Quick Launch Guide

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All information contained herein is considered CONFIDENTIAL documentation for current CodeRED

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a registered trademark of Emergency Communications Network LLC. All rights reserved 2013

© 10.2013

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Confidential Page 2 3/10/2015

Logging In

Access https://next.coderedweb.com Enter your User Name and Password Click on Sign In After logging in, you will arrive at your personalized Dashboard

Forgot your password?

Click on Forgot your password? Enter your User Name Press Submit This will send a Reset Password Code to your email address Follow the instructions in the email to create a new password

Passwords must be at least 8 characters and alphanumeric

Customizing the Dashboard to include Quick Launch To add Quick Launch to your Dashboard, select Edit My Dashboard and add the Quick Launch panel. Click on Save My Dashboard.

Quick Launch

Quick Launch will allow the user to create, edit, or use an existing Scenario to launch an alert. A Scenario encompasses recipients (also known as an Audience) and a message (a message could include a voicefile, text message, email message, TDD message and social media). Examples of different Scenarios include: pre-recorded messages to emergency responders, evacuation messages to residents in low lying areas, and notices to employees of late opening of city buildings.

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Quick Launch – Existing Scenario 1. Select a Scenario from the drop down selections 2. Click on Launch 3. Enter your assigned launch code 4. Click on Launch Now

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Quick Launch – Build Scenario Click on Build from the Quick Launch panel

Quick Launch – Scenario Selection Select the appropriate database: Emergency or General Choose an existing Scenario to modify and click Go or select Continue to start a new scenario. To create a new Scenario, follow the instructions below:

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Quick Launch – Audience Manager Select the appropriate recipient(s) for this notification. There are 3 main options available (Map, Contact Group(s), All Call), if you have additional options showing here please consult the CodeRED Manual or specific guide for details on those selections. Clicking on the button assigned to the selection you want will open that option’s menu: Map – Open the CodeRED Mapping Interface to make a geographic selection.

Contact – Open the Contact Group selection interface to select your Contact(s) or Contact Group(s).

All Call – Open the All Call Interface to make a full database selection.

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Quick Launch – Create an Audience Map Create Audience – Map

Select Find Location to center the map on a destination. Use one of the Selection Tools to draw on the map. Polygon – Left click on a point on the map to start drawing and then left click to change direction. To close the polygon, double-click the mouse. Free Hand – Press down and hold with the left mouse button while drawing the area to be selected. Once the selection is complete, release the left mouse button. Rectangle – Left click and drag to make a rectangular shape of the area selection. Circle – Left click and drag outwards from a point to create a radius around the point to be contacted.

OR If there are predefined areas saved, click on Load Areas to access them.

The selection shape can be adjusted by clicking on the selection and dragging out one of the boundary points. It may be moved by clicking on the selection and moving to the desired location.

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Create Audience – Map (cont.) After the selection is complete, click on Update Calls to pull the data, then select Save and Return to continue.

Create Audience – Contact Add Group(s) to the Audience by double clicking in the Contact Groups Box and selecting the Group(s) to add. Contact Group Tags allow refining of the contacts. If using Tags, only the contacts with the selected Tags will be notified. This can be used to sort through groups and only contact individuals with a certain rank, department or other qualifying detail. Individual Contacts can be added by double clicking in the Individual Contacts box then searching through the contacts.

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Create Audience – All Call Adding an All Call selection to your audience will include EVERY record associated with the type you select. Public Call – This selection will call EVERY public record in your database (residential and business). Please Note: When making a Public Call All Call selection NO mapping selection is required nor should one be made. Contact Groups Call – This selection will call EVERY record in your Contact Group Manager regardless of your mapping selection.

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Create Message After selecting Create Message, name the Message, then select the methods for sending the notification. Primary Voice is the message that is sent via phone call. If Primary Voice is selected, then the option for Secondary Voice becomes available. Secondary Voice can be used to play a message in a second language. Be sure to include instructions in the Primary Voice instructing recipients to press 9 on the key press to access the secondary voice. TDD Transmission is used to send messages to TDD/TTY hearing devices. There are options to select Email, Mobile Text, Tweet, Facebook, and RSS. When sending text messages, be sure to monitor the message length. Text messages may be truncated by cell phone providers.

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Primary Voice: the voice file that will be sent to call recipients Secondary Voice: a second voice file that can be used to send the message in a second language TDD Transmission: the content typed in this section will be delivered to TDD/TTY devices Email: can include attachments Mobile App: this message will be sent to any citizens that have downloaded the CodeRED Mobile Alert app on their smart phone and are within the notification area Text: for sending concise messages that should be reduced to 140 characters or less Tweet: launch to Twitter followers of your organization, the message must be 140 characters or less Facebook: post a status update RSS: allows a subscriber to receive updates via their RSS reader

Please note that not all options may be turned on for your organization. Please contact your Operations Specialist to inquire about adding these additional options.

Message Manager - Message Components

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Message Manager - Primary Voice The Primary Voice can be created by selecting an existing voice file, calling the IVR to record a message, or creating a Text To Speech Message. To use an existing voice file select the appropriate file from the drop down selections. To record a message via the IVR select Record with IVR and follow the on screen instructions For a Text to Speech message, type the message in the appropriate field. Select Preview to hear the message before continuing.

Once the Primary Voice is completed, select Save Primary Voice. You may now select Next to create the next message component or click Continue to Launch Options to proceed.

Message Manager - Primary Voice – Record with IVR

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Message Manager - TDD Transmission Select an existing TDD message or type the message. Once the TDD message is completed, click on Save TDD. You may now select Next to create the next message component or click Continue to Launch Options to proceed.

Message Manager - Email Select an existing Email or create a new email by filling in the fields. The sender (please use a valid email address) and subject can be changed, be sure not to leave any sections blank. If an attachment should be included, first save your email, then click Upload Attachment. Once the email message and attachment (if applicable) is completed; you may now select Next to create the next message component or click Continue to Launch Options to proceed.

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Message Manager - Mobile App Select an existing Mobile App Message or create a new message by filling in the blank field. The message entered will appear on the smart phone home screen when the notification is received. Opening the notification will allow the recipient to view the alert details. The default message expiration is 3 hours, the expiration can be changed up to 24 hours. Once the mobile app message is completed, click on Save Mobile. You may now select Next to create the next message component or click Continue to Launch Options to proceed.

Message Manager – Text Message Select an existing Text or create a new text message by filling in the Sender, Subject, and Text body with your message. Ensure there is a valid email address in the sender field. Be brief with your Text Message as you need to keep it between 130-140 characters to prevent truncating and/or multiple part message delivery. You may now select Next to create the next message component or click Continue to Launch Options to proceed.

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Quick Launch - Create Message After all appropriate Message components have been selected; click Continue to Launch Options on the bottom right of the Select Message screen to continue.

Quick Launch - Launch the Scenario – Scenario Recap The top of the Launch the Scenario page will include a Scenario Recap that details the message and audience selected and data counts. There is also the opportunity to name and save the Scenario. Saving a Scenario will make it available in the Quick Launch drop-down box for later user.

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Quick Launch - Launch the Scenario – Launch Options Below the Scenario Recap are the options for launching the Scenario. Choose from either:

Save & Launch via IVR Launch Now Schedule Launch

Quick Launch - Launch the Scenario – Save & Launch via IVR Save & Launch via IVR will provide on screen instructions to launch the Scenario by phone. This information can be stored to use later and to reuse.

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Quick Launch - Launch the Scenario – Launch Now To launch the Scenario immediately, enter your assigned launch code and press Confirm Launch. After the system completes processing the request, the statistics pertaining to the Scenario will load.

Quick Launch - Launch the Scenario – Schedule Launch To schedule a Scenario to launch at a later date/time, click in the box to the right of Schedule a date and time and then select the date and time desired and click Done. If the Scenario should recur, input a check mark in the Recurring box and choose schedule (Daily, Weekly, or Monthly). To complete the scheduling, enter your launch code and click Save Scheduled

Launch.