SMS Broadcast & IFax Broadcast With Contact List management · The upper part of the screen is...
Transcript of SMS Broadcast & IFax Broadcast With Contact List management · The upper part of the screen is...
SMS Broadcast & IFax Broadcast
With Contact List management
The latest incarnation of our Fax broadcast service to cascade a fax message to many
contacts simultaneously is accessible via our new look web site.
The website has been redesigned to bring in compatibility with mobile and tablet devices,
some of which were unable to access the previous version due to its flash content.
Those wishing to access the systems can do so via our website at
http://www.intouchuk.com
Use the Customer Login button to access our range or products and services.
This screen details our
customer options.
Select the second
option to login to SMS
and IFax
You should have been issued with a Login for the IFax / SMS screens. If not please contact
support at [email protected] to have an account opened for you. Assuming you do have a
login please enter the details here. They are case sensitive.
When you click Login you should see an initial greeting confirming who we expect on that
login. If for some reason this does not show your organisation please contact support
immediately, otherwise please continue on.
We hope we have designed a really intuitive interface here and would welcome feedback on
areas where you feel it could be improved.
To send an SMS Message:
The upper part of the screen is dedicated to SMS sending and SMS list management. To
send an SMS message simply type or paste the message you wish to send into the box then
use the drop down box to the right to select the list of contacts you wish to send the
message to. Then click send.
You will see a screen with either a failure warning or a series of status results for each
destination number. This status refers to the sending of your message to the recipients
mobile network, On most occasions this will result in an immediate delivery of you message
to the handset, but if it is out of signal or off the message will remain pending for up to
three days.
You will receive an emailed receipt for your job and this will include an active link enabling
you to view the actual delivery status of each message. Please note this status is as returned
from the various mobile operators.
To manage your mobile recipients please use the links below the ‘Send Text Message’
button.
The lower portion of this screen is dedicated to Fax sending and Fax List management. We
have sub-sectioned it for each action you must take to send a fax message like so:
Sending a Fax broadcast to stored lists:
Simply follow the steps as described below.
STEP1: select the document you wish to have faxed to your contacts by clicking the browse
button and pathing through to where your document is stored. Select it by double clicking
or single click and OK as normal. The browse screen should close and the above screen will
update to show the file you have selected to the right of the browse button.
STEP2: We now need to have the document uploaded to our messaging servers in order to
convert and process it as a fax image. To do this simply click the Red button labelled
“Upload Document Ready for Faxing”.
A new window will open and confirm the upload after a few seconds also you will notice the
file name to the right of the browse button will reset. When the new window confirms
upload of your document click the button to close and continue.
You will see the main screen above update to show your selected document as queued for
faxing and offering you a delete option in case this was selected in error. If it was an error
click delete and repeat steps 1 & 2 again for the correct document.
If your fax message consists of more than one electronic document simply repeat steps 1 &
2 until all documents are listed as queued.
STEP 3: Now you just need to tell the system which list(s) you wish to send the documents
to. Click the amber button and a new screen will open showing you all lists you have
available to you at present. Select one or more lists so the ones you wish to use are
highlighted and click the button to return to the fax submission.
You will see the main screen update to show the lists the fax is going to just above the green
button. If you make an error in selection simply go back and make the correct selection and
click to button to return and you will see the list selection update.
STEP 4: Just click the Green “Fax Documents to the above List(s)” button and it’s done.
You will see a new screen open which should confirm successful sending and give you a job
ref No. You will also receive an Email receipt to your designated address confirming receipt
and giving you a live link to the job status which you can view at any time.
Any problems with the fax submission will be flagged in this new window offering you
guidance on what should be corrected so you can try once more. Most common errors are
not uploading a document or not selecting a list.
Sending a Fax Message to a Single Destination or group of manually added
numbers:
To achieve either of the above scenarios you simply need to follow the instructions in the next section to ‘Add
anew contact list’ and then ‘Add new contact to a list manually’ to create a list of the number(s) you wish to
send the fax information to. This is very quick and simple.
Then simply follow the guidelines above for sending a fax to a stored list. You can easily delete the list
afterward or keep it as a ‘Scratch List’ which you re populate whenever you need to send to a group that is not
established as a list of contacts already.
E-List Contact Management Suite
As with our previous service offerings, the IFax platform supports a full feature customer list
management service allowing clients total control over who receives their important
messages.
List changes are done live so there is no waiting around for an update confirmation. When
you click the button to add, delete, or amend, it’s done right there and then by you.
As with the sending functions we believe we have made the list management as intuitive as
possible and so this is a quick guide to usage although we suspect most customers will just
dive right in and get on with it.
List Management Functions:
1) View available lists
2) Add a new contact list
3) Delete a contact list
Contact Management Functions:
1) View contacts in a list
2) Add a new contact to a list manually
3) Add new contacts to a list by importing from a file
4) Delete a contact from a list
5) Amend an existing contacts details
Search Functions:
1) Search for a contact by field.
The list management functions are accessed via the darl red button near the foot of the
SMS & Fax message submission page.
List Management Functions:
Clicking this button opens a new window and the List view page is displayed. This shows all
the lists you have available and offers you various functions.
To create a new empty list simply type a list name into the blank box and click ‘Create New
List’. Please note no spaces are permitted in list names just alpha, numeric, Dashes &
underscore.
After confirming you will return to this view and see the list shown at the foot of the list
showing zero contacts as in our example above.
To delete a list simply click the ‘Delete List’ button next to the appropriate list. You will be
asked to confirm this action on a new screen. Lists do not have to be empty to be deleted
and all contents are deleted if a populated list is deleted.
Contact Management Functions:
To operate on individual contacts within a record click the ‘View & Edit Contacts’ button
next to the appropriate list to open up the screen as shown on the next page.
The new screen will display all the contacts in the list selected.
Simply scroll down the list to see all contacts. If you are looking for a specific contact we
suggest you use the search function as this list display cannot be ordered to suit.
To Add a new contact
manually, use the blank
boxes to type in the details
of the contact.
You must at least add a fax
number but other fields
are optional.
Please use the
international dial format
for fax numbers. See our
example showing UK
numbers starting + 44
where 44 is the UK country
code, followed by the fax
number without the
leading zero.
Click ‘Create New Contact
Record’ when done and
your new record will be
added to this list.
To amend a record shown in this view click the ‘Edit Details’ button next to the record you
wish to amend. This will open a new screen as shown below:
Simply ‘over type’ the details you wish to amend and click the ‘Update record with above
changes’ button
To Delete a contact simply click the ‘Delete’ button next to the relevant contact listing. You
will be asked to confirm your action.
To import contacts into a list,
this could be populating a
newly created list or adding
more to an established list,
simply click the ‘Import
Contacts’ button next to the
appropriate list on the List
View Screen.
This opens a new screen as
shown below which allows
you to browse for the data file
you wish to use as the source
of import data.
The file must be in CSV format with each record made up of Fax Number, Company, Contact
where at least the fax number field is present and in international dial format. ( +441234…..)
Follow step 1 and
step 2 to browse for
your csv file and then
upload it.
If successful you can
return to the list view
above and see your
new list populated.
Search Funtions:
The search screen is accessed from the Main list view screen as shown at the top of this
page. Clicking the ‘search’ button opens up a new screen as shown on the next page. You
can search on any of the individual fields and the system will return exact matches if any are
found and also near matches which helps you in the event you do not have all the details
you need.
Simply type in as much detail as
you have. If you only know that
the fax number starts with
+44121, i.e a Birmingham
number, then just typo this in
and the system will bring back all
records where the fax number
begins with +44121.
Likewise if you only have a first
or surname just type in what you
have and the system will find
near matches helping to narrow
down your search.
The results will be displayed in a new windows showing you each matching record.
The found items will be listed showing details of which contact list each is in and there will
be buttons allowing you to edit or delete your found items as described earlier in this
section.