Version 2.0 Standalone - Creating a New Message in 2.0 Standalone

In order to create a new message, simply click the ‘Create New Message’ link in the top navigation menu.

You will be asked to select the list(s) of contacts you want to receive the message.

Simply check the box next to the list(s) you want and click ‘Finish’ in the bottom corner of the pop-up window.

You will need to set the date and time of the message in the middle of the next window.

Tip! If you want to send the message immediately, you can ignore this portion.

Next select the Category the message will fall in.

You will need to give the message a name. This is an internal name used to you can quickly identify messages.

You will notice the ‘Insert Merge Field’ option to the right of the ‘Message Name’ field. This will allow you to place dynamic content into the message.

For example: If you insert First_Name, each message will be customized with the first name of the person.

The message content box is where you will enter the message you wish to send.

You can enter one message in the content box and have it sent for each message channel. You can also customize each message channel specifically.

 


Voice Message Creation


Click the "Edit" button under voice.    

   

On the voice customization screen you will see a template listing on the left. 

the main content window in the middle,

and several options on the right.

 

In the middle you can enter the text you wish to send out. This will create a text-to-speech message.

You can also drag and drop templates from the left-hand side into the message box. Please note this will not overwrite any information that is currently entered.

You also have the option to insert merge fields if you are a using a text-to-speech message. You can also drag wav files from the file library into the message window to send a recorded voice message.

On the right hand side you will see several options:

Insert Merge Fields: This will allow you to place dynamic content into the message.


Hot Keys: This will allow you to insert interactions into your message.

You can insert 3 types of interactions into voice messages: Repeat, Stop, and Transfer.

Repeat: This will repeat the message you are sending.

 

Stop: This will immediately stop the message that is playing.

 

Transfer: This will allow you to transfer the call to another number. Just enter the phone number you wish to transfer to. Remember to include the country code before the phone number (US & Canada Country Code: 1).

 

Simply select the number you wish to use and select the interaction you would like. When your hot keys are set, click ‘Finish’ in the bottom right-hand corner of the pop up window.

Upload as Voice: This will allow you to upload a wav file you have already recorded and saved to your computer.

Click ‘Choose File’ and select the recording you wish to send from your computer. When a checkmark appears under the Status, your wav file is uploaded. Click ‘Finish’.

Record: This will allow you to record a message over the phone to be inserted into the message.

When you select record you will be given a Phone Number as well as a Pin #.

 

Call the number and follow the prompts. Once you have completed recording your message, click ‘Finish’ in the lower right-hand corner of the pop-up window.

Preview: This will allow you to preview exactly what the message will sound like when it is sent.

Please preview both the live message as well as the voicemail message.

Once you are satisfied with your message, you can press ‘Send Message’ or you can click ‘Edit’ under another channel to configure it’s message.

 

 

SMS Message Creation

First, please note the counter in the bottom left-hand corner of the message window.

This will keep a track of the number of characters used in the message. Anything over 160 characters (136 characters for Canadian clients) will create an additional SMS message.

Tip!  Texts messages may also be prefaced with automatic text not included in the character count.  This depends on your specific account setup and most often reads ASI Alerts: followed by the message content.  This can be customized or removed. Contact us at support@alertsolutions.com if you would like changes to this setting.

You will also notice a few options:

Insert Merge Fields: This will allow you to place dynamic content into the message. If you insert First_Name, each message will be customized with the first name of the person.

Insert Template: This will allow you to select pre-saved messages you have stored in the file library as Plain Text. This is a great option if you will be sending out the same message multiple times.

You may also type the message you wish to send directly into the message box.

Once you are satisfied with your message, you can press ‘Send Message’ or you can click ‘Edit’ under another channel to configure it’s message.

 

 

Email Message Creation



In order to send an email message, please ensure the following fields are complete:

From Email: This must be a valid email address. It is recommended NOT to use Gmail, Yahoo, Hotmail, AOL, ect.. addresses due to DMARC policies Using the proper email address will help ensure optimal email delivery.


Display Name: This should be an accurate description of the school sending the message.


Subject: The subject should be consistent with the content of the email message you are sending.


Reply To: This must be a valid email address. Responses from this email message will be sent to this address.

Tip! To speed up the message creation process, complete the Channel Tab within Default Settings. These fields will automatically popular using your settings every time you send a message.

You will also notice a few options:

Insert Merge Fields: This will allow you to place dynamic content into the message. If you insert First_Name, each message will be customized with the first name of the person.

Insert Template: This will allow you to select pre-saved messages you have stored in the file library as Plain Text. This is a great option if you will be sending out the same message multiple times.

.

Insert Image: This will allow you to insert any image you have uploaded to the file library.


Insert Link: This will allow you to insert a link to a web page.


Use the email editor provided to create your email body. For simple messages, just type the message as desired. The editor is similar to most word processors and any button will show its action when hovered over.

Here are a few of the most commonly used buttons:

This button will allow you to paste in content from Word.

This button will allow you to insert an image not saved in the file library

This button will allow you to see the actual HTML code of the email message.

This button will allow you to preview the email that has been created.

If you would like to add attachments to this email, click ‘Upload Attachments’ under the message window.

 

Click ‘Choose File’ and select the file you wish to attach from your computer. When a checkmark appears under the Status, your file is attached. Click ‘Finish’.

Tip!  We recommend the file size does not exceed 3MB, as anything larger could negatively affect the deliverability of the message. There are several online tools to compress .pdf files when needed at no cost, if you are unable to do so locally.

Once you are satisfied with your message, you can press ‘Send Message’ or you can click ‘Edit’ under another channel to go back and configure it’s message.

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