier
Time Initiated: Date and time the message was sent by administrator
Submitted to Network: Date and time the message was sent to the network
Last receipt status: Status of the message
Message Status:
1. Submitted to Network: Message was sent to mobile carrier from WENS
2. Accepted by network: Message was accepted by the carrier
3. Delivered to Device: Message was successfully delivered to mobile phone
4. Delivery Failure: Message was not delivered to device. See troubleshooting guide
5. Rejected by network: The carrier did not accept the message
6. Rejected-Blacklisted: The user has a block an the account level from receiving
messages from a short code.
Last receipt time: This is the time stamp for the last receipt status received
SMS Message home screen
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5.3 Voice Messages
Audit of all outgoing voice calls.
If this screen is accessed from the Alert log, all voice calls associated with the selected
alert will be displayed.
If this screen is accessed from the WENS “menu”, then all voice calls sent from the
account will appear.
Voice messages home screen
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Search Voice messages:
You can search for specific messages by entering all or part of the user‟s phone number or all or part of the message text into the quick search field.
Voice Quick Search
The advanced search is used to search the voice messages by user phone number,
who initiated the message and the message status.
Voice Advanced Search
Voice Message Gauge:
The message gauge shows a summary of the voice calls that were successfully deliveries and failures.
The message gauge changes each time a search is done to reflect the voice information provided in the search .
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Voice Message Gauge
Voice Message Details:
Provides detailed information of the message sent by user.
Phone number: Phone number of the user to whom the message was sent.
First name: Subscribers first name.
Last Name: Subscribers last name.
Voice content: Content of message.
Time Initiated: Date and time the message was sent by administrator
Submitted to Network: Date and time the message was sent to the network.
Last receipt status: Status of the message.
Message Status:
1.Submitted to Network: Status is unknown
2.Failure: Unable to contact recipient (disconnected, busy signal)
3.Success Human: Successfully reached recipient
4.Successful Voicemail: Successfully reached voicemail
5.Success Acknowledged: Recipient successfully pressed the # indicated
Voice message details home screen
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5.4 Voice Responses
Shows you who responded and what they chose.
Voice Responses can only be viewed from the Alert Log by selecting the radio button
next to the alert and clicking on voice calls.
Voice Message Details:
Phone Number: Phone number voice message was sent to
Voice content: Content of voice message sent
Response: Shows what response the user chose. If you scroll over the response number you will see the complete response.
Time Initiated: Date and time the message was sent by administrator
Submitted to Network: Date and time the message was sent to the network
Status: Success Acknowledged, Failure
Time: Date and time the message was updated by carrier
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5.5 Pager Messages
Audit of all SMS pages sent for WENS.
Pager Message Details:
Delivery receipts are not provided for pager messages.
Pager Number: Number message was sent to.
First Name: Subscribers first name.
Last Name: Subscribers last name.
Pager text: Content of message sent.
Time Initiated: Date and time the message was sent by administrator.
Submitted to Network: Date and time the message was sent to the network.
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5.6 Email Messages
Audit of all outgoing email messages.
Email messages home screen
Email Message Details:
Delivery receipts are not provided for email messages.
Email Address: Email address message was sent to
Email content: Content of message sent
Time Initiated: Date and time the message was sent by administrator
Submitted to Network: Date and time the message was sent to the network
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5.7 User Replies
View all user incoming messages sent in response to a specific alert.
Select the intended alert by checking the radio button next to the alert and
selecting the
button.
All user replies will be visible and searchable through a Quick Search or Advanced
Search displayed at the top of the screen.
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5.8 Incoming Messages
View all incoming messages excluding opt-out messages.
You can search for specific messages by entering all or part of the user‟s phone number or all or part of the incoming message‟s text.
Advanced search allow you to search messages by user number, date, group or carrier.
Add to Temporary Group: Please see section 4.3
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5.9 Opt-out Messages
View all incoming mobile originated opt-out messages.
Opt-out home screen
Incoming opt-out messages shows you a breakdown of all incoming messages that
have opted the user out of the system.
Incoming messages containing "stop", "end", "quit", "unsubscribe" or "cancel" will unsubscribe the user and place them in an inactive status so they will no longer receive
messages. If a user is in more than one WENS account, they will be unsubscribed
from all of them.
Quick search and Advanced search allows you to search the incoming opt-out messages by using the same search technique as incoming messages.
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6 IVDS
Imaging and Video delivery system allows a user to send in videos or images in realtime.
6.1 Images and Videos
All incoming images and videos will be placed into this screen.
Images and videos can be deleted, forwarded, viewed or downloaded onto your PC.
Images and Videos home screen
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Inspiron Logistics, LLC
1-866-998-9367
[email protected]
www.inspironlogistics.com
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