telstra desktop m essaging › content › dam › tcom › business... · 2020-06-25 · 13...
TRANSCRIPT
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Telstra Desktop MessagingGuidelines
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Contents1. Telstra Desktop Messaging Overview
1.1 Termsandabbreviations
2. Telstra Desktop Messaging Web application
2.1 Loggingin
2.1.1 CompanyandPersonalSettings
2.1.2 Permissions
2.2 UsingOnlineHelp
2.3 MainMenuScreenOverview
2.4 SendingSMS/MMSMessages
2.5 Message/CreditLimits
2.6 SendingSMSandMMSMessagesUsingtheQuickContacts
2.6.1 SelectingRecipientsfromQuickContacts
2.6.2 EnteringRecipientsnotinQuickContacts
2.6.3 ComposingtheSMS/MMSMessage
2.6.4 SendMMSScreenOverview
2.6.5 MMSComposerandPreviewerOverview
2.6.6 SendingtheMessage
2.7 SchedulingMessages
2.7.1 SendLater–OnceOnly
2.7.2 SendLater–Recurring
2.8 SendingBulkNumberMessages
2.8.1 BulkNumberSend:UploadExternalFileMethod
2.8.2 SendingMailMergeMessages
2.9 MailMergeMessages
2.9.1 ImportingtheRecipients
2.9.2 ComposingtheMessage
2.9.3 MailMergePreview
2.10 UsingInbox
2.10.1 ViewingallMessages
2.10.2 ExportingMessages
2.10.3 ReplyingtoMessages
2.10.4 ForwardingMessages
2.11 UsingtheRulesWizard
2.11.1 TesttheCompanyInboxRules
2.11.2 EditandResetCompanyInboxRules
2.11.3 ViewMessagesCapturedByEachCompanyInboxRule
2.11.4 DeletingCompanyInboxRules
2.12 ManagingContactsLists
2.12.1 FindingContacts
2.12.2 ModifyingContacts
2.12.3 DeletingPersonalContacts
2.12.4 AddingContacts
2.12.5 ImportingContacts
2.12.6 ModifyingRecipientGroups
2.12.7 CreatingaNewGroupandAddingContacts
2.13 UsingtheLibrary
2.13.1 ManagingPersonalTemplates
2.13.2 ManagingPersonalMessages
2.13.3 ManagingPersonalMultimediaContent
2.14 ViewingandModifyingScheduledMessages
2.14.1 ViewingtheSentMessages
2.15 ChangingthePassword
3. Desktop Client
3.1 SoftwareInstallation
3.2 DesktopClientLogIn
3.3 DesktopClientStartUpScreen
3.4 ExitingtheApplication
3.5 SendingSMS/MMSMessages
3.5.1 AccesstheSendingScreen
3.5.2 ComposetheMMSMessage
3.5.3 SelectWheretoHaveRepliesSent
3.5.4 SelectRecipients
3.5.5 SendtheMessage
3.6 ViewingSentMessages
3.7 ViewingReplyMessages
3.8 UsingAddressBooks
3.8.1 SynchronisingAddressBooks
3.9 ConfiguringOptions
3.10 DesktopClientSystemCompatibility
4. Email Plug-Ins For Outlook® and Lotus Notes®
4.1 LongSMSMessages
4.2 SoftwareInstallation
4.3 SendingSMSMessagesUsinganEmailClient
4.4 ConfiguringSystemSettings
4.5 SystemCompatibility
4.6 CalendarReminders
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5. EmailSMS
5.1 SendingSMSMessagesUsingEmailSMS
5.1.1 SendingSMSMessagestoaSingleorSeveralRecipient
5.1.2 SendingSMSMessagestoMultipleRecipients
5.1.3 ReplyPathOverride
6. System Administrator Guidelines
6.1 TheRoleoftheSystemAdministrator
6.2 ManagingGroups
6.2.1 Permissions
6.2.2 AddingaNewGroup
6.2.3 ModifyingaGroup
6.2.4 DeletingaGroup
6.3 ManagingCostCentres
6.3.1 AddingaNewCostCentre
6.3.2 ModifyingaCostCentre
6.3.3 DeletingaCostCentre
6.4 ManagingUsers
6.4.1 AddingaNewUser
6.4.2 SearchingForExistingUsers
6.4.3 ModifyingaUser
6.4.4 DeletingaUser .
6.5 AdministrationReports
6.5.1 RunningAdministrationReports
6.5.2 ExportingAdministrationReports
6.6 ManagingCompanyContactsLists
6.6.1 FindingContacts
6.6.2 AddingContacts
6.6.3 ModifyingContacts
6.6.4 DeletingContacts
6.6.5 ImportingContacts
6.6.6 ModifyingRecipientGroups
6.7 UsingtheLibrary
6.7.1 ManagingCompanyLibraryTemplates
6.7.2 ManagingCompanyMessages
6.7.3 ManagingCompanyMultimediaContent
Appendix1: CompanyandPersonalSettings
Appendix2: DesktopClientAddressBooksSettings
Appendix3: DesktopClientAppearanceSettings
Appendix4: DesktopClientMessageSendingandStoreSettings
Appendix5: DesktopClientSecurityandSoundSettings
Appendix6: EmailPlug-In:TelstraDesktopMessagingBusinessSettings
Appendix7: AdministratorSettings:PermissionDescriptions
Appendix8: CreatingaCsvFile
Appendix9: MessageCompatibilityClassRestrictions
Symbol Key Attention
Importantinformation
Actionrequired
SMS/Email
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1. Telstra Desktop Messaging OverviewTelstraDesktopMessagingisaneasywayofsendinggrouporindividualSMS/MMSmessagesfromyourPCorlaptop.TherearethreeoptionalcomponentsofTelstraDesktopMessaging.Theseare:
Web-based application• –easytouseweb-basedinterfacethatrequiresnosoftwareinstallationandisaccessibleviatheInternetfromanywhereintheworld.
∑Desktop client• –allowsyoutosendindividualSMSmessagesusingadesktopapplicationforSMSandMMSmessages.
Email Plug-In• –allowsyoutosendSMSmessagesfromyouremail.
SomeofthefeaturesandbenefitsofTelstraDesktopMessaginginclude:
Easy-to-use interface• –thatisintuitiveandeasytofollow.
∑Central management• –maintenancesimplicity,automaticupdatesandenhancements.
∑• Reduced input time–itisfareasiertotypeamessageonakeyboardthanonahandsetkeypad.
Customisation features• –enablecorporatemanagementofuserrestrictions.
∑Contact Lists• –importorsetupnewcontactliststhatcanbeusedforbulkemailsending.
Bulk mail• –messagescanbesenttomultiplerecipientssimultaneously,withthemessagebodyeithergenericorpersonalised.
∑Message scheduling• –messagescanbescheduledfordeliveryonaspecificdateortime.Thesecanbesentonceonlyorformultiplerecurrences.
Campaign management• –setupacustomerpromotionthatinteractsintelligentlywithincomingmessages.Repliescanbecomposedbasedonthecontentsofanincomingmessage.
1.1 Terms and AbbreviationsThetablebelowliststhetermsandabbreviationsusedthroughoutthisdocument.
Term or Abbreviation Definition
TelstraDesktopMessaging
Aweb-basedapplicationthatallowssendingofSMS/MMStoamobilephone.
DesktopClient AdesktopapplicationthatallowssendingofSMS/MMStoamobilephonewithouthavingtouseabrowser.
TelstraDesktopMessagingforOutlook®andLotusNotes®
Anemail-basedapplicationthatallowssendingofSMStoamobilephone.
EmailSMS AfeatureoftheTelstraDesktopMessagingapplicationthatallowssendingofSMS/MMStoamobilephoneviaemail.
Permissions Softwarerestrictionsimposedbytheadministratoronusergroups.
Restrictionscanlimitaccesstoglobaland/orpersonalsettings.
SMS ShortMessageService.
MMS MultimediaMessageService.
TelstraDesktopMessagingAdministrator
Personappointedwithinacompanytomanageaccountsandpermissions.
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2. Telstra Desktop Messaging Web ApplicationTelstraDesktopMessagingisasimpletouseweb-basedapplicationthatallowsthesendingofanSMS/MMStoamobilephoneuser.Thereisnosoftwaredownloadrequired.Withtheweb-basedTelstraDesktopMessaginginterface,youcanperformthefollowingfunctionsfromyourcomputer:
SendSMSandMMSmessages.•
∑ScheduleSMS/MMSmessagestobedeliveredatalaterdate.•
Usethemailmegandbulknumbersendfeatures.•
∑ViewandmanagemessagesinyourInbox.•
Manageyourownpersonalcontacts.•
C∑reateandmodifypersonaltemplatestobeusedwhen•composingmessages.
∑Viewandmodifyscheduledmessagesbeforetheyaresent.•
Viewsentmessagesandmuchmore.•
2.1 Logging In∑LaunchyourbrowserandenterthefollowingURL:https://onlinesms.telstra.com.TheLOGINscreenwillbedisplayed.
Enteryour• user nameandpasswordintheUser NameandPasswordfields.TheseareincludedintheregistrationemailandclicktheLOGINbuttontouseTelstraDesktopMessaging.
Thepasswordiscasesensitive,soensurethatitisenteredcorrectly.
Ifyouforgetyourpassword,followthe click here linkbelowtheLOGINbutton.Yourpasswordwillbeemailedtoyourregisteredemailaddress.
2.1.1 Company and Personal SettingsSomefeaturesofTelstra Desktop MessagingarecategorisedbyCompanyandPersonalsettings.UsershaveaccesstothesefeaturesundertheCompanyorPersonalsettingsdependingontheirpermissions.RefertoAppendix1–CompanyandPersonalSettings.
2.1.2 PermissionsThepermissionsthatyouhavebeengrantedwilldeterminewhatyouareallowedtodowithinTelstra Desktop Messaging.
2.2 Using Online HelpTheTelstra Desktop Messagingonlinehelpcoversthefollowing:
∑Sendingmessages.•
UsingthepersonalandcompanyContacts.•
∑UsingthefeaturesoftheLibrarymenu.•
∑UsingthefeaturesoftheAdminmenu.•
Forhelponaspecificscreen,clickontheHelplinkinthetabonthetoprighthandsideofthescreen.
2.3 Main Menu Screen OverviewTheSEND SMSscreendefaultswhenyoufirstlogintoTelstraDesktopMessaging.ThisisthemainscreenforsendingSMSmessages.Itallowsthecompositionandsendingofmessagestopersonalcontactsandgroups,companycontactsandgroupsandindividualrecipientsnotlistedinanyaddressbooks.
YoucanaccessthisscreenbyselectingtheSend SMSmenuoptionfromthetoplefthandsideMENUOptionsnavigationarea.
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1 Menu Options:Themainitemsaredisplayedatthetoplefthandsideofthescreen.
2 Send SMS Menu Option:Clicktodisplaycorrespondingscreen:AddressBookSend,MailMegSend,orBulkNumberSendforSMSmessages.
3 Send MMS Menu Option:Clicktodisplaycorrespondingscreen:AddressBookSend,MailMegSend,orBulkNumberSendforMMSmessages.
4 Inbox Menu Option:PreviewallmessagesreceivedinyourPersonalandCompanyInboxes.
5 RulesWizard Menu Option:CreateandmanageCompanyInboxmessagerules.
6 Contacts Menu Option:Selectfromandmanagethefollowingaddressbooks:CompanyContacts,CompanyGroups,PersonalContactsandPersonalGroups.
7 Library Menu Option:Managemessagetemplates,savedmessagesandmultimediacontent.
8 Sent Menu Option:Viewallmessagessentandreviewtheirmessagestatus.
9 Scheduled Messages Menu Option:Viewandmanageallscheduledmessages.
10Add To Recipients Button:Addsselectedcontactstotherecipientlist.
11 To:displayallrecipientsofthemessage.Alsousethisfieldtoenterrecipients(mobilephonenumbers)notincludedinanyoftheaddressbooks.
12Compose Message:Themessagetextisenteredhere.
13Message Template:Insteadofcomposinganewmessagefromscratch,youcanselectapredefinedtemplatefromthelistofoptionsfromtheSelectTemplatedrop-downlist.
14From:SpecifywhererepliestoyourSMSaretobesent.Forexample,companyInbox,byselectinganoptionfromthedrop-downnexttothe“From:”label.
15Credit remaining:Displaysthenumberofmessagecreditsyouhaveleftforthemonth.
16Status:TheStatuslinkislocatedonthebottomlefthandcornerofthescreen.TheStatusscreenlistsresponsesrelatedtotheactionsyouperformeachtimeyouuseTelstraDesktopMessaging.Forexample:‘MessageSuccessfullyScheduled’or‘PasswordUpdatedSuccessfully’etc.
17 Characters Remaining:Displaysnumberofcharactersremainingasyoutype.
18Clear Button:Clearallmessageandrecipientdetailsandstartagain.
19Send Later Button:Definethesendscheduleforthemessage(Note:theuseraccountneedsadequatepermissionstousethisfeature).
20Send Now Button:SendtheSMSmessageimmediately.
TelstraDesktopMessagingisideallysuitedtoInternetExplorer.Thedesktopscreenmayvarywhenusingotherinternetsoftware.
Figure2.0:DefaultSendSMSScreen.
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2.4 Sending SMS/ MMS MessagesFromtheTelstraDesktopMessagingapplicationyoucansendSMSmessagestoanyGSM3GorNextG™mobilephonecapableofreceivingSMSmessages.AnSMSisatextmessagemadeupofamaximumof160textcharacters,whichcanbesenttomostmobilehandsets.AnMMSisamultimediamessage,madeupofcombinationsoftext,image,audioandvideocontent,whichcanbesenttomostmobilehandsets.FromtheTelstraDesktopMessagingapplicationyoucansendMMSmessagestoanyGSM3GorNextG™mobilephonecapableofreceivingMMSmessages.TelstraDesktopMessagingmessagesaresentusingtheSend SMSMenuOption(Figure2.0).Thisallowsyoutosend:
Singlemessages•
∑Mailmergemessages•
Bulkmessages.•
ThesendingofMMSmessagesfromTelstraDesktopMessagingissimilartothesendingofSMSmessageswiththeoptionofallowingyoutoincludeMMS.SelecttheSend MMSoptionfromthedropdownlistofthedefaultSend SMSscreen.
Messagescanbesentimmediatelyorscheduledforsendinglater.
SendingofpersonalandindividualSMS/MMSmessagesisdependentonthepermissionsgrantedbytheAdministrator.
SupportedMMScontenttypesarelimitedtothefileformatslisted.PleaserefertoAppendix9–MessageCompatibilityClassRestrictionsformoreinformation.
2.5 Message/Credit LimitsTheAdministratorhastheoptionoflimitingthenumberofmessagecreditsthatcanbeusedbyapersonorgroup.ThenumberofremainingcreditsisindicatednexttotheCredits remaining:textatthebottomrighthandsideofallscreens.
ThenumberofCredits remainingisreducedbyoneforeachSMSmessagesent.Whenusingmailmegorabulkmessagesendformanyrecipients,themessagelimitisreducedbythetotalnumberofrecipientstowhichitissent.Ifthereisnolimittothenumberofmessagessent,thewordUNLIMITEDappears.
Ifabulkmailormailmegmessageistobesentto,forexample,500recipients,andyouonlyhave200messagecreditsremaining,noneofthemessageswillbesent.
2.6 Sending SMS and MMS Messages Using the Quick ContactsWhenselectingrecipients,youcanselectthemfromtheQuickContacts,Personal,CompanyContactsorGroupsoriftheydonotexistintheQuickContacts,youcanentertheirmobilenumberdirectlyintheTo:editbox.MMSmessagesaresentusingthe Send MMSMenuOptionscreen.
2.6.1 Selecting Recipients From Quick ContactsTosearchforandselectrecipientsfromoneofthe•ContactsorGroupslists,SelecttheSend SMSMenuOption.TheSend SMSscreendisplays(seeFigure2.0).
∑Selecttherequiredcontactsorgroupradiobutton:•
–CompanyContacts,CompanyGroups
∑ –PersonalContacts,PersonalGroups
ThelistofrecipientsintheselectedContactisdisplayedin•theeditboxbelowtheSearchfield.SelectarecipientfromthelistdisplayedbelowtheSearchfield.
Toselectmultipleindividualrecipients,press[Ctrl]thenLeftMouseClickontherequiredcontactsorgroups.Toselectablockofrecipients,press[Shift],thenLeftMouseClickontherequiredgroupofcontacts.
∑Ifyouneedtosearchforarecipientintheaddressbook•listselected,typethefirstfewlettersofthenameintheSearcheditbox,andselecttherequirednamefromthelist.
Clickonthe• ADD TO RECIPIENTSbuttontoaddtherecipient(s).ThesearethendisplayedintheTo:editbox.YoucanaddcontactsfrommorethanonegoupforoneSMSmessage.Forexample,youcanchoosetoaddrecipientsfromtheCompanyContactsandPersonalContactsgroups.
Toaddrecipientsfromanothergroup,selecttherequiredbutton,thenselectrecipientsfromthatgroup.
Ifarecipientisaddedaccidentally,highlightthenameintheTo:editboxandpress[Delete].
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2.6.2 Entering Recipients Not In Quick ContactsToenterarecipientthatdoesnotexistinoneofthecontactsorgrouplists:IntheTo:editbox,typethemobilephonenumberoftherecipient(s)withnospacesseparating,eg0401689124or61401689124.Ifthereismorethanone,useasemicolon(;)toseparatethenumbers,eg0411256897;0402758345.
2.6.3 Composing the SMS/MMS MessageWhencomposingaSMS/MMS,youcaneithercomposeanewmessageoruseapre-existingtemplate.
TocomposeanewSMSmessage,typethemessageinthe•Compose Messagetextbox.Thereisalimitof160charactersforasingleSMS.ThenumberofcharactersremainingisshownintheCharacters remainingfield.IfyouaresendingaLongSMS,whichallowsmorethanoneSMSmessagetobesent,thenthecharactersremainingforeachSMSmessagearedisplayedfirst,theninbrackets()thenumberofSMSmessages.ThecreditrequiredtosendaLongSMSisthenumbershownwithinthebrackets.
∑TocomposeanewMMSmessage,youwillneedtousethe•MMSComposer(Figure2.1).
Touseanexistingtemplate,selectatemplatefromthe•Select Templatedrop-downlist.
∑Ifyouwishtoclearboththemessageandtherecipient•details,clicktheCLEARbutton.
Inthe• From:drop-downlistatthetopoftheSend MMSscreen,selectyourdesiredoption.
∑Tosendthemessageimmediately,clickonthe• SEND NOWbutton.
Tosendthemessageatalaterdate/time,clickonthe•SEND LATERbuttonanddefinethesendscheduleforthemessage(RefertoSection:2.7.SchedulingMessages).
1 Layout Option
2 Template
3 Compatibility
4 Upload File
5 Loaded Files
6 Library
7 Slide Duration
8 Credits
9 Message Size Indicator
10 Active Slide Control
11 Add New Slide
12 Remove Active Slide
13 Remove Selected Media Element
14 Move Back Active Slide
15 Move Forward Active Slide
16 Preview Message
17 Preview
Figure2.1:TheSendMMSComposerandPreviewer
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2.6.4 Send MMS Screen OverviewWhenyoulogintoTelstraDesktopMessaging,theSend SMSscreendefaults,byclickingSend MMSMenuOptionsinthetoplefthandsidenavigationareatheSendMMSscreenisdisplayed.ThisisthemainscreenforsendingMMSmessages.Itallowsyoutocomposeandsendsinglemessagestopersonalcontactsandgroups,companycontactsandgroups,andindividualrecipientsnotlistedinanyaddressbooks.
2.6.5 MMS Composer and Previewer OverviewTheMMSComposerandPreviewerareasarewhereyoucomposeandPreviewyourMMSmessages(Figure2.1).ThefeaturesandoperationoftheComposerandPrevieweraredescribedbelow.
Layout Options:ChoosethecontentlayoutofalltheMMSslidesinthemessage.Checktheradiobuttonnexttothelayoutrequired,eithertextbelowimage(default),textaboveimageorasingleregionslide(singleregionslidecanonlyhavetextoranimage).
Template:SelectapredefinedtemplatefromthelistofoptionsintheSelectTemplatedrop-downlist.Ifthemessagebodyisonethatisusedregularly,itismoreefficienttocreateatemplatewhichcanbere-used.RefertoSection:2.13.1ManagingPersonalTemplatesfordetailsonhowtocreatetemplates.
Compatibility:TelstraDesktopMessagingisconfiguredtoacceptcontentandcreatemessagesthatwillbeabletobedeliveredtoarangeofhandsets.SelectaHandsetCompatibilitylevelfromthelistofoptionsinthedrop-downlist.Thisistoassistincomposingmessagesthatarecompatiblewithhandsetranges.
Upload File:TheBROWSEbuttonallowstheuploadofmultimediacontentfromyourPC,orenterthedirectoryandfilenameintheadjacenttextbox.
Loaded files:FilesuploadedtotheComposeraredisplayedhere.Thesamecontentcanbeaddedtoanotherslidebydouble-clickingonthefilenameintheLoadedfilesarea.
Library:SearchformultimediacontenttoaddtotheactiveSlideintheComposerscreen.Fromthedrop-downlistselecteithertheImages,VideoClipsorAudioClipsoption.SelecttheCompanyorPersonalradiobutton.ContentcanbeaddedtotheactiveSlidebydouble-clickingonthefilenameinthisarea.
Slide Duration:TheslidedurationoftheactiveSlidecanbecontrolledbyentryofthetimedurationinsecondsintheadjacenttextbox.NotethatTelstraDesktopMessagingautomaticallysetsminimumslidetimedurationsbasedoncontentthatisloadedontoeachslide,theseminimumscannotbechanged.
Credits:Thenumberofmessagecreditstosendthecurrentlycomposedmessageisdisplayed.
Message Size Indicator:ThecurrentsizeofthecomposedmessageisdisplayedinkBonthisbarchart.Themaximumsizefortheselectcompatibilityisdisplayedonthebarchart.
Active Slide Control:TheslidenumbersofthecomposedmessagearedisplayedinthisregionoftheComposer.Theactiveslidenumberisdisplayedinthecolourorange.Selectthedesiredslidebyclickingthenumberrequiredorclickingtheleftorrightarrowtomoveupordownaslidenumber.
Remembertheactiveslidenumberisdisplayedinorange.TheslidenumbersorarrowsatthetopoftheComposercanbeclickedtoeasilyaccessthedesireslide.
Add new slide:Clickingthisicon addsselectedanewblankslidetotheComposer.
Remove active slide:Clickingthisicon deletestheactiveslidefromtheComposedMMSmessage.
Remove selected media element:ByclickingonthemediaelementonthecurrentslidetheareaborderintheComposerishighlightedred.Onclickingthisicon themediaintheselectedareaisremoved.Thiscanbedoneifyouwanttochangetheimage,videooraudioortextontheactiveslide.
Note:theAudiocontentareaistheAudioicon displayedinthetoprighthandcorneroftheactiveslidewhenaudiocontentisattachedtotheslide.Clickingthisiconwillhighlightitsborderred,thusselectingtheaudiocontentoftheslide.
Clickthemediacontentfirsttohighlighttheareaborderfirst.Whenthecontentareaborderishighlightedred,clicktheicon toremovethemediacontent.
Move back active slide:Clickingthisicon movestheactiveslidedownoneposition.
Move forward active slide:Clickingthisicon movestheactiveslideuponeposition.
Preview message:Clickingthisicon startsthePreviewerplayingtheComposedMMSmessage.
Previewer:TelstraDesktopMessagingusesarealPlayerplug-intopreviewMMSmessages.ThePreviewerhasitsownStart ,Pause andStop controlicons.
TelstraDesktopMessagingwillpromptfortherealPlayerplug-intobedownloadedandinstalledifitisnotalreadypresentonthePC.
ThePrevieweralsoappearsonotherscreensofTelstraDesktopMessaging.
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2.6.6 Sending the Message∑Tosendthemessageimmediately,clickthe•SEND NOWbutton.
∑Tosendthemessageatalaterdate/time,clickonthe•SEND LATERbuttonanddefinethesendscheduleforthemessage
Allmessagesthathavebeensentsuccessfullyarelisted•intheSentMenuOptionscreen.AccesstheSentscreenfromtheMenuOptionsnavigationarea.
2.7 Scheduling MessagesMessagescanbedeliveredataspecifiedfuturetime.Forexample,deliveramessageat8amtomorrowmorningtoremindeverybodyintheManagersGroupthatthereisamanagementmeetingat9am.Todothis,themessagecanbecreatednowandscheduledusingtheSEND LATERbuttonontheSend SMSscreenwherethetimefordeliveryisspecified.Messagescanbescheduledusingthefollowingoptions:
ONCE ONLY–messageisscheduledforonce-offdelivery.
RECURRING–thisfeatureenablesrepetativemessagedeliveryatspecifiedintervalssuchasdaily,weekly,monthlyoryearly.Forexample,sendamessagetotheManagersGroupat8ameveryMondaymorningtoremindoftheirweekly9ammeeting.
2.7.1 Send Later – Once OnlyToscheduleamessagetobesentonceonly,clickon•theSEND LATERbuttonaftercomposingthemessage.TheONCEonlyschedulingoptionsaredisplayedonthescreen.
Fromthe• Start Datecalendaricon,clickandselectthedateonwhichthemessageistobedelivered.
∑Ifthemessageistobesentinafuturemonth,clickon•the>buttonfromthecalendar.Ifthemessageistobesentinafutureyearclickthe>>button.
Fromthe• Timedrop-drownlistsenterthetimethemessageistobesent.
∑Tocancelmessagescheduling,clickonthe• CANCELbuttonandtheSEND NOWoptionwillbedisplayed.
Clickthe• OKbuttontohavethemessagesentatthescheduleddateandtime.
Oncescheduledmessagesarecreated,theycanbeviewedontheScheduled Messagesscreen.
Figure2.2:OnceOnlySchedulingoptions
2.7.2 Send Later – Recurring∑Toscheduleamessagetobesentonarecurringbasisclick•ontheSEND LATERbuttonaftercomposingthemessage.TheONCEonlyscreenisdisplayedbydefault.
Clickthedrop-downlistinthe• Periodarea.Therecurringpatternsaredisplayed.
ThePeriodsectionofthescreenchangesdependingontherecurrencepatternselected.
Set Recurrence Pattern
InthePerioddrop-downlistselectthedesiredtimeperiod:
i) Daily
ii) Weekly
iii)Monthly
iv)Yearly
Forexample,ifyouselectedDaily,thefollowingPeriodoptionsaredisplayedonthescreen:
Thedailyrecurrencepatterncanbesettosend:
a) EveryXnumberofdaysapart,
b) OnWeekdaysonly,or
c) OnWeekendsonly.
Clickontherelevantradiobuttontoindicatethe•frequencyrequired.Ifthemessageistobesent,forexample,every3days,enterthenumberintheEvery # day(s) editbox.
∑Selectingtheweeklyrecurrencepatternwillenableyou•tosendeveryXnumberofweeksapart.Theoptionalsoexiststosendthemessagemorethanonceinaweek.
Settheweeklyfrequencybytypingthenumberinthe•Every # week(s)editbox.Checktheboxoftheday(s)oftheweekonwhichthemessageistobesent.
∑Youcanalsoselectrecurringschedulingoptionsfor•monthlyandyearly.
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Figure2.3:RecurringScreen–Daily
Set Range of Recurrence
1. SelecttheStart Datefromthedrop-downlists.
Definethe• Endscheduleofthemessage:
–Toschedulethemessagetocontinueindefinitely,selectNo endfromtheEnddrop-downlist.
–Toterminatethemessageonaspecificdate,selectEnd onfromtheEnddrop-downlist.Clickthecalendariconthatappearsandselecttherequireddatefromthecalendar.
–Toterminatethescheduleafteraspecificnumberoftimes,selectEnd afterfromtheEnddrop-downlist,thenenterthenumberoftimesthemessageistobesentinthetime(s)editbox.
Inthe• Timearea,selectthetimeofdaythemessageistobesentusingthedrop-downlists.
∑TocanceltheSchedulingofthemessage,clickthe•CANCELbuttontoseethetheSEND NOWoption.
ToScheduletherecurringmessage,click• OK.Themessage(s)willbesentatthescheduledtimes.
Oncescheduledmessagesarecreated,theycanbeviewedontheScheduled Messagesscreen,clickontheScheduled MessagesMenuOption.
2.8 Sending Bulk Number MessagesUsethebulknumbersfeaturetosendmessagestolargegoupsofrecipientswhoarenotstoredinContactslists.Thesemessagesdifferfrommailmegmessagesinthatthecontentofeachmessageisnotpersonalised.
ThedetailsoftheserecipientsmightnotbestoredintheContactslistsforvariousreasons;forexample,thesenumbersmaybestoredonacentralcustomerdatabase.Bulknumbersareusefulwherethetargetlistisregularlychanging.Eg:monthlycarinsurancerenewalcustomers.
UseoftheBulkNumberfeatureisdependentonthepermissionsgrantedbytheAdministrator.
Readthetermsandconditionsofusecarefullybeforesendinganymessages.
2.8.1 Bulk Number Send: Upload External File MethodFromthe• Send SMSmenu,checktheBulk Number Sendcheckbox.
∑Ensurethefileyouareloadingnumbersfromhasbeen•savedasaCSVfile.ReferAppendix8–CreatingaCSVfileformoreinformation.
Clickonthe• BROWSEbuttontolocatetheCSVfile.TheChoose filewindowisdisplayed.
∑BrowseandselecttheCSVfileyouwishtoimport,then•clicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBROWSEbutton.
Tocomposeanewmessage,typethemessageinthe•Compose Messagetextbox.Thereisalimitof160charactersforasingleSMS.ThenumberofcharactersremainingisshownintheCharacters remainingfield.OrforLongSMSthenumberofSMSmessagesandcreditsareshowninthebrackets()aftertheremainingcharactercount.
∑Touseanexistingtemplate,selectamessagetemplate•fromtheSelect Templatedrop-downlist,andeditthetemplate(ifrequired)intheCompose Messagetextbox.Ifthemessagebodyisonethatisusedregularly,youmaywishtouseamessagetemplate.RefertoSection
Toclearthemessage,clickthe• CLEARbutton.
∑Inthe• From:drop-downlist,selectthedesiredoptionifdifferentfromthedefault.
Tosendthemessageimmediately,clickthe• SEND NOWbutton.Ifthereareanyerrors,thefollowingmessagewilldisplay:‘Anerrorhasoccurredduringmessagesubmission,clickOKfordetails’
∑Ifthereareerrors,click• OKinthemessagebox.TheSTATUSscreendisplays.
∑Checktheerrormessages.•
Ifrequired,makeamendmentstothemobilephone•numbersandre-uploadtheCSVfile.
∑Tosendthemessageatalaterdate/time,clickthe•SEND LATERbuttonanddefinethesendschedule.
Tocheckthenumberofmessagesthatweresentsuccessfully,youcan:
Clickthe• StatuslinkinthebottomlefthandsideofthescreenandconsulttheSTATUSscreen
∑ClicktheSentMenuOptionforviewingthesent•messages.RefertoSection:2.6.6SendingtheMessage
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2.8.2 Sending Mail Merge MessagesThemailmergefeatureperformsinmuchthesamewayasthemailmergefacilityinawordprocessorinthateachmessageispersonalisedforeachrecipient.RefertoSection:2.9SendingBulkNumberMessages.
2.9 Mail Merge MessagesThemailmergefeatureperformsinmuchthesamewayasthemailmergefacilityinawordprocessor,inthateachmessageispersonalisedforeachrecipient.ThedetailsoftheserecipientsarenotusuallystoredintheContactslistsbecausetheychangeonaregularbasis.
ACSV(commaseparatedvalues)file,containingalistoftherecipients’mobilenumbers,names,andotherinformationthatisspecifictoeachrecipient,isimported.RefertoAppendix8–CreatingaCSVFile.
CreatingamailmergesendSMSconsistsofthefollowingsteps:
Importingtherecipients•
∑Composingthemessage•
Checkingandcorrectingthemailmergesendreport•foranyerrors
∑SendingtheSMS.•
UseoftheMailMergefeatureisdependentonthepermissionsgrantedbytheAdministrator.
Reviewthetermsandconditionsofusebeforesendinganymessages.
2.9.1 Importing the RecipientsFromthe• Send SMSmenu,checktheMail MergecheckboxtodisplaytheMail Merge sendoptions.
∑TolocatetheCSVfile,clickthe• BROWSEbutton.TheChoose filewindowisdisplayed.SelecttheCSVfiletoimportandclicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttoBROWSE.
Composethemessage.•
2.9.2 Composing the MessageInthe• Which field is the mobile number in?editbox,enterthenumberofthecolumn(intheCSVfile)inwhichthemobilenumberisstored.egIfthemobilenumberappearsincolumn1(orcolumnA),thefieldvalue=1.
∑Inthe• From:drop-downlist,selectwhereyouwishrepliestobesent(egCompanyInbox)ifdifferentfromthedefault.
Tocomposethemessagefromscratch,typethedetails•intheCompose Messagetextarea.WheredetailsaretobeinsertedfromtheCSVfile,usethefollowingmailmergefieldformat:[#](‘#’indicatesthecolumnnumberfromthefile).
∑Thereisalimitof160charactersforasingleSMS.•ThenumberofcharactersremainingisshownintheCharacters remainingfield.OrforLongSMSthenumberofSMSmessagesandcreditsareshowninthebrackets()aftertheremainingcharactercount.
Touseanexistingtemplate,selectamessagetemplate•fromtheSelect Templatedrop-downlist,andeditthetemplate(ifrequired)intheCompose Messagetextbox.
∑Toclearthemessage,clickonthe• CLEARbutton,andre-startcomposingyourmessage.
Proceedtothethenextstep.•
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2.9.3 Mail Merge PreviewTocheckthe• Mail Mergemessageandcorrectanyerrors,clickonthePREVIEWbutton.
∑Ifthereareanyerrors,click• CLOSEintheMailMergepreviewscreentoreturntotheSend SMS screenandfixthemessageoropentheCSVfilecontainingtheimportedinformationandcheckthatthecolumnscontainingtheinformationbeingmegdarecorrectlyreferencedinthecomposedmessage.
Ensurethatthemobilephonenumbersareformatted•correctly,egensurethat:
–Therearenospacesbetweenanyofthedigits.
–Therearenodashes(-)separatingthedigits.
–Thenumberisthecorrectlegh,ie10digits.
–Thefieldsareformattedastextandthateachnumberbeginswitha‘0’.
∑SavetheCSVfilewiththechanges.InTelstraDesktop•Messaging,uploadtheCSVfileagain,andclickonthePREVIEWbutton.Iftherearenoerrors,continuetosendingthemessage.
TheMAILMERGEPreviewscreendoesnotindicateifanyofthemessagesexceed160characters,ortheLongSMScharacterlimitoncemegd.It’simportantthatwhencomposingthemessagebody,themaximumlengthofeachcolumnbeingimportedisconsidered.
Themobilenumberisnotincludedaspartofthemessagebodyanddoesnotneedtobeconsideredwithinthemessagecharacterlimit.
Failuretosendallmergedmessagescouldbetheresultinsufficientmessagecredits.Ie:Sendingmailmergemessagesto100recipientsrequiresatleast100availablemessagecredits.
Tosendthemessageimmediately,clickthe• SEND NOWbutton.
Tosendthemessageatalaterdate/time,clickthe•SEND LATERbuttonanddefinethesendscheduleforthemessage.
Note:AnychangesyoumaketotheCSVfileafterschedulingthemessagewillnotbeused.
Figure2.4:MailMergeSendingScreen
2.10 Using InboxTheInboxMenuOptionscreenallowsyouto:
Queryandviewmessagesthathavebeensenttothe•CompanyorPersonalInboxes.
Export,delete,replytoandforwardmessagesfromthe•inboxes.
ThepermissionsgrantedbytheAdministratorwilldeterminewhetheryoucanview,add,editordeletetheCompanyInboxRules.
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Figure2.5:InboxScreen
Theinboxscreenhasthefollowingcomponents:
1 Message Text:HereyoucanseetheSender’smobilenumberandforaSMSmessagethestartofthemessagetext,foraMMStheSubjecttextofthemessage.
2 Read Status:ForInboxmessagesthatyouhavepreviewedtheReadStatusindicator isdisplayed.
3 Reply Status:ForInboxmessagesthatyouhaverepliedtotheReplyStatusindicator isdisplayed.
4 Forward Status:InboxmessagesthathavebeenforwardedwilldisplaytheForwardStatusindicator .
5 Time/MMS Size:DisplaysthedateandtimethemessagearrivedintheInboxandalsothemessagesizeinKbisdisplayedforMMSmessages.
6 Forward button:ForInboxmessagesthatcanbeforwardedtheForwardbutton isdisplayed.
7 Preview button:TopreviewanInboxmessageclickthePreviewbutton .ThemessageisdisplayedintheMessagePreviewareaofthescreen.
8 Attachment indicator(s):ForMMSmessagesthatcontainmultimediacontentthefollowingindicatorsaredisplayed,images ,video ,audio .
2.10.1 Viewing All MessagesToviewallmessagesintheCompanyorPersonalInbox,•clicktheInboxMenuoptioninthenavigationarea.TheCompany Inboxscreenisdisplayedbydefault(Figure2.5).Messagesintheinboxaredisplayedintheorderinwhichtheywerereceived,withthemostrecentatthetop.Only100messagescanbedisplayedperpage.Toviewmessagesinthepersonalinbox,clickonthePersonaltab.
∑Ifallmessagesintheinboxarenotdisplayed,clickthe•View all linkatthebottomofthescreen.
Usethe• Previous,NextandGobuttonstonavigatemultiplepagesofresultsifrequired.
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2.10.2 Exporting MessagesToexportmessagesfromtheCompanyorPersonalInbox,•firstdisplaythemessage(s)youwishtoexport.
–∑Toexportallthemessagesdisplayed,clickontheExport alllinkatthebottomofthescreen.
–Toexportspecificmessages,selecttherequiredmessagesbycheckingtheboxnexttothemessageandclicktheExportlinkatthebottomofthescreen.TheFile Downloaddialogboxisdisplayed.
∑Clickonthe• Savebutton.TheSave Asdialogboxisdisplayed.
Givethefileauniquename,andsaveittoanappropriate•driveandfolder.TheDownload Completedialogboxisdisplayed.TheselectedmessagesareexportedinCSV(ietabdelimitedtext)formandthefileissavedasatextfile.ReferAppendix8–CreatingaCSVfile.
∑Clickonthe• ClosebuttontoclosetheDownloadCompletedialogbox.
2.10.3 Replying to MessagesToreplytomessagesintheCompanyorPersonalInbox,•displaythemessage(s)youwishtoreplyto.
∑Selectthemessagesyouwishto• reply to:
Toselectallthemessages,clickthe• Select alllinkatthebottomoftheInboxscreen.
–∑Toselectspecificmessages,checktheboxnexttotherequiredmessage.
–YoucanusetheUnselect alllinkatthebottomofthescreentodeselectallthemessagesifrequired.
∑–ClicktheReply SMSorReply MMSlinkatthebottomoftheInboxscreen.
The• Send SMSorSend MMSscreenisdisplayedwiththeTo:fieldpopulatedwiththemobilephonenumbersofthepersonwhosentthemessage(s).
∑Composeandsendthemessage.•
2.10.4 Forwarding MessagesToforwardamessageintheCompanyorPersonalInbox•torecipients,displaythemessagetoreplyto.
ClicktheForwardIcon• atthefarrighthandsideoftheSMSorMMSmessageintheInbox.
NotethatforsomeMMSmessagesintheInboxTelstraDesktopMessagingmaynotbeabletoforwardthemessageduetotheformatofthemessagereceivedfromtheoriginatinghandset.InthesecasestheForwardIcon isnotdisplayednexttothemessageintheInbox.
TheSend SMSorSend MMSscreens,dependingonthemessagetype,willbedisplayedwiththecontentofthemessageinthecomposeareaofthesescreens.
MMSmessagesdisplayedmaynotalwaysappearthesamewhendisplayedonahandsetasaresultofdifferenthandsetmanufacturerssubmittingMMSmessagesindifferentformats.
2.11 Using the Rules WizardTheRulesWizardfeatureofTelstraDesktopMessagingallowsyoutoconfigureactionsyouwanttoperformwhenyoureceiveamessagesenttotheCompanyInbox.TheRulescreateddescribetheActionstobecarriedoutwhencertainmessageconditionsaremetbyanincomingmessagetotheCompany.
TheRules WizardMenuOptionsscreenallowsyouto:
∑ViewandmanageallexistingCompanyInboxRules.•
ViewmessagescapturedbyeachCompanyInboxRules.•
Edit,ResetandDeleteCompanyInboxRules.•
CreatenewCompanyInboxRules.•
TesttheCompanyInboxRules.•
ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanview,add,editordeletetheCompanyInboxRules.
Figure2.6:RulesWizardScreen
View and manage existing Company Inbox Rules
ToviewandmanageexistingCompanyInboxRules,clicktheRules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed(Figure2.6).
TheRules Wizardshowsthelistofallcurrentrulesandasummaryoftheirdetails.Therulesappearintheorderoftheirpriorityfromhighesttolowest.Whenamessageisreceivedtheprocessofcheckingtherulesforamatchbegins.Thisprocessisbasedonpriority.Therulewiththehighestpriorityisthefirstrulethatthemessageisevaluatedagainst.Ifthemessagedoesnotmatchtherule,thenthemessageisevaluatedagainsttherulewithsecondhighestpriority,andsoon.Thelowerpriorityrulesarenotprocessed.
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Whenanewruleiscreated,itwillhavethelowestpriority.Itwilldisplayatthebottomofthelist.Toraisethepriorityoftherule,clicktheUp arrowicon .
TermsusedfortheCompanyInboxrulesinclude:
∑Active• –Indicatesviathecheckboxifyouwanttheruletobeactiveornot.
Rule Name• –Indicatestheuniquerulenameusedbyyourcompany.
∑Condition• –Indicatestheconditionsthemessagemustmeetinorderfortheruletobeapplied.
Validity• –Indicatesthevaliditytimeoftherule(thetimethattheruleisineffect).
∑Message Count • –Indicatesthenumberofmessagesthathavematchedthisrule.
View Message• –ClicktheView messageicon toviewthemessagescapturedbytherule.
∑Reset• –ClicktheReseticon toresetthemessagecounttozerofortherule.
Edit• –ClicktheEditicon toedittheexistingrule.
∑Delete• –ClicktheDeleteicon todeletetheexistingrule.
Rule Order• –ClicktheUp arrowicon tomovetheruleuptheprioritylist,orclicktheDown arrowicon tomovetheruledowntheprioritylist.
∑• Save Order–afterchangingtheruleorderclicktheSave Orderlinkatthebottomofthescreentosavethechangedrulespriority.
Figure2.7:CreateNewRule–RedirecttoanEmail
Create new Company Inbox Rules
TocreateanewCompanyInboxRules,clicktheRules Wizard MenuOptionfromthenavigationarea.
TheRules Wizardscreenisdisplayed(Figure2.7).ClicktheCreate New Rulelinkatthetopofthescreen.TheRules Wizard, Create New Rule – Redirect to an Emailscreenisdisplayedbydefault(Figure2.8).
Entertherulenameinthetextbox.Thisnamemustbe•uniqueandcanonlybeusedonceinyourlist.
∑Selecttheconditionsthatareusedtotriggertherule:•
Fromthe• Whendrop-downmenuselectan SMS,an MMSoranyifyouwantbothSMSandMMSincomingmessagestotriggertherule.
∑Ifyouselectan• MMSorany,additionalconditionsaredisplayedrelatingtoincomingMMSmessages.
Checkthecheckboxnexttotheoptionifyouwantto•applythesetoanincomingMMSmessages.
Figure2.8:CreateNewRule–RedirecttoanEmail,MMStrigger
Fromthedrop-downmenu(Figure2.7),displayingAccept ALL Values,youcanselectconditionstoapplytothetextofincomingSMSmessagesandtothetextofthe1stslideofincomingMMSmessages.Themessagetextcomparisonvaluesmustbeoneofthefollowing:
Accept ALL Values • –Acceptsalltextmessages
∑is EQUALS• –Acceptstextexactlymatchingthetextenteredintotheadjacenttextbox
is LESS THAN• –Acceptstextalphabeticallylessthantheenteredvalueintheadjacenttextbox(numericcomparisonifvalueisnumeric)
∑is GREATER THAN• –Acceptstextalphabeticallygreaterthantheenteredvalueintheadjacenttextbox(numericcomparisonifvalueisnumeric)
CONTAINS• –Acceptstextcontainingthetextenteredintotheadjacenttextbox
∑• START with–Acceptstextstartingwiththetextenteredintotheadjacenttextbox
is BETWEEN • –AcceptstextalphabeticallybetweenthetextvaluesenteredintotheadjacentFrom:andto:textboxes(numericcomparisonifvalueisnumeric).
Note:themessagetextcomparisonisnotcasesensitive.
Selecttheactionyouwanttoperformwhentheruleis•triggeredbyanincomingmessage.
∑Redirect to an Email• –Sendstheincomingmessagetoavalide-mailaddressenteredintothe Redirect to an email addresstextbox(defaultactionoption).
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SendanMMS–SendsasingleslideMMSmessageas•composed.ComposethesingleslideMMSasrequired.Checkthecheckbox,Send message to message originatortosendthecomposedMMStothesenderofthemessagethattriggeredtherule.
Send an SMS• –SendsaSMSmessageascomposed.ComposetheSMSasrequired.Checkthecheckbox.
∑• Send message to message originator tosendthecomposedSMStothesenderofthemessagethattriggeredtherule.
SentitemsgeneratedfromanyRuleswillnotappearinthesentitemsfolder.Toviewthenumberofmessagessent,contacttheSystemsAdministratorforaReport.
Perform no action• –Performsnoaction,otherthansavingtheincomingmessageintheRuleViewmessagelog.
∑ThetextcontentoftheSMSorMMSthatissentasaresult•ofprocessingarulecancontainthefollowingplaceholdersthatwillbesubstitutedwithactualvalues(inotherwords,thefieldsaredynamic)atthetimethemessageissent:
[n]–Wherenisanumber.Thisrepresentstheplaceawordoccupiesintheincomingmessage.Forexample,ifthevalueinthefieldis[1]andtheincomingmessageisVotePaul,then[1]isreplacedwithVote.Ifthevalueinthefieldis[2],then[2]isreplacedwithPaul.
[number]–TheMSISDNoftheinboundmessage
[name]–Thenameofthesenderoftheinboundmessageifthesender’smobileexistsinyourCompanyAddressBook
[namenumber]–Thesameas[name]unlessthenamecannotbedetermined,inwhichcaseitwillbethesameas[number].
[date]–Thedatethemessagearrived–(inthedd/mm/yyyyformat)
[time]–Thetimethemessagearrived(inthehh:mm:ss,24-hourclockformat)
Tospecifythevaliditytimeofarule,followthesesteps:
Usethedrop-downlistsprovidedtoselectorchangethe•datesoftherule’svaliditytime.Therulewilltakeeffectonthefromdateselectedandstopprocessingonthetodateselected.
∑Specifythevaliditytimeframeoftherulebyselectingthe•startandendtime(inhoursandminutes)fromthedrop-downlists.IndicatewhethertheruleistobeappliedBetweenorOutsideofthistimeframebycheckingtheappropriateoption.
Tospecifythedaysoftheweekoftherule’svaliditytime,youhaveseveraloptions:
Tospecifyaspecificdayoftheweek,usethecheckboxes•providedtoindicatethedays.Forexample,iftherulemustbeappliedonMondaysandWednesdays,checktheboxesforthosedays.
∑Toindicatethattheruletobevalideverydayoftheweek,•selectEvery Dayfromthedrop-downmenu.
ToindicatethattheruletobevalidfromMondayto•Friday,selectWeekdays.
∑Toindicatethattheruletobevalidonlyonweekends,•selectWeekends.
Tosavetherule,click• SAVE.
IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.
2.11.1 Test the Company Inbox RulesTotesttheoperationoftheCompanyInboxRuleswitha•simulatedincomingCompanyInboxmessage,clicktheRules WizardMenuOptionfromthenavigationarea.FromtheRules Wizardscreen,clicktheTest Ruleslink.TheRules Wizard Test Messagesscreenisdisplayed,incomingSMSisthedefault.
∑SelecttheMessageTypefromthedrop-downlist,anSMS•oranMMS.IfyouchoseanMMS Message Typecheckthecheckboxesrelatingtotheattachedmultimediacontent.
Usethe• Date Receiveddrop-downmenustoselectthedateoftheincomingmessage.
∑Usethe• Time Receiveddrop-downmenustoselectthetimeoftheincomingmessage.
Enteratestmessageinthe• Message Texttextbox.
∑Totesttherules,clickthe• TESTbutton.Thetestresultsaredisplayed,indicatingtherulethatmatchedtheincomingmessageorthatnomatchesweretriggered.
Ifyoucheckthe• Detailed ResultscheckboxafulllistingoftheRulesevaluationisdisplayed,indicatingwhyrulesfailedtomatchpriortoamatchingrulebeingtriggered.(Figure2.9.)
Figure2.9:TestMessagesdetailedresultsscreen
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2.11.2 Edit and Reset Company Inbox RulesClickthe• Rules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed.
∑FromtheRuleslist,clicktheEditicon• attherightoftheRuleyouwanttomodify.TheappropriateCreate New Rulesscreenisdisplayed.
Ifyoueditarule,therulewillberesetanditscountwillbezero(0)ontheRule Listpage.AllmessagesintheView messagelogfortheRulewillbedeleted.
RemembertoExportthemessagesfromtheView messagelogbeforeperformingtheeditifyouwanttoretainthesemessages.
Makethenecessarymodifications.•
∑Clickonthe• CANCELbuttonandyou’llbereturnedtotheRules Wizardscreen.
Whencomplete,clickonthe• SAVEbuttontosavethemodifications.
2.11.3 View messages captured by each Company Inbox Rule
Toviewthemessagesthathavebeencapturedbya•CompanyInboxrule,clicktheRules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed(Figure2.6).
∑FromtheRuleslist,clickthe• View messageicon attherightoftheRule.TheView Messages Listscreenisdisplayed(Figure2.11).
Figure2.11:ViewMessagesListscreen
FromtheView messagesscreenyouhavetheoptiontoDeletemessages,ReplywithaSMS,replywithaMMSorExportthemessagestoafile.ForMMSmessageswithmultimediacontentattachments,acontenticonisdisplayednexttothemessage.Topreviewthecontent,clickthecontenticontoopentheattachmentonyourPCorLaptop.
Exporting Messages
ToexportmessagesfromtheViewMessagesList:
Checkthecheckboxnexttothemessage(s)youwantto•Export.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.
Clickthe• Exportlinkatthebottomofthescreen.TheFile Downloaddialogboxisdisplayed.
Clickthe• Savebutton.TheSave Asdialogboxisdisplayed.
Givethefileauniquenameandsaveit.The• Download Completedialogboxisdisplayed.TheselectedmessagesareexportedasaZIPfile.
Clickonthe• ClosebuttontoclosetheDownloadCompletedialogbox.
Ifyoueditarule,therulewillberesetanditscountwillbezero(0)ontheRule Listpage.AllmessagesintheView messagelogfortheRulewillbedeleted.
RemembertoExportthemessagesfromtheView messagelogbeforeperformingtheeditifyouwanttoretainthesemessages.
Replying to Messages
ToreplytomessagesintheViewMessagesList,checkthe•checkboxnexttothemessage(s)youwanttoreplyto.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.
Clickthe• Reply SMSorReply MMSlinkatthebottomoftheInboxscreen.
The• Send SMSorSend MMSscreenisdisplayedwiththeTo:fieldpopulatedwiththemobilephonenumbersofthepersonwhosentthemessage(s).
Composeandsendthemessage.•
Deleting Messages
TodeletemessagesintheViewMessagesList,checkthe•checkboxnexttothemessage(s)youwanttodelete.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.
Clickthe• DeletelinkatthebottomoftheInboxscreen.Aconfirmationmessagedisplays.
Click• OKifyouwanttopermanentlydeletethemessage.
Click• Cancelifyouwanttoretainthemessage.FromthispageyoualsohavelinksatthetopofthescreentoRules ListscreenandlinkstotheCompanyInboxandPersonalInbox.
Ifyoudelete,editorresetaruleallmessagesintheView message logfortheRulewillbedeleted.
RemembertoExportthemessagesfromtheView messagelogtoretainthesemessages.
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2.11.4 Deleting Company Inbox RulesClickthe• Rules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed.
FromtheRuleslist,clicktheDeleteicon• attherightoftheRuleyouwanttodelete.Aconfirmationmessageboxdisplays.
IfyoudeletearuleallmessagesintheView messagelogfortheRulewillbedeleted.
RemembertoExportthemessagesfromtheView message logbeforeperformingthedeleteifyouwanttoretainthesemessages.
Click• OKtodeletetheRulepermanently.
2.12 Managing Contacts ListsContactdetailssuchasnames,mobilenumbersandemailaddressescanbestoredinyourContactslists.
TheContactsMenuOptionscreenallowsthefollowing:
Searchforexistingcontacts•
Modifyordeletecontacts•
Addcontactstogroups•
Importlistsofcontactsfromafile•
Create,modifyanddeletecontactgroups.•
Theabilitytoadd,edit,anddeletecontactsandgroupsisdependentonthepermissionsgrantedtoyoubytheadministrator.Mostuserswillonlyhavepermissiontoadd,modifyanddeletecontactsfromtheirPersonalContactsonly.
Personalcontactdetailsarevisibleonlytothepersonwhocreatedthem.
2.12.1 Finding ContactsTherearetwomethodsofsearchingforcontacts:
1. QuicksearchusingtheQuickcontacts
2. AmoredetailedsearchusingtheSearchoptionsintheContactsMenuOptionsscreen.
Tofindacontact,selectthe• ContactsMenuOption.TheContactsscreenisdisplayed.
Toperformaquicksearch,usingtheQuickcontacts,select•therequiredcontactsorgroupradiobutton:
–CompanyContacts,CompanyGroups,PersonalContacts,PersonalGroup.ThelistofrecipientsintheselectedContactisdisplayedintheeditboxbelowtheSearchfield.
–SelectarecipientfromthelistdisplayedbelowtheSearchfield.
•Toselectmultipleindividualrecipients,press[Ctrl]thenLeftMouseClickontherequiredcontactsorgroups.Toselectablockofrecipients,press[Shift],thenLeftMouseClickontherequiredgroupofcontacts.
Figure2.12:ContactsMenuOptionscreen
Ifyouneedtosearchforarecipientintheaddressbook•listselected,typethefirstfewlettersofthenameintheSearcheditbox,andselecttherequirednamefromthelist.
To perform a more detailed search:
Fromthe• My Company Contactsselectfromthedrop-downlistthefieldtosearch:
–Firstname,Surname,Mobile,Email
–Entertextornumbersintheadjacenttextbox,andclicktheSEARCHbutton.
2.12.2 Modifying ContactsTomodifyapersonalcontact’sdetails,searchforthe•contact.
ClicktheEditicon• totherightofthecontactyouwishtomodify.TheContact’sdetailsarepopulatedinthetopoftheContactsscreen.
Maketherequiredmodificationsandclickonthe• SAVEbutton.Amessagestatingthatthecontact’sdetailshavebeensuccessfullyupdatedisdisplayed.
Click• OKtoclosethemessagebox.
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2.12.3 Deleting Personal ContactsTodeleteacontactfromtheaddressbook,searchforthe•contact.
Checkthecheckbox(s)totheleftoftheContact(s)you•wishtodelete.
Clickthe• Delete Contactlinkatthebottomofthescreen.Aconfirmationdialogboxisdisplayed.
Ifyoudonotwishtoproceedwiththedeletion,click•CANCELtoretainthecontact.
Click• OKtodeletethecontact.
Click• OKtoclosethemessagebox.
2.12.4 Adding ContactsAddbothcompanyandpersonalcontactsusingtheContactsMenuOptionscreen.Youcanadddetailssuchasthefirstname,surname,mobilenumberandemailaddressofacontact.
Selectthe• ContactsMenuOption.
Selectthe• PersonaltabtoaddaPersonalContact.
Completethefollowingdetails:FirstName,Surname,•MobileNumber,Email(Optional).
Toaddthecontacttoagroupotherthanthedefault,•selecttherequiredgroupfromtheAdd to groupdrop-downlist.
Clickthe• SAVEbutton.Amessagestatingthatthecontacthasbeensuccessfullyaddedtotheaddressbook(orgroupnominatedbyyou)isdisplayed.
Click• OKtoclosethemessagebox.
Iftherearenocontactgroups,thenewcontactcanbeaddedtoagroupontheModifyPersonalGroupsscreenatalaterstage.RefertoSection:
2.12.5 Importing ContactsImportingcontactsisatimesavingmethodofaddingcompanyandpersonalcontactstoGroups.ThecontactdetailsmustbeimportedfromaCSVfile.RefertoAppendix8–CreatingaCSVfile.
TheCSVfilemustcontainthefollowingfieldsinthefollowingorder:firstname,surname,andmobilenumber.Anemailaddressisoptional.
ToimportcontactGroupdetails;fromtheContactsMenuOptionscreen,selectthePersonalorCompanytab,thenclicktheGroupslink.TheContacts Groupsscreenisdisplayed.
Clickonthe• BROWSEbuttontolocatetheCSVfile.TheChoose filewindowisdisplayed.
BrowseandselecttheCSVfileyouwishtoimport,then•clicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBROWSEbutton.
Toselectagroupotherthanthedefault,selectagroup•fromtheSelect a group to add contacts to:drop-downlist.
Becauseimportedcontactsareonlyaddedtotheselectedcontactgroup,itisrecommendedtoaddallimportedcontactstotheDefaultgroup.YoucanusetheModifyPersonalGroupsscreenlatertomovethecontactsintogroups.RefertoSection:2.12.6ModifyingRecipientGroups.
ToimporttheCSVfileandpopulatethecontactaddress•book,clickontheLOADbutton.Ascreendisplayswhetherthecontactshavebeenaddedsuccessfullyornot.
Tocorrectanyerrorsormakechanges,besuretomodify•theCSVfileandloadthefileagain.
2.12.6 Modifying Recipient GroupsMessagerecipientgroupsareusefulwhensendingthesamemessagetoagroup.Eachpersoncanbelongtomorethanonegoup.PersonalRecipientgroupsareonlyvisibletotheuserwhocreatedthem.
2.12.7 Creating a New Group and Adding ContactsFromthe• ContactsMenuOptionscreen,selectthePersonalorCompanytab,clicktheGroupslink.
Inthe• New Groupeditbox,enterthenameofthenewgroup,andclickontheSAVEbutton.Thenewgroup’snameisnowavailableintheGroupdrop-downlists.
SelectGrouptobemodifiedfromthe• Group Namedrop-downlist.Thegoupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.
Figure2.13:ContactsGroupsScreen
Fromthe• Contacts listontherighthandsideselecttheContactsyouwanttoaddtotheGroup.
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Multiplerecipientscanbeselectedbyusingthe[Ctrl]+LeftMouseClickforindividualselections,orthe[Shift]+LeftMouseClickforablockselection.
Ifthelistofavailablecontactsislongandthecontactrequiredislistedtowardsthebottom,searchforthecontactbyenteringthecontactnameintheSearcheditbox.
Oncegroupmembershavebeenadded,clickonthe• Save Group linkatthebottomofthescreen.
AconfirmationmessageisdisplayedthattheContacts•havebeenaddedtotheGroup.
Toaddmorecontactslater,selectthegroupfromthe•Group Namedrop-downlist,andselectthecontact(s)fromtheRecipientslistontherighthandsideandclicktheADDbutton.
Whenfinished,clickthe• Save Grouplinkatthebottomofthescreen.
Renaming Groups
Fromthe• ContactsMenuOptionscreen,selectthegroupintheRename Groupdrop-downlist.
Enterthenewnameinthe• Change toeditbox.
Clickthe• SAVEbutton.Thegroupisrenamed.
Removing Contacts From Groups
Fromthe• My Company Groupssection,selectGrouptobemodifiedfromtheGroup Namedrop-downlist.ThegroupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.NothingwillbedisplayediftherearenogroupsintheContactsGroupslist.
Toremovecontacts,selectthecontact(s)fromtheleft•handsideRecipientslistandclickREMOVE.
Whenfinishedremovingcontacts,clickthe•Save Group link.
Deleting a Group
Fromthe• ContactsMenuOptionscreen,selectthePersonalorCompanytabandclicktheGroupslink.
FromtheMyCompanyGroupssectionofthescreen,•selecttheGrouptobedeletedfromtheGroup Namedrop-downlist.ThegroupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.
Clickonthe• Delete Grouplinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Topermanentlydeletethegroup,click• OK.ThecontactgroupisdeletedfromtheContacts Grouplist.However,thecontactswhoweremembersofthisgrouparenotdeletedfromtheContactslists.
Click• OKtoclosethemessagebox.
2.13 Using the LibraryTheLibraryMenuOptionsscreenallowsyouto:
CreatenewSMSandMMStemplatesandmodifyexisting•Personaltemplates(RefertoSection).
Viewandmodifysavedmessages.•
Viewandaddmultimediacontentforusewhen•composingMMSmessages.
ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeletePersonaltemplates.
YoucanalsosavemessagescomposedintheSendSMSorSendMMSscreensastemplatesbychoosingtheSaveasdrop-downTemplateoption(s)onthesescreens.
2.13.1 Managing Personal TemplatesTemplatesofferatimesavingmethodofsendingthesamemessageonaregularbasis.Youcanmodifypersonaltemplates,providedyouhavethepermissionrequired.
Figure2.14:PersonalTemplatesScreen
Creating New Personal Templates
Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheTemplateslink.ThePersonalorCompanytemplatesscreenisdisplayed(Figure2.14).
Selectthe• New SMS TemplateorNew MMS Templatelinkatthebottomofthescreen.
Eitherthe• SMS Template creationscreenortheMMS Template creation screenisdisplayed.
Enteratitleforthetemplateinthe• Title:textarea.
Selectanexistingtemplatefromthe• Select Template drop-downlistorcomposeyourownmessageintheCompose Messagetextarea.
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Remembermessageshavealimitof160charactersforasingleSMS.IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.
Toclearalltextinthetextarea,clickthe• CLEARbutton.
Whenyouhavecompletedyourtemplate,clickonthe•SAVEbuttontosaveit.
Clickthe• BACKbuttontoreturntotheTemplateslisttochooseadifferenttemplate.
Enteratitleforthetemplateinthe• Title:textarea.
Figure2.15:MMSTemplateCreationScreen
Modifying Existing Templates
Fromthe• LibraryMenuOptions,selectthePersonalorCompanytabandclicktheTemplateslink.
ThePersonalorCompanytemplatesscreenisdisplayed.•SelecttheModify Existingbutton.
FromtheTemplatelist,clicktheEditicon• attherightofthetemplatetomodify.
The• SMS Template creationorMMS Template creationscreenisdisplayedwiththeselectedtemplate.
Makenecessarymodifications.•
Toclearallcontentinthetemplate,clickonthe•CLEARbutton.
Whencomplete,clickonthe• SAVEbuttontosavethemodifications.
Deleting Templates
Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclickonTemplates.
The• PersonalorCompanytemplatesscreenisdisplayed.
ChecktheCheckboxattheleftoftheTemplate(s)you•wanttodelete.
Clickonthe• Deletelinkatthebottomofthescreen.
Click• OKtodeletethetemplate(s)permanently.
2.13.2 Managing Personal MessagesTheLibraryMenuOptionsscreenallowsyoutoviewandedityourstoredmessagessavedfromtheSend SMSorSend MMSscreens.DuringthecomposingofmessagesyouhavetheoptiontosavethemessageasaPersonal messageorCompany messagefromtheSave asdrop-downlistonthesescreens.
ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeletePersonalorCompanymessages.
Figure2.16:MessagesScreen
Viewing Personal Messages
FromtheLibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMessageslink.ThePersonalorCompanymessagesscreenisdisplayed.
Clickthepreviewicon• totherightoftheMessageyouwanttopreview.
TheMessageispreviewedinthe• Message Previewareaattheleftofthescreen.
Using Saved Messages
From• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMessageslink.
ThePersonalorCompanymessagesscreenisdisplayed.•
ClicktheEditicon• totherightoftheMessageyouwanttomodify.
The• Send SMS orSend MMSscreenisdisplayedwithyoursavedmessagecontentsdisplayed.
Youarenowabletocontinuewiththecompositionofthe•retrievedmessage.
Deleting Saved Messages
Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclickMessages.
The• PersonalorCompanyMessagesscreenisdisplayed.
ChecktheCheckboxattheleftoftheMessage(s)youwant•todelete.
Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Click• OKtodeletetheMessage(s)permanently.
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2.13.3 Managing Personal Multimedia ContentTheLibraryMenuOptionsscreenallowsyoutostoremultimediacontentforuseduringthecomposingofMMSmessagesfromtheSend MMSscreenandtheDesktopClient.
Figure2.17:MultimediaContentscreenThumbnailview
Adding Multimedia Content
FromtheLibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMultimedia Contentlink.ThePersonalorCompanyMultimediascreenisdisplayed,intheThumbnailviewbydefault.TheCompany Multimedia ContentscreenThumbnailviewisshowninFigure2.17.
Clickthe• ListlinkatthetoprightoftheMultimedia ContentscreentodisplaytheListview.
Clickthe• BROWSEbottomtotherightoftheAdd New Content textbox.Browseandselectthefileyouwishtoadd,thenclicktheOpenbutton.
Thefilepathisdisplayedinthetextboxnexttothe•BROWSEbutton.
EnteranamefortheContentinthe• Descriptive Nametextbox.
Clickthe• ADDbuttontosavetheContenttotheLibrary.
Deleting Multimedia Content
Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMultimedia Contentlink.
ThePersonalorCompanyMultimediascreenisdisplayed,•intheThumbnailviewbydefault.
ChecktheCheckboxatthebottomoftheThumbnailorat•theleftoftheContent,whenintheListview,thatyouwanttodelete.
Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.ClickOKtodeletethemultimediacontent(s)permanently.
2.14 Viewing and Modifying Scheduled MessagesTheScheduledMessagesMenuscreendisplaysallscheduledmessagesuntilduefordelivery.Thisprovidesausefulwayofkeepingtrackofconfiguredschedules.OncethemessageshavebeendeliveredtheycanbeviewedontheSentMenuOptionsscreen.RefertoSection:
Viewing Scheduled Messages
ClicktheScheduled MessagesMenuOptions.TheScheduled MessagesMenuOptionsscreenisdisplayed.InformationrelatingtothescheduledmessageisdisplayedundertheTYPE,MESSAGEandSCHEDULE INFORMATIONcolumns.Thedateandtimedisplayedindicatewhenthescheduleisduefordelivery.
Modifying Scheduled Messages
Clickthe• Scheduled MessagesMenuOptionstodisplaytheScheduled MessagesMenuscreen.
Clickonthe• MODIFYbuttonnexttothemessage.TheSend SMSorSend MMSscreenisdisplayeddependingonthescheduledmessagetypeshowingthecomposedmessageandscheduledsettings.
Addordeleterecipientsormakechangestothemessage•ifrequired.
Modifytheexistingschedule,ifrequired.RefertoSection:•
Clickthe• CANCELbuttontocleartheMessage Composerareasandscheduledsettingstostartagain
Clickonthe• SAVEbuttontosavethemodifications.Aconfirmationmessageboxdisplays.
Click• OKtosavethechangestothescheduledmessage.
Deleting Scheduled Messages
Clickthe• Scheduled MessagesMenuOptionstodisplaytheScheduled MessagesMenuscreen.
Clickonthe• DELETEbuttontotherightofthescheduledmessage.
Click• OKtodeletethemessagepermanentlyfromtheScheduled Messagelist.
2.14.1 Viewing the Sent MessagesTheSentMenuOptionsscreenstoresalistofallmessagessentoverthelastthreemonths.Themessagelogbehavesinmuchthesamewayasthesentitemsfolderinanemailapplication.Messagescanbesearchedusingavarietyofparameters,egdate,name,mobilenumberormessagetext.
Thepermissionsgrantedpermityoutoseeeitherallsentmessages,oronlythosesentbyyou.
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Tosearchformessagesandviewmessagedetails:
Selectthe• SentMenuOptions.TheSent Messagesscreendisplays.
Definethedaterangebyselectingdatesfromthe• Date From:andTo:drop-downlists.
Tosearchby• Recipient Name,Mobile NumberorMessage Text,selecttheoptionfromthedrop-downlistandentertheword(s)ornumberintheadjacenttextbox.
Clickthe• SEARCHbuttontoretrievethesearch.Thebottompartofthescreenispopulatedwiththesearchresults.
EachmessagesentthroughTelstraDesktopMessagingisassignedauniqueID.
Toviewthedetailsofasentmessage,clickontheView•Messagesicon inthemostrightcolumn.Detailssuchasmessagetext,recipientname,numberandmessagestatusaredisplayed.
Todoanothersearch,re-selectand/orentersearchdetails•andclicktheSEARCHbutton.
2.15 Changing The Password
Clickthe• Adminlink.TheADMIN Change Passwordscreenisdisplayed.
Typeyourcurrentpasswordintothe• Old Password:editbox.
Typeyournewpasswordintothe• New Password:editbox.
Confirmyournewpasswordbyretypingitinthe• Confirm Password:editbox.Thisisdonetoensureyouhavenotmadeamistakewhileenteringthenewpassword.
YoucannotcopyandpastethenewpasswordintotheConfirm Passwordeditbox.Itmustberetypedmanually.
Clickonthe• SAVEbutton.Yournewpasswordwilltakeeffectfromthenexttimeyoulogin.
3. Desktop ClientTheTelstraDesktopMessagingclientapplicationallowsyoutosendanSMS/MMStoamobilephoneuserwiththesimple“mobilephone”likeinterfacefromthedesktop,withouthavingtouseabrowser.Thisfeatureisparticularlyusefulfortypingandsendingquickmessagestosinglemobilephoneusers.
3.1 Software InstallationTousetheTelstraMessagingDesktopclient,youfirstneedtodownloadandinstallthedesktopsoftware.Gotohttps://onlinesms.telstra.com/login.do?do=display
1.Clickonthe“DownloadDesktopMessaging”iconintbebottomleftofthescreen.TheDesktopinstallerapplicationwillrequesttobedownloadedtoyourdesktop(6.9mb).
2.Oncethefilehasbeensaved,runtheDesktopMessagingInstallationApplicationfromyourdesktopandfollowthesteps/promptsoftheinstallationwizard(Figure3.1).
3.2 Desktop Client Log InWhentheDesktopClientisfirstsetup,youarepromptedtoenteryourusernameandpassword.Theseareusedtoauthenticateyourlogineachtime.
Ifyouoptedtouseausernameandpasswordforauto-login,thenloggingintotheDesktopClienthappensautomaticallywheneveryoubootupyourPCorlaptop.Youwillnotbepromptedtologintotheapplicationseparately.Ifyoudidnotopttouseausernameandpasswordforauto-login,youwillneedtologineachtimeyoulaunchtheDesktopClient.
IfthefollowingmessageisdisplayedwhenyoubootupyourPC:‘Youdonothavesufficientpermissionstologin,pleasecontactyourTelstraDesktopMessagingSystemAdministrator’,thiscouldbeduetooneofthefollowing:• TheTelstraDesktopMessagingserverisnot
functionaloroperational.• Theusername/passwordcombinationis
notvalid.• Theuserdoesnothavesufficientpermissions
tousetheDesktopclient.
1.TologintotheDesktopClientclickontheDesktopMessagingicononyourdesktop.TheLOGINscreenwillbedisplayed.
2.EnteryourUsernameandPasswordandclicktheOKbutton.TheDesktopClientStartUpscreenisdisplayed(seeFigure3.1DesktopClientStartUpScreen).Youarenowreadytobeginsendingmessages.
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i Ifyouforgetyourpassword,clickontheRESENDButton.Yourpasswordwillbeemailedtoyourregisteredemailaddress.
3.3 Desktop Client Start Up Screen
Figure3.1:DesktopClientStartUpScreen
Figure3.1showstheClientDesktopStartUpscreenwhichisdisplayedwhentheapplicationislaunchedorafteryoulogin.
3.4 Exiting the ApplicationTologoutoftheDesktopClient,clickontheLOGOUTbuttonintheStartUpscreen.ThiswillendyourusersessionbutwillleavetheapplicationopenattheLoginscreenforanotherusertologin.ToclosetheDesktopClientapplication,clickontheEXITbuttonintheStartUpscreen.
3.5 Sending SMS/MMS MessagesSendinganSMSmessageusingtheDesktopClientconsistsofthefollowingsteps:
Accessingthe• Sendingscreen
IfMMS,thenselecttheMMSmode•
Selectingtherecipients•
ComposingtheSMSmessageorcomposethe1slideMMS•message
Selectingwhererepliesaretobesent•
Sendingthemessage.•
3.5.1 Access the Sending screenInthestartupscreen,clickonthe• NEWbutton.Alternatively,youcanselectSend a MessagefromtheActionsmenuanywhereintheapplication.TheSendingscreenisdisplayedinthesendSMSmode.
Clickthe• Mode SMSbuttontochangetosendMMSmode.TheSendingscreenisdisplayedinsendMMSmode.
Whenthe• SendingscreenisinsendMMSmodetheModebuttonwilldisplayMMS .
3.5.2 Compose the MMS messageInthe• Enter Message Textfield,typeyourtextmessagefortheMMSmessage.
Youcanusemouseright-clicktoaccessCut,CopyandPastefunctionsasyouarewritingyourmessage.
TheCharactersfieldindicatesthenumberofcharactersyouhaveentered.
Toattachmultimediacontent,clickthe• Attach multimedia “Paper-clip”button .
Ifyouhavepermissionstousethe• Librarycontent,fromtheLibrarydrop-downlistselectpersonalorcompany.ThelistofmultimediacontentitemsfromthechosenLibrarywillbelisted.SelecttherequiredLibraryitemandclicktheOKbutton.
The• RefreshbuttonmanuallyupdatestheLibrarycontentlistfromtheTelstraDesktopMessagingserver.ClickthisifcontenthasjustbeenaddedtotheLibraryanditdoesnotappearinthelist.
Clickthe• Cancelbuttontoreturntothesendingscreen,or
IfyouwanttouploadfromyourlocalPCorLaptop,click•theFrom file…button.
The• Select Attachmentscreenisdisplayed.
Browsefortherequiredfileandclickthe• Openbutton.
Thefollowing• Send MMSscreenisdisplayed.
Figure3.2:DesktopClientSendMMSwithattachmentScreen
Displaysserverconnection
UseAddressbuttontolaunchSynchroniseAddressBooksscreen
UsethisbuttontolaunchscreenwhereyoucancreateandsendaSMSorMMS.SeeFigure3.3.
Usetologoutoftheapplication
Usetoexittheapplication
Clockdisplaystimeinhh:mmorhh:mm:ssformatdependingontheconfiguration
UsetolaunchOptionswindowwhereyoucanconfiguretheDesktopClientsettings
UsetolaunchViewMessagesscreenwhereyoucanviewallsentmessages
Inboxstatus Mainmenu
TextControlIndicator
Deletemultimediabutton
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Theattachmentofmultimediacontentisindicatedbythe•Attach multimedia “Paper-clip”buttonbeingreplacedbytheDelete multimedia “Rubbish-bin”button .
Ifyouplaceyourcursoroverthisbuttonthefilenameof•theattachedcontentisdisplayed.
Whentextisenteredintothetextcompositionareaand•multimediacontentisattachedtheText Control Indicator isdisplayedtotherightofthetextcompositionarea.
Bydefaultthetextbelow,• red arrow ,isdisplayedindicatingthatthetextwillappearbelowanyimageorvideocontentontheMMSslide.
Clickthearrowicontoswitchtothetextabove,• green arrow,thisindicatesthatthetextwillappearabovetheimageor
videocontentontheMMSslide.Youcantogglethetextcontrolpositionbypressingthedisplayedarrowicon.
3.5.3 Select where to have replies sentClickontheicontotherightoftheReplytolabel(inthe•Sendingscreen)todisplaytheoneyourequireasshownintheTable3.1.
Table3.1:DesktopClientReplyPathIcons
3.5.4 Select recipientsEnteranewmobilenumberinthe• Enter Recipientsfield.
Ifyouareenteringmorethanonephonenumber,ensurethatyouseparateeachnumberwithasemi-colon(;).
Whenenteringmobilenumbers,ensureyouuseoneofthefollowingformats:• FullNationalNumber(FNN)format:
eg0418123456• InternationalNumberformat:eg61418123456• E164format:61418123456
Toselectapreviouslyusednumber,clickonthedown•arrowtotherightoftheEnter Recipientsfield.ThePrev. Usedscreendisplaysthelastpreviouslyusedmobilephonenumbersorrecipients,uptoamaximumof10.
Selecttherequirednumber(s)andclick• OKtoreturntothepreviousscreen.Theselectednumbersaredisplayedinthe Enter Recipientsfield.
Ifyouwanttoreturntothepreviousscreenwithout•selectinganynumbers,clickontheCANCELbutton,orclickontheuparrowtotherightofthefield.
IfthemobilephonenumberinthePrev.Usedlistshasacorrespondingentryinalinkedaddressbook,thenthenameoftherecipientisdisplayeds,notthemobilenumber.Iftherearemultipleaddressbookentriesforthesamemobilenumber,thenthefirstaddressbookentryisdisplayed.
ToselectarecipientfromanAddressbook,clickonthe•AddressbookbuttonintheSendingscreen.TheAddressBookRecipientsscreenisdisplayed.
FromtheAddressbookfield,choosetheaddressbookyou•require.TheContact Name/Mobile Numberfieldsarepopulatedwithcontactsintheselectedaddressbook.
Selecttherequiredcontact(s)andclickthe• Add>>button.ThecontactsareaddedtotheMessage Recipientsfield.
–ToremoveacontactfromtheMessage Recipientsfield,selectthecontactandclickontheRemovebutton.
Whenyouhaveselectedrequiredrecipients,clickonthe•OKbutton.TheSendingscreenisredisplayed.
Icon Meaning Function
Mobilephone
Selectthistohaverepliessenttoadesignatedmobilephone.ThisisthemobilenumberthatisregisteredinyourTelstraDesktopMessagingaccount.NB:Tochangeyourregisteredmobilephonenumber,youwillneedtocontactyourSystemAdministrator.
PersonalInbox
SelectthistohaverepliessenttoyourPersonalInbox.ThemobilenumberforyourPersonalInboxisdrawnfromapoolofnumbers,andchangeseachtimeyousendamessage.Astherecipientwillnotrecognisethisnumber,itisrecommendedtoidentifyyourselfinyourSMSmessage.YoucanonlyusethisoptionifyouhavebeengrantedpermissiontohaveaPersonalInbox.
CompanyInbox
SelectthistohaverepliessenttoyourCompanyInbox.ThemobilenumberfortheCompanyInboxisalwaysthesame.Astherecipientmaynotrecognisethisnumber,itmaybenecessarytoidentifyyourselfinyourSMSmessage.YoucanonlyusethisoptionifyouhavebeengrantedpermissiontousetheCompanyInbox.
Emailaddress
SelectthistohaverepliessenttotheemailaddressthatyouspecifiedinyourTelstraDesktopMessagingaccount.Astherecipientwillnotrecognisethenumberthatappearsontheirhandset,itisrecommendedtoidentifyyourselfinyourSMSmessage.
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3.5.5 Send the messageClickonthe• SENDbutton.Aspinningenvelopedenotesthatthemessageisbeingsent.Whenthemessageissent,theStart Upscreenisredisplayed(seeFigure3.1).
FromthesendSMSorMMSscreens,clickingthemodebuttonwillswitchmodesYouwillbepromptedifanycomposedmessagecontentwillbealteredduringtheswitchofsendingmodes.
FromthesendSMSscreen,clickingtheAttach “Paper-clip”buttonwillautomaticallyswitchtothesendMMSmodewhenmultimediacontentisattached.
3.6 Viewing Sent MessagesToviewallmessagessentfromtheDesktopClient:
Inthe• Start Upscreen,clickontheLOGbutton.Alternatively,youcanselectView MessagesfromtheActionsmenu,fromanywhereintheapplication.TheView Messagesscreenisdisplayed.Thisscreendisplaystherecipient’smobilenumberorname(Destinationfield),thedateandtimethemessagewassent(Sentfield),themessagetext(Textfield)andthenumberofrecipients(Recipientsfield).
Toviewfurtherdetailsofamessage,selectthemessage•andclickontheViewbutton.TheMessage Detailsscreenisdisplayed.
ThisdisplaysfurtherdetailssuchastheUsernameofthesender,theReply path,andtheResultofthemessagesubmission.
Click• OKtoclosethisscreen.
Click• CanceltoclosetheViewMessagescreenandreturntotheSendingscreen.
3.7 Viewing Reply MessagesNewInboxmessagesareflaggedbyanicon whichappearsonthetopleftoftheDesktopClientscreen.
Clickonthe• icon.ThislaunchestheTelstraDesktopMessagingInboxinanewbrowserwindow.
RefertoSection:3.3DesktopClientStartUpScreen.•
Ifyouraccountdetails(ieusernameandpassword)arenotthesameasthoseusedintheTelstraDesktopMessagingapplication,thenyouwillnotbeabletoaccesstheInboxandwillbereturnedtotheDesktopClientapplication.
IfyourInboxcontainsnonewunreadmessagestheopenenvelopicon isdisplayed.YoucanstillclickthisicontolaunchtheTelstraDesktopMessagingInboxinanewbrowserwindow
3.8 Using Address BooksTheDesktopClientprovideslinkagetotheTelstraDesktopMessagingPersonalandCompanyContactsthathavebeensetupintheTelstraDesktopMessagingapplication.ItalsoallowsyoutousetheOutlookGlobalAddressListandOutlookPersonalContactsListsforthesamepurpose.ThismeansthatwhenyoucreateyourmessagesintheSMSDesktopClient,youcanselectrecipientsfromtheseaddressbooks.
Onceyouhaveselectedtheaddressbooks,youthenhavetheoptionofsynchronisingtheaddressbook(s)selected.Synchronisingtheaddressbookswillensurethatyouhaveaccesstothelatestversionoftheaddressbook.
TousetheOutlookGlobalAddressList,youmusthaveMS-Outlookopenatthetimeyousendtheamessage.
Fromthe• Toolsmenu,selectManage Address Books.TheAddress Books In Usescreenisdisplayed.
Checkthecheckboxnexttotheaddressbooksyouwish•touse.
Clickonthe• OKbuttontoclosethescreenandsavetheaddressbooksettings.
3.8.1 Synchronising Address BooksTosynchroniseaddressbooks,fromthe• Toolsmenu,selectSynchronise Address Books.TheSynchronise Address Booksscreendisplays.
Checkthecheckboxnexttotheaddressbooksyouwish•touse.
Clickonthe• OKbuttontoclosethedialogboxandsynchronisetheselectedaddressbooks.
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3.9 Configuring OptionsSettings,suchassecurityandaddressbooksettings,arenormallyconfiguredwhentheapplicationisfirstinstalled.However,youcanalterthesesettingsatanytimeusingtheOptionsfunction.
Inthe• Start upscreen,clickontheAdminbutton orselectOptions…fromtheToolsmenufromanywhereintheapplication.TheOptionsscreenisdisplayed.TheCommunicationstabdefaults.
YoushouldnotmakeanychangestoyourCommunicationssettings.
Whenyouhavecompletedconfiguringyouroptions,click•ontheOKbuttontosavethenewsettings.
RefertoAppendix2–DesktopClientAddressBooks•Settingsforadescriptionoftheconfigurableaddressbooksettings.
RefertoAppendix3–DesktopClientAppearanceSettings•foradescriptionoftheconfigurableappearancesettings.
RefertoAppendix4–DesktopClientMessageSending•andStoreSettingsforadescriptionoftheconfigurablemessagesendingandstoresettings.
RefertoAppendix5–DesktopClientSecurityandSound•Settingsforadescriptionoftheconfigurablesecurityandsoundsettings.
3.10 Desktop Client System CompatibilityTheDesktopClientiscompatiblewithMicrosoftWindows®98,2000,ME,XPandNTforWorkgroups4.0.
TheDesktopClientiscompatiblewithMicrosoftOutlook97,2000andOutlookXP/2002.
4. Email Plug-ins for Outlook and Lotus NotesTelstraDesktopMessaginghasanoptionaldesktopapplicationthatallowsyoutosendanSMS/MMStoamobilephoneuserwithouthavingtouseabrowserorthedesktopclient.Tousethisfeatureyouneedtodownloadandinstalltheapplicabledesktopclientplug-insoftwareforOutlookand/orLotusNotesandyoualsoneedtoalreadyhaveaTelstraDesktopMessagingaccountsetup.
4.1 Long SMS MessagesAnSMSmessagecanconsistofanumberofmessageparts.Thefirstpartofamessageconsistsofupto160characters.IfyouhavenotenabledlongSMS,youwillonlybeabletosendamessageinonepart.
IfyouhaveenabledlongSMSsending,youwillbeabletosendamessagewithupto10parts.Subsequentpartscaneachcontainslightlyfewerthan160characters.Whencomposingamessagethatspansmorethanonepart,thetextisdisplayedasawhole,notinseparateparts.However,therecipientwillreceivethemessageeitherinseparateconsecutiveparts,orconcatenated,dependingontheirhandset.RefertoSection:
4.2 Software InstallationTousetheTelstraMessagingEmailclient,youfirstneedtodownloadandinstalltheemailclientsoftware.Gotohttps://onlinesms.telstra.com/login.do?do=display
Figure4.1:DesktopMessagingClientSetup
Clickonthe“DownloadDesktopMessaging”iconintbe•bottomleftofthescreen.
SaveandruntheDesktopMessagingInstallation•Applicationfromyourdesktop.Youwillbepromptedwiththeinstallationwizard.
Choosethe“Completeinstalloption”whichwillinstall•therequiredplug-intoyouremailsoftware.NB:Re-runthesetupprogramifyouneedtoremove/upgradeapreviousinstallation(Figure4.1).
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4.3 Sending SMS Messages Using an Email ClientTosendanSMSmessage:
1. LaunchMicrosoftOutlook(orLotusNotes™).
2. Clickonthe iconinthetoplefthandcornerofthescreen.TheNew SMSscreenwillbedisplayed.
IfusingLotusNotes,youcanalsoselecttheNew SMSfromtheActionsmenu.
3. Typetherecipient’smobilenumberdirectlyintotheeditboxnexttothe“To:”button.
Whenenteringmobilenumbers,ensureyouuseoneofthefollowingformats:• FullNationalNumber(FNN)format: eg0418123456• InternationalNumberformat:eg61418123456• E164format:61418123456
Ifyouareenteringmorethanonemobilenumber,typeasemi-colon(;)betweenthenumbers.
Whenyouenteramobilenumberthatcorrespondsexactlytoanumberthatisalreadyinthelinkedaddressbook,themobilenumberwillautomaticallybereplacedbytheaddressbookitem.
4. ToselectrecipientsfromanOutlook/Notesaddressbook,clickonthe“To:”button.TheSelect Namesscreenwillbedisplayed.
OnlyentriesintheaddressbookwhichhaveamobilephonenumberenteredintheappropriatefieldwillbeincludedintheSelect Nameslist.
TheDesktopClientPlug-insforOutlookandLotusNotescannotaccesstheTelstraDesktopMessagingapplicationContactslists,onlytheaddressbookswithintheemailapplicationitself.
5. Selecttherecipient’snameintheNamecolumnandclickonthe“To:”button.Therecipientisaddedtothe SMS Message Recipientsfield.
6. ClickOKwhenyouhaveaddedallrequiredrecipients.TheNew SMSscreenisredisplayed.
7. IntheReply Todrop-downlist,selectwhereyouwouldlikereplySMSmessagestobesent,egmobilehandsetoremailaddress.
Thisselectionwillover-ridethedefaultreplypath.
8. Intheeditbox,typeyourSMSmessage.
Themaximumnumberofcharactersforthefirstpartofthemessageis160.IfyouhaveenabledlongSMSsendingandyougooverthisamount,themessagewillbesentintwoormoreparts.
Tocut,copyorpastetext,youcanusethestandardeditbuttononthetoolbar.Alternatively,youcanaccesstheeditmenubyright-clickingwithintheeditboxandselectanoptionfromthepop-upmenu.Otheroptionsavailableare‘Undo’and‘SelectAll’.
9. Ifyouwishtodiscardthemessage,clickonthe buttononthetoolbar.ClickontheYesbuttontodiscardthemessage.
10.Whenyouhavecompletedyourmessage,clickontheSendbutton.ThemessageissentusingtheemailfacilityofthehostingOutlook/Notesapplication.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.
Whenamessageissentsuccessfully,theuser’sTelstraDesktopMessagingCreditBalanceisdecreasedbythenumberofmessagepartsusedtimesthenumberofrecipients.
IfyoudonothavetherequiredpermissionstosendaparticularSMS,youwillreceiveanemailindicatingthattheoperationwasunsuccessful.
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4.4 Configuring System SettingsYoucanchangevarioussettingsoftheDesktopClientPlug-insforOutlookandLotusNotesapplication.Forexample,youcanmodifyyourlogindetails,orenablethelongSMSsendingfeature.Tomodifyyoursystemsettings:
LaunchMSOutlook(orLotusNotes).•
Clickonthe• iconinthetoplefthandcornerofthescreen.TheNew SMSscreenisdisplayed.
Clickonthe• buttononthetoolbar,orselectOptionsfromtheFilemenu,orselectConfigurationfromtheemailapplicationToolsmenu.TheTelstra Desktop Settings Business Settings screenisdisplayed.
Changethesettingsasrequired.•
RefertoAppendix6–EmailPlug-In:TelstraDesktopMessagingBusinessSettingsformoreinformation.
Youcannotchangeyourlogindetailsastheseareyourregisteredusernameandpassword.
Clickthe• OKbuttontosavethenewsettings.
4.5 System CompatibilityTelstraDesktopMessagingforOutlookandLotusNotesmailclientiscompatiblewithMicrosoftWindows2000andXPandwithMicrosoftOutlook2000,2003,OutlookXP,LotusNotes6.5and7.0.
4.6 Calendar RemindersIftheCalenderRemindersoptionsareenabledviatheTelstraDesktopMessagingBusinessSettings,youhavetheabilitytocomposethereminderSMStextintheremindermessageusingdynamicfieldsthatarepopulatedwhentheSMSmessageissent.Thetextcontentoftheremindermessagecancontainthefollowingplaceholdersthatwillbesubstitutedwithactualvalues(ie:thefieldsaredynamic)atthetimetheSMSmessageissent:
[n]–Wherenisanumber.Thisrepresentstheplaceawordoccupiesintheremindersubject.Forexample,ifthevalueinthefieldis[1]andtheappointmentsubjectisDentalAppointment,then[1]isreplacedwithDental.Ifthevalueinthefieldis[2],then[2]isreplacedwithAppointment.
[date] –Thedateofthestartofthereminder–(inthedd/mm/yyyyformat)
[time] –Thetimeofthestartofthereminder(inthehh:mm:ss,24-hourclockformat)
[location] –Thelocationtextofreminder
[subject]–Thesubjecttextofreminder
TheCalenderreminderSMSmessagetobesenttheCalenderreminderscheckbox(s)needstobecheckedintheTelstra Desktop Messaging Business settings, GeneralscreenandtheremindercheckboxneedstobecheckedintheOutlookorLotusNotesCalenderreminder.
Figure4.2:TelstraDesktopMessagingBusinessSettingsScreen
5. EmailSMSEmailSMSisafeatureoftheTelstraDesktopMessagingapplicationthatallowsyoutosendanSMS/MMStoamobilephonefromanyemailaccountwithouthavingtheDesktopClientPlug-InsforOutlookand/orLotusNotesinstalled.YoumustalreadyhaveaTelstraDesktopMessagingaccountsetupandtheemailaccountyouusemustbethesameastheoneregisteredintheTelstraDesktopMessagingapplication.
TousetheEmailSMSfeature,youmusthaveappropriatepermissions.
Ifyouhaveamessagecreditlimit,anymessagessentviaemailaredeductedfromyourremainingcredits.Whensendingmessagestomultiplerecipients,eachrecipientiscountedseparately.
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i RepliestoEmailSMSmessagesaresenttothesender’semailaddressonly.
Thereisalimitof160charactersperSMSmessagesentviaEmailSMS.
NoattachmentstoSMSmessagesarepermitted.Thesewillbeignored.
5.1 Sending SMS Messages Using EmailSMSTherearetwomethodsofsendingSMSmessagesusingEmailSMSdependingonwhetheryouaresendingthemessagetoasinglerecipientortomultiplerecipients.
5.1.1 Sending SMS Messages to a Single or Several Recipient
TosendanSMSmessagetoasingleorseveralrecipients,•openyouremailapplication.
Createanewmailmessage.•
Inthe• To…field,typetherecipient’smobilephonenumberfollowedby‘@onlinesms.telstra.com’.Example:[email protected]
Inthesubjectlineorthebodyoftheemail,typeyour•messageuptoalimitof160characters.
Ifyouentermorethanonemobilephonenumber,separateentrieswithasemi-colon(;).
YoucanuseeitherplaintextorHTMLwhencreatinganSMSmessageforasinglerecipient.
UseeitherthesubjectlineorthebodyoftheemailtotypeyourSMSmessage.ThiswilldependonthepermissionsgrantedbytheSystemAdministrator.Refertosection:6.2.1Permissions.
Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–’toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----’,thenthedisclaimerorconfidentialityclausewillbeincludedwithinthe160characterspermittedforthemessage.
WhenyouhavecompletedyourSMSmessage,clickon•theSendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.
Figure5.1:EmailSMS–MultipleRecipientsFormat
5.1.2 Sending SMS Messages to Multiple RecipientsTosendanSMSmessagetomultiplerecipients,createa•newemailmessage.
Inthe• To…field,type‘[email protected]’
Ignorethesubjectline.•
Inthebodyoftheemail,type‘x–cellphone:[mobile•phonenumber]’foreachmobilephonenumber,usingaseparatelineforeachnumber.
Leaveaspacebetweenthecolon(:)andthemobilenumberandensuretherearenospacesbetweenthedigitsofthemobilenumberitself.
Leaveablankline.•
Typethetextofthemessageuptoalimitof•160characters.
Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–‘toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----‘,thenthedisclaimerorconfidentialityclausewillbeincludedwithinthe160characterspermittedforthemessage.
WhenyouhavecompletedyourSMSmessage,clickon•theSendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.
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5.1.3 Reply Path OverrideYourTelstraDesktopMessagingSystemAdministratormayhaveconfiguredyouraccounttosettheEmailSMSreplypathtobetheCompanyInbox.Ifthisisthecaseyoucanover-ridethereplypathforanEmailSMSmessagebyusingtheSubjectLineOverrideformatoftheBodyTextOverrideformat.
Openyouremailapplicationandcreateanewmail•message.
Inthe• To…field,type‘[email protected]’,
Inthesubjectlineorbodyoftheemail,type:•
1. Override-CompanyInboxfortheCompanyInboxtobethereplypath
2. Override-PersonalInboxforthePersonalInboxtobethereplypath
3. Override-PersonalMobileforthePersonalMobiletobethereplypath
4. Override-EmailAddressfortheEmailAddresstobethereplypath
Leaveablankline.•
Typethetextofthemessageuptoalimitof160•characters.
Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–‘toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----‘,thentheclausewillbeincludedwithinthe160characterspermittedforthemessage.
Clickonthe• Sendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.
6. System Administrator GuidelinesThischapterisaimedattheSystemAdministratoroftheTelstraDesktopMessagingapplication.Itprovidesinstructionsonhowto:
1. Managegoups,costcentresandusers.
2. Runadministrationreports.
3. Managethecompanycontacts.
4. ManagethecompanyLibraryTemplates.
6.1 The Role of the System AdministratorAstheSystemsAdministratoroftheTelstraDesktopMessagingapplication,youareresponsibleforperformingtheinitialsetupsrequiredbeforeuserscanbegvenaccessaswellastheongoingmaintenanceofthesecapabilities.Theinitialsetupsrequiredincludeconfigurationof:
1. Usergroupsandpermissions
2. Costcentres
3. Users
4. Companycontacts
5. CompanyLibrarytemplates
TheAdminlinkonthetabatthetoprightoftheTelstraDesktopMessagingscreensishowtoaccesstheSystemAdministratorfunctions.ClicktheAdminlinkandtheAdminsubMenuOptionsaredisplayedintheMenuOptionsnavigationarea.
6.2 Managing GroupsTheGroupssubMenuOptionsscreenprovidesforthecreationofnewusergroupsandthemodificationofexistingusergroups.Thisfunctionenablesyoutodefinethepermissionsthatyouwillgranttogroupsofusers.Forexample,youmaywishtorestrictagroupofuser’sabilitytosendmessagestonon-companymobilephonenumbers,ortheirabilitytocreateormodifycompanytemplates.Alluserswhoaremembersofthesamegouphavethesamelevelofaccess.
6.2.1 PermissionsThereare8categoriesofpermissions.Theseare:
1. Provisioning
2. SendingMessages
3. EmailSMSMessages
4. SMSInbox
5. AddressBook
6. Templates
7. MessageLogs
8. AdministrationFunctions
Youdefinethepermissionsforagroupbyselecting,ordeselectingthecheckboxesandradiobuttonsnexttotherelevantpermissions.Radiobuttonswithinacategoryaremutuallyexclusive,thatis,youcanonlyselectoneradiobuttonwithinthecategory.
Thepermissionsoperateonarestrictivebasis.Usergroupsonlyhaveaccesstothepermissionsthathavebeenassignedtothem.RefertoAppendix:7AdministratorSettings:PermissionDescriptions.
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Figure6.1:AdminGroupsScreen
6.2.2 Adding a New GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed.
Inthe• Group Namedrop-downlist,selectNew Group.
Inthe• New Group Namefield,enterthenameofthenewgroup.
Selectthepermissionsthatyouwishtograntthisgroup•ofusers.RefertoSection:6.2.1Permissionsforadescriptionofthepermissions.
Clickonthe• SAVEbuttonatthebottomofthescreen.Amessagestatingthatthegouphasbeensuccessfullyaddedisdisplayed.
Click• OKtoclosethemessagebox.
6.2.3 Modifying a GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed(seeFigure6.1).
Fromthe• Group Namedrop-downlist,selectthegoupthatyouwishtomodify.Thepermissionsforthegoupselectedaredisplayed.
Maketherequiredmodifications.•
Clickthe• CANCELbuttontoreverttopreviouschanges.
Clickthe• SAVEbutton.
6.2.4 Deleting a GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed(seeFigure6.1).
Fromthe• Group Name drop-downlist,selectthegoupthatyouwishtodelete.
Clickonthe• DELETEbutton.Aconfirmationboxdisplays.
Todeletethegoup,clickthe• OKbutton.
6.3 Managing Cost CentresCostcentresareameansofmonitoringhowthecostsarespreadacrossusergroups.Thereisachoicetohavejustonecostcentre,orseveraldependingonhowyouwouldliketomonitorthespreadofcosts.
6.3.1 Adding a New Cost CentreFromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed(Figure6.2).
Inthe• Group Namedrop-downlist,selectNew Cost Centre.
Inthe• New Cost Centre Namefield,enterthenameofthenewcostcentre.
Inthe• Credit Limitfield,enterthemonthlylimitofthetotalnumberofmessagesthatcanbesentforthiscostcentre.Thiscanbeleftblankifnolimitisrequired.
Clickonthe• SAVEbuttontosavethenewcostcentre.
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Figure6.2:CostCentresScreen
6.3.2 Modifying a Cost CentreFromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed.
Inthe• Group Namedrop-downlist,selectthecostcentrethatyouwishtomodify.
Maketherequiredmodifications,egchangethebilling•numberorthecreditlimit.YoucanalsorenamethecostcentrebyenteringanewnameintheNew Cost Centre Namefield.
Clickonthe• SAVEbuttontosavethemodifications.
6.3.3 Deleting a Cost Centre
Acostcentrecanonlybedeletediftherearenousersassignedtothecostcentre.
Fromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed.
Inthe• Group Name drop-downlist,selectthecostcentrethatyouwishtodelete.
Clickonthe• DELETEbutton.Aconfirmationdialogboxdisplays.
Click• Cancelifyoudonotwishtoproceedwiththedeletion.
Click• OKtoproceedwiththedeletion.Ifauserisassignedtothecostcentre,thereisnomessagetoindicatethatyoucannotdelete.However,thecostcentrewillnotbedeleted.
6.4 Managing UsersAllusersoftheTelstraDesktopMessagingapplicationmustfirsthavetheirdetailsenteredintothesystem.
6.4.1 Adding a New UserFromthe• Admintab,clicktheUserssubmenuoption.TheAdmin Usersscreenisdisplayed.
Toclearalldetailsandstartagain,clickthe• CLEARbutton.
Clickonthe• SAVEbutton.Amessagestatingthattheuserhasbeensuccessfullyaddedisdisplayed.
Click• OKtoclosethemessagebox.Anemailcontainingtheirusernameandpasswordissenttotheuserattheemailaddressspecified.
Figure6.3:AdminUsersScreen
6.4.2 Searching for Existing UsersFromthe• Admintab,clicktheUserssubmenuoption.TheAdmin Usersscreenisdisplayed(Figure6.3).
Toviewalltheusersinyourcompany,leaveallthesearch•fieldsblank.
Enterthesearchcriteriainanyofthefieldswhichhavea•redasterisk(*)nexttothename.
Anasteriskindicatesasearchablefield.Useanycombinationofsearchablefieldsforsearching.
Whenenteringyoursearchcriteria,youmustentercompletevaluesinthefields.Forexample,ifyouentertheuser’sfirstname,youmustenterthewholefirstname,notjustthefirstfewletters.Partiallycompletedfieldswillnotreturnaresult.
Clickonthe• SEARCHbutton.Allusersmatchingyoursearchcriteriaarelistedinthebottomhalfofthescreen.Theirname,emailaddressandmobilenumbersaredisplayed.
6.4.3 Modifying a UserDisplaytheuser.RefertoSection:6.4.2Searchingfor•ExistingUsers.
ClickontheEditicon• ,nexttotheuserwhosedetailsyouwishtomodify.TheAdmin Usersscreendisplaystheuser’sdetails.
Maketherequiredmodifications,andclickonthe• SAVEbutton.Amessagestatingtheuserhasbeensuccessfullyupdatedisdisplayed.
Click• OKtoclosethemessagebox.
6.4.4 Deleting a UserDisplaytheuser.RefertoSection:6.4.2Searchingfor•ExistingUsers.
Checkthecheckboxtotheleftoftheuser(s)youwish•todelete.
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Clickthe• Delete Userlinkatthebottomofthescreen.Amessageboxstatingthatyouractionwillremovetheuserfromthesystemisdisplayed.
Click• Cancelifyoudonotwishtoproceed.
Click• OKtoproceedwiththedeletion.Amessageboxstatingthattheuserhasbeensuccessfullyremovedfromthesystemisdisplayed.
Click• OKtoclosethemessagebox.
6.5 Administration ReportsTelstraDesktopMessagingprovidesthefacilitytogeneratereportsonmessagessentandreceivedduringaspecifiedperiod.Reportscanbedisplayedbasedonadaily,weekly,ormonthlysummary.Withintheseperiodstheinformationcanbegoupedaccordingtouser,costcentreordestination(ie.recipientnumber).
Figure6.4:SampleAdministrationReport
6.5.1 Running Administration ReportsFromthe• Admintab,clicktheReportssubmenuoption.TheAdmin Reportsscreenisdisplayed.
Inthe• Display ReportBydrop-downlist,selectDaily, Weekly or Monthly,asrequired.
Inthe• Start DateandEnd Datedrop-downlists,selectthedatesfromandtowhichyouwishtorunthereport.
Inthe• Collate Information Bydrop-downlist,selectUser,Cost Centre,orDestinationasrequired.
Inthe• Displaydrop-downlist,selectSent(toviewsentmessages),orReceived(toviewreceivedmessages)asrequired.
Ifyouwishtoclearyourselectionsandstartagain,click•theCLEARbutton.
Togeneratethereportbasedontheparametersspecified,•clicktheOKbutton.
IfyouselectedtoviewSentmessages,thefollowing•columnsofinformationaredisplayed:
i. Column1:NameofUser,CostCenterorDestinationNumber
ii. Column2:Datemessagessentbyday,weekormonth
iii. Column3:NumberofWebSMSmessagessent
iv. Column4:NumberofDesktopSMSmessagessent
v. Column5:NumberofEmailtoSMSmessagessent
vi. Column6:NumberofEmailClienttoSMSmessagessent
vii. Column7:TotalnumberofSMSmessagessent
viii.Column8:NumberofWebMMSmessagessent
ix. Column9:NumberofDesktopMMSmessagessent
x. Column10:TotalnumberofMMSmessagessent
IfyouselectedtoviewReceivedmessages,thefollowing•columnsofinformationaredisplayed:
xi. Column1:NameofUser,CostCenterorDestinationNumber
xii. Column2:Datemessagesreceivedbyday,weekormonth
xiii.Column3:TotalnumberofinboxSMSmessagesreceived
Column4:TotalnumberofinboxMMSmessagesreceived.•
6.5.2 Exporting Administration ReportsToexportanadministrationreportintoanExcelspreadsheet:
Generatethereport.RefertoSection:6.5.1Running•AdministrationReports.
Clickonthe• EXPORTlinkatthebottomofthescreen.TheFile Downloaddialogboxdisplays.
Click• Open.ThedataisexportedintoanExcelspreadsheetdisplayedwithinthebrowserwindow.
Select• Save AsfromtheFilemenu.TheSave Asdialogboxdisplays.
Inthe• Save indrop-downlist,selectadestinationtosavethefileto.
Enteranameinthe• File namefield,andclickSave.
Click• Nointhenextdialogbox.TheSave Asdialogboxdisplaysagain.
Click• Canceltoclosethedialogbox.
Clickthe• BackbuttononyourbrowsertoreturntotheTelstraDesktopMessagingapplication.
6.6 Managing Company Contacts ListsCompanyContactdetailssuchasnames,mobilenumbers,andemailaddressescanbestoredintheCompanyContactslists.TheContactsMenuOptionscreenallowsyouto:
Searchforexistingcontacts•
Modifyordeletecontacts•
Addcontactstogroups•
Importlistsofcontactsfromafile•
Create,modifyanddeletecontactgroups.•
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6.6.1 Finding ContactsSelectthe• Contacts MenuOption.TheContactsscreenisdisplayed.
Fromthe• My Company Contactsareaselectfromthedrop-downlistthefieldtosearch:
–Firstname,Surname,Mobile,Email
Entertextornumbersintheadjacenttextbox,andclick•theSEARCHbutton.
Figure6.5:ContactsMenuOptionscreen
6.6.2 Adding ContactsUsingtheContactsMenuOptionscreen,youcanaddbothcompanyandpersonalcontacts.Youcanadddetailssuchasthefirstname,surname,mobilenumberandemailaddressofacontact.Fordetailsonhowtosearchforanexistingcontact,refertoSection:
Selectthe• ContactsMenuOption.
Selectthe• Companytab.
Completethefollowingfieldswiththecontact’sdetails:•
–FirstName,Surname,MobileNumber,Email,(Optional).
Toaddthecontacttoagroupotherthanthedefault,•selecttherequiredgroupfromtheAdd to groupdrop-downlist.
Clickthe• SAVEbutton.Amessagestatingthatthecontacthasbeensuccessfullyaddedtotheaddressbook(orgroupnominatedbyyou)isdisplayed.
Click• OKtoclosethemessagebox.
Iftherearenocontactgroups,thenewcontactcanbeaddedtoagroupontheModifyPersonalGroupsscreenatalaterstage.RefertoSection:
6.6.3 Modifying ContactsTomodifyapersonalcontact’sdetails,searchforthecontact.RefertoSection:2.12.1FindingContacts.
ClicktheEditicon• totherightofthecontactyouwishtomodify.TheContact’sdetailsarepopulatedinthetopoftheContactsscreen.
Maketherequiredmodificationsandclickonthe• SAVEbutton.Amessagestatingthatthecontact’sdetailshavebeensuccessfullyupdatedisdisplayed.
Click• OKtoclosethemessagebox.
6.6.4 Deleting ContactsTodeleteacontactfromtheaddressbook,searchforthecontact.
Checkthecheckbox(s)totheleftoftheContact(s)you•wishtodelete.
Clickthe• Delete Contactlinkatthebottomofthescreen.Aconfirmationdialogboxisdisplayed.
Ifyoudonotwishtoproceedwiththedeletion,click•Canceltoretainthecontact.
Click• OKtodeletethecontact.A“SuccessfulDeletion”messageboxisdisplayed.
Click• OKtoclosethemessagebox.
6.6.5 Importing ContactsImportingcontactsisatimesavingmethodofaddingcompanyandpersonalcontactstoGroups.ThecontactdetailsmustbeimportedfromaCSVfile.ReferAppendix8–CreatingaCSVfile.
TheCSVfilemustcontainthefollowingfieldsinthefollowingorder:firstname,surname,andmobilenumber.Anemailaddressisoptional.
Fromthe• ContactsMenuOptionscreen,selecttheCompanytab.ClicktheGroupslink.TheContacts Groupsscreenisdisplayed.
ClickontheBROWSEbuttontolocatetheCSVfile.Browse•andselecttheCSVfileyouwishtoimport,thenclicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBrowse…button.
Ifyouwishtoselectagroupotherthanthedefault,select•agroupfromtheSelect a group to add contacts to:drop-downlist.
Becauseimportedcontactsareonlyaddedtotheselectedcontactgroup,werecommendyouaddallimportedcontactstotheDefaultgroup.YoucanusetheModifyGroupsscreenlatertomovethecontactsintogroups.RefertoSection:2.12.6ModifyingRecipientGroups.
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ToimporttheCSVfileandpopulatethecontactaddress•book,clickontheLOADbutton.Apopupscreendisplayswhetherthecontactshavebeenaddedsuccessfullyornot.
Ifthereareanyerrorsoryouwishtomakeanychanges,•maketherequiredchangestotheCSVfileandloadthefileagain.
6.6.6 Modifying Recipient GroupsMessagerecipientgroupsareusedwhensendingthesamemessagetoagroupofpeople.Eachpersoncanbelongtomorethanonegoup.PersonalRecipientgroupsareonlyvisibletotheuserwhocreatedthem.
Creating a New Group and Adding Contacts
Fromthe• ContactsMenuOptionscreen,selecttheCompanytabandclicktheGroupslink.
Inthe• New Groupeditbox,enterthenameofthenewgroupandclickontheSAVEbutton.Thenewgroup’snameisnowavailableintheGroupdrop-downlists.
Fromthe• My Company Groupssectionofthescreen,selecttheGrouptobemodifiedfromtheGroup Namedrop-downlist.ThegoupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.
Fromthe• ContactslistontherighthandsideselecttheContactsyouwanttoaddtotheGroup.
Multiplerecipientscanbeselectedbyusingthe[Ctrl]+LeftMouseClickforindividualselections,orthe[Shift]+LeftMouseClickforablockselection.
ItispossibletosearchforthecontactbyenteringthecontactnameintheSearcheditbox.
Figure6.6:ContactsGroupsScreen
Oncethegroupmembershavebeenadded,clickonthe•Save Grouplink.
AconfirmationmessageisdisplayedthattheContacts•havebeenaddedtotheGroup.
Ifyouwishtoaddmorecontactslater,selectthegroup•fromtheGroup Namedrop-downlist,andselectthecontact(s)fromtheRecipientslistontherighthandsideandclicktheADDbutton.
Whenfinishedtheaddition,remembertoclickonthe•Save Grouplinkatthebottomofthescreen.
Renaming Groups
Fromthe• ContactsMenuOptionscreen,selectthegroupintheRename Groupdrop-downlist.
Enterthenewnameinthe• Changetoeditbox.
Clickontheadjacent• SAVEbutton.Thegroupisrenamed.
Removing a Group Contact
FromtheMyCompanyGroupsarea,select• GrouptobemodifiedfromtheGroup Namedrop-downlist.Thegroupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.IftherearenogroupssetupintheContacts Groupslists,nothingwillbedisplayed.
Toremovecontacts,selectthecontact(s)fromtheleft•handRecipientslistandclicktheREMOVE.
Whenfinishedtheremovalofcontacts,clickonthe• Save Grouplinkatthebottomofthescreen.
Deleting a Group
Fromthe• ContactsMenuOptionscreen,selecttheCompanytab,thenclicktheGroupslink.
Fromthe• My Company Groupsarea,SelecttheGrouptobedelectedfromtheGroup Namedrop-downlist.Thegoupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.
Clickonthe• Delete Grouplinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Topermanentlydeletethegroup,click• OK.ThecontactgroupisdeletedfromtheContacts Grouplist.ContactswhoweremembersofthisgrouparenotdeletedfromtheContactslists.
Click• OKtoclosethemessagebox.
6.7 Using the LibraryTheLibraryMenuOptionsscreenallowsyouto:
CreatenewSMSandMMStemplatesandmodifyexisting•Companytemplates.RefertoSection:2.13.1ManagingPersonalTemplates.
Viewandmodifysavedmessages.•
Viewandaddmultimediacontentforusewhen•composingMMSmessages.
AsSystemAdministratoryouwillhavepermissiontoadd,editordeleteCompanyLibrarytemplates.
Managing Company Library Templates
Templatesofferatimesavingmethodofsendingthesamemessageonaregularbasis.
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Figure6.7:PersonalTemplatesScreen
Creating New Company Templates
Fromthe• LibraryMenuOptionsscreen,SelecttheCompanytabandclicktheTemplateslink.TheCompany templatesscreenisdisplayed.ThePersonal Templatesscreenisshown(Figure6.7).
Selectthe• New SMS TemplateorNew MMS Templatelinkatthebottomofthescreen.
Eitherthe• SMS Template creationscreenortheMMS Template creationscreenisdisplayed.
Enteratitleforthetemplateinthe• Title:textarea.
Selectanexistingtemplatefromthe• Select Templatedrop-downlistorComposeyourownmessageintheCompose Messagetextarea.
Messageshavealimitof160charactersforasingleSMS.IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.
Toclearalltextinthetextarea,clickthe• CLEARbutton.
Clickthe• BACKbuttontoreturntotheTemplateslisttochooseadifferenttemplate.
Enteratitleforthetemplateinthe• Title:textarea.
Selectanexistingtemplatefromthe• Select Templatedrop-downlistorcomposeanMMSmessage.
ToclearallcontentintheMMSComposerarea,clickthe•CANCELbutton.
Whentemplatecompleted,clickthe• SAVEbutton.
Figure6.8:MMSTemplateCreationScreen
Modifying Existing Templates
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheTemplateslink.
TheCompanytemplatesscreenisdisplayed.Selectthe•Modify Existingradiobutton.
FromtheTemplatelist,clicktheEdit• attherightofthetemplatetomodify.
The• SMS Template creationscreenortheMMS Template creationscreenisdisplayedwiththeselectedtemplate.
Makethenecessarymodifications.•
Ifyouwishtoclearallcontentinthetemplate,clickonthe•CLEARbutton.
Whencomplete,clickonthe• SAVEbuttontosavethemodifications.
Deleting Templates
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheTemplateslink.
The• Company templatesscreenisdisplayed.
ChecktheCheckboxattheleftoftheTemplate(s)you•wanttodelete.
Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Click• OKtodeletethetemplate(s)permanently.
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6.7.1 Managing Company MessagesTheLibraryMenuOptionsscreenallowsyoutoviewandedityourstoredmessagessavedfromtheSend SMSorSend MMSscreens.DuringthecomposingofmessagesyouhavetheoptiontosavethemessageasaCompany messagefromtheSave asdrop-downlistonthesescreens.
ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeleteCompanymessages.
Figure6.9:MessagesScreen
Viewing Company Messages
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.TheCompany Messagesscreenisdisplayed.
Clickthepreviewicon• totherightoftheMessageyouwanttopreview.
TheMessageispreviewedinthe• Message Previewareaattheleftofthescreen.
Using Saved Messages
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.
TheCompanymessagesscreenisdisplayed.•
ClicktheEditicon• totherightoftheMessageyouwanttomodify.
The• Send SMSorSend MMSscreenisdisplayedwithyoursavedmessagecontentsdisplayed.
Youarenowabletocontinuewiththecompositionofthe•retrievedmessage.
Deleting saved Messages
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.
TheCompanyMessagesscreenisdisplayed.•
ChecktheCheckboxattheleftoftheMessage(s)youwant•todelete.
Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Click• OKtodeletetheMessage(s)permanently.
6.7.3 Managing Company Multimedia ContentTheLibraryMenuOptionsscreenallowsyoutostoremultimediacontentforuseduringthecomposingofMMSmessagesfromtheSend MMSscreenandtheDesktopClient.
Adding Multimedia Content
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMultimedia Contentlink.TheCompany Multimediascreenisdisplayed,intheThumbnailviewbydefault.
Byclickingthe• ListlinkatthetoprightoftheMultimedia ContentscreenisdisplayedintheListview.
Clickthe• BROWSEbottomtotherightoftheAdd New Contenttextbox.Browseandselectthefileyouwishtoadd,thenclicktheOpenbutton.
Thefilepathisdisplayedinthetextboxnexttothe•BROWSEbutton.
EnteranamefortheContentinthe• Descriptive Nametextbox.
Clickthe• ADDbuttontosavetheContenttotheLibrary.
Deleting Multimedia Content
Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMultimedia Contentlink.
The• Company Multimediascreenisdisplayed,intheThumbnailviewbydefault.
ChecktheCheckboxatthebottomoftheThumbnailorat•theleftoftheContenttobedeleted.
Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.
Click• OKtodeletethemultimediacontent(s)permanently.
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Appendix 1: Company and Personal Settings
Appendix 2: Desktop Client Address Books SettingsTheTablebelowprovidesadescriptionoftheconfigurableaddressbooksettingsoftheDesktopClient.
Table: Address Book Settings
Setting Description
CompanySettings CompanysettingsareusuallyavailableforusebyallusersbutcanonlybemodifiedbytheSystemAdministrator.Companysettingsinclude:
CompanyAddressBookContacts•
CompanyAddressBookGroups•
CompanyMessageTemplates•
CompanyMediaContent•
CompanyInbox•
MessageLimits•
LongSMS.•
PersonalSettings Personalsettingsarefeatureswhichareonlyviewableandaccessiblebyyou.Personalsettingsinclude:
PersonalContacts•
PersonalGroups•
PersonalMessageTemplates•
PersonalMediaContent•
PersonalInbox•
SavePersonalmessagestoLibrary•
Schedulemessages.•
If you want… Then… Comments
TochangethelocationofthelocalcopyoftheaddressbooksyouuseintheDesktopClient.
ClickontheBrowse…buttonandselectanewfilelocation.
TheaddressbookstosynchronisewiththeaddressbooksineithertheTelstraDesktopMessagingapplicationorOutlook.
SelectSynchroniseinthebackground.
Tospecifywhentosynchronise. Enterthenumberofdaysafterwhichtheaddressbooksshouldbesynchronised,andthenumberofminutesidle.
TosynchronisewiththeOutlookGlobalAddressBook.
Refertoyourcompany’sLDAPadministratorforassistance.
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Appendix 3: Desktop Client Appearance SettingsTheTablebelowprovidesadescriptionoftheconfigurableappearancesettingsoftheDesktopClient.
Table: Appearance Settings
If you want… Then… Comments
TheDesktopClienttoautomaticallylaunchwhenyoustartyourmachineinthemorning.
Launchatsystemstartup. Ifyoudonotselectthisoption,thenyouwillneedtolaunchtheDesktopClientbyclickingontheicononyourdesktopscreen.
TodisplaytheDesktopClientmenubarbelow
Displaymenubaratstartup. Thisprovidesanalternativemethodforaccessingthemainfunctionsofthesystem.
TheDesktopClienttobedisplayedontopofanyotherapplicationsyoumayhaveopenatthetime.
Alwaysdisplayontop. YoucanminimizetheDesktopClientbyclickingontheminimizeicon .Ifyoudonotselectthisoption,thenwhenthemouseisclickedanywhereotherthantheDesktopClient,theapplicationwillreturntothebackground.
TheDesktopClienttobedisplayedifyouholdyourmouseoverthemenubariconforasecondormore.
Hoverovericontoreturntoforeground.
Seconds(aswellhashoursandminutes)tobedisplayedintheclockintheStartUpscreen.
ShowSecondsintimedisplay.
Tooltipinformationtobedisplayedwhenyouholdyourmouseoverascreenelement(egbutton)forasecondormore.
DisplayToolTipcaptions.
TochangethepresentationlayerofyourDesktop.
Browse,andselectanother.xmlfile. ThisdoesnotalterthefunctionalityoftheDesktopatall,justtheappearanceoftheouterlayer.
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Appendix 4: Desktop Client Message Sending and Store SettingsTheTablebelowprovidesadescriptionoftheconfigurablemessagesendingsettingsoftheDesktopClient.
Table: Message Sending Settings
Table: Message Store Settings
Appendix 5: Desktop Client Security and Sound SettingsTheTablebelowprovidesadescriptionoftheconfigurablesecuritysettingsoftheDesktopClient.
Table: Security Settings
Table: Sounds Settings
If you want… Then… Comments
ChangethenumberofrecipientsthataredisplayedinthePrev.Usedfield.
EnteranewnumberintheNumberofrecentrecipientsfield.
10isthemaximumnumberofrecipientsthatcanbedisplayedinthePrev.Usedfield.
Changetheminimumnumberofmessagecreditsrequiredbeforeanalertmessageisdisplayed.
EnteranewnumberintheMessagecreditalertthresholdfield.
EnablelongSMSmessagesending. ChecktheAllowlongSMSmessagescheckbox,andspecifythemaximumnumberofpartsintheMaximummessagepartsfield.
YoucansendSMSmessagesthatarelongerthan160characters.However,thesemessagesarebrokendownintoparts,ofwhichthefirstpartis160characterslong.Subsequentpartsallowslightlyfewercharacters.
If you want… Then… Comments
Savesentmessages. ChecktheSavesentmessagesfield.
Changethefolderwherethesentmessagesaresaved.
ClickontheBrowse…buttonandselectanotherfolder.
Discardsavedsentmessagesafteracertainperiod.
ChecktheDiscardsavedmessagescheckbox.
Changethenumberofdaysafterwhichsavedmessagesarediscarded.
EnterthenewnumberintheDiscardmessagesafter…daysfield.
If you want… Then… Comments
Savelogindetails. ChecktheSavelogindetailscheckbox,theenteredusernameandpasswordfromtheloginscreenwillberememberedfornexttimewhenyouexittheDesktopClient.
TheDesktopapplicationwillbeautomaticallypopulateyourlogindetails.
Enableauto-login. ChecktheAutologincheckbox. TheDesktopapplicationwillbeautomaticallylaunchedwhenyoubootupyourmachineinthemorning.
If you want… Then… Comments
Enablesounds. LeavetheDisablesoundscheckboxblank.
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Appendix 6: Email Plug-In: Telstra Desktop Messaging Business SettingsTable: Telstra Desktop Messaging Business Settings
If you want… Then… Comments
Haveareturnemailsenttoyoutoconfirmsuccessfultransmissionofamessage.
ChecktheSendemailconfirmationonsuccessfulmessagecheckbox.
Youwillautomaticallyreceiveemailnotificationofunsuccessfultransmissionofamessage.Youdonothavetomakeanyselectionsinthiscase.
Changethedefaultreplypath.
SelectanoptionfromtheSelectdefaultreplypathdrop-downlist:emailaddress,mobilehandset,companyinboxorpersonalinbox.
ThedefaultreplypathdisplaysintheNewSMSscreen,butcanbeover-riddenforindividualmessages.Thereplypaths:emailaddress,mobilehandset,companyinboxandpersonalinbox,aredefinedintheTelstraDesktopMessagingapplication.Thenumberthatappearsontherecipient’shandsetwilldifferdependingonthereplypathchosen.Ifthereplypathisa:•mobilehandset,therecipientwillseetheaccountholder’sregisteredmobilenumber.
•companyinbox,therecipientwillseethecompanybillingMSISDN.
•personalinboxoremailaddress,therecipientwillseeanumberthatisdrawnfromapoolofavailablenumbers.ThiswillbedifferentforeverySMSsent.
YouwillonlybeabletoviewreplySMSmessagessenttoyourpersonalinboxorthecompanyinboxviatheTelstraDesktopMessagingapplication.RefertoSection:2.10UsingInbox.
HavecalendarreminderssentasSMSmessagestothemobilephoneyoudesignatedinyourTelstraDesktopMessagingaccount.
ChecktheCalendarReminderscheckbox.
YouwillreceivecalendarremindersviaSMSiftheReminderfunctionisenabledinMSOutlookorLotusNotes.InMSOutlook,thismeansthattheRemindercheckboxmustbechecked.IftheRemindercheckboxintheemailclientisnotchecked,thennoreminderSMSwillbesenteventhoughyouhaveenabledcalendarreminders.Note:ThefacilitytohavecalendarreminderssenttoyourmobilephoneisnotavailableinOutlook97.
HavecalendarreminderssentasSMSmessagestootherrecipients.
ChecktheReminderstoallattendeescheckbox.
RecipientswithAddressbookmobilephoneentrieswillreceivecalendarremindersviaSMSiftheReminderfunctionisenabledinMSOutlookorLotusNotes.InMSOutlook,thismeansthattheRemindercheckboxmustbechecked.TheuseofEmailSMSaddressingformobilephonenumberswillalsoresultintheSMSbeingsenttothatnumber.IftheRemindercheckboxintheemailclientisnotchecked,thennoreminderSMSwillbesenteventhoughyouhaveenabledcalendarreminders.Note:ThefacilitytohavecalendarreminderssenttoyourmobilephoneisnotavailableinOutlook97.
EnablelongSMSsending.
ChecktheUseLongSMSCapabilitycheckbox,andenterthenumberofpartsyourequire(uptoamaximumof10parts)intheMaximumMessagesfield.
ThenewsettingswilltakeeffectnexttimeyoucomposeanewSMSmessage.
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Appendix 7: Administrator Settings: Permission DescriptionsTable: Permission Descriptions
Permission Description
Sending Messages
DefaultMMSHandsetCompatibility. SelectsthedefaultHandsetCompatibilityusedintheMMSComposer.
UseOnlineMessageDesktop. AllowsusertousetheDesktopClientapplication.
SendWebMessagestoanyNumber. AllowsusetosendWebmessagestoanynumber.
SendWebMessagestoonlyCompanyAddressBookContacts.
RestrictsuserstosendingWebmessagestorecipientswhoarelistedinthecompanycontactsonly.
SendWebMessagestoonlyPersonalandCompanyAddressBookContacts.
RestrictsuserstosendingWebmessagestorecipientswhoarelistedintheirpersonal@companycontactsonly.
DisableWebMessageSending. RestrictsusersfromsendingWebmessages.
UseWebMessageBulknumberSending. AllowsuserstousethebulknumbersendfeaturetosendWebmessages.
UseWebMessageMailMegSending. AllowsuserstousethemailmegfeaturetosendWebmessages.
UseWebMessageScheduling. AllowsuserstousetheschedulingfeaturetosendWebmessages.
SendLongWebSMSMessages. AllowsuserstosendWebLongSMSmessages.EnterthemaximumSMSpartsallowedintheadjacenttextbox.
UseXMLAPI. AllowsuserstousetheXMLAPIinterfacetotheTelstraDesktopMessagingapplication.
EmailSMS Messages
SendEmailSMSMessagestoanyNumber.
Allowsusertosendmessagesusinganemailclienttoanynumber.
SendEmailSMSMessagestoonlyCompanyAddressBookContacts.
Allowsusertosendmessagesusinganemailclienttocontactsinthecompanyaddressbookonly.
SendEmailSMSMessagestoonlyPersonalAddressBookContacts.
Allowsusertosendmessagesusinganemailclienttocontactsintheirpersonaladdressbookonly.
SendEmailSMSMessagestoonlyPersonalandCompanyAddressBookContacts.
Allowsusertosendmessagesusinganemailclienttocontactsinthepersonalandcompanyaddressbookonly.
DisableEmailSMSMessageSending. RestrictsuserfromsendinganSMSmessagefromanemailclient.
UseEmailSMSForwarding. Allowsuserstosendmessagesusinganemailprogramtotheirownmobilenumber.
SendEmailSMSfromtheEmailSubject. Canusethesubjectlineforthemessagedetails.
SendEmailSMSfromtheEmailBody. Canusetheemailbodyforthemessagedetails.
SendEmailSMSfromboththeEmailSubjectandBody.
Canuseboththesubjectlineandtheemailbodyforthemessagedetails.
ConfirmsuccessfulsubmissionofEmailSMSmessagesviaemail.
EmailconfirmationofsuccessfulsubmissionofanEmailSMSmessageisenabled.
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Appendix 7: Administrator Settings: Permission Descriptions continued…Table: Permission Descriptions
Permission Description
EmailSMS Messages cont’d.
SetEmailSMSreplypathastheCompanyInbox(RequiresManage/UseCompanySMSInbox).
SelectstheCompanyInboxasthedefaultreplypathforEmailSMSmessages.
SendLongEmailSMSMessages. AllowsuserstosendEmailSMSLongSMSmessages.EnterthemaximumSMSpartsallowedintheadjacenttextbox.
SMS Inbox
ManagePersonalSMSInbox. View,export,replyto,anddeletemessagesreceivedinpersonalinbox.
UsePersonalSMSInbox. SelectPersonalInboxasareplypath.
HavePersonalSMSInboxasdefaultreturnpath.
PersonalInboxissetasthedefaultinboxforreceiptofreturnmessages.
ManageCompanySMSInbox. View,export,replyto,anddeletemessagesreceivedincompanyinbox.
ManageCompanyInboxRules. AllowsuserstocreateandeditInboxRulesintheRulesWizardscreen.
UseCompanySMSInbox. SelectCompanyInboxasareplypath.
ViewRulesWizard. AllowsuserstoviewRulesintheRulesWizardscreen.
HaveCompanySMSInboxasdefaultreturnpath.
CompanyInboxissetasthedefaultinboxforreceiptofreturnmessages.
Address Book
ManageCompanyAddressBook. Add,edit,anddeletecontactsinthecompanycontactslist.Thisincludesimportingnewcontacts.
UseCompanyAddressBook. Userscanusethecompanycontactstosendmessages.
ManagePersonalAddressBook. Add,edit,anddeletecontactsintheirpersonalcontactslist.Thisincludesimportingnewcontacts.
UsePersonalAddressBook. Userscanusethepersonalcontactstosendmessages.
Templates
ManageCompanyMessageTemplates. Add,editanddeletecompanymessageLibrarytemplates.
UseCompanyMessageTemplates. AllowsusertousecompanymessageLibrarytemplateswhencomposingmessages.
ManagePersonalMessageTemplates. Add,editanddeletepersonalmessageLibrarytemplates.
UsePersonalMessagesTemplates. AllowsusertousepersonalmessageLibrarytemplateswhencomposingmessages.
UsePersonalMediaContent. AllowsusertousepersonalLibrarymultimediacontentwhencomposingmessages.
ManagePersonalMediaContent. Add,editanddeletepersonalLibrarymultimediacontent.
UseCompanyMediaContent. AllowsusertousecompanyLibrarymultimediacontentwhencomposingmessages.
ManageCompanyMediaContent. Add,editanddeletecompanyLibrarymultimediacontent.
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Appendix 7: Administrator Settings: Permission Descriptions continued…Table: Permission Descriptions
Permission Description
Message Logs
ViewScheduledMessages. Userscanviewallscheduledmessages.
ViewMessagesSentByAllUsers. Userscanviewallmessagesthathavebeensentbyallusers.
ViewOwnMessages. Userscanviewonlythemessagestheyhavesent.
Administration Functions
ManageCostCentres. Newcostcentrescanbeaddedanddeleted.
ManageUserGroups. Usergroupscanbeadded,edited,anddeleted.
ManageUsers. Userdetailscanbeadded,edited,anddeleted.Thisincludesthegouptheuserisamemberof,thecostcentretheyfallunder,andtheirpersonalmessagelimit.
AddUserAccountsinBulk. Usercanuploadusersusingthebulkuploadmethod.
ViewUsers. Userdetailscanbeviewedonly.
!
!
Appendix 8: Creating a CSV FileCSVfilesareusedtouploadcontactinformationsuchasnamesandmobilephonenumbers,intotheTelstraDesktopMessagingapplicationaddressbook.Theyarealsousedformailmegandbulknumbersendmessages.ACSV(commadelimited)fileiscreatedusingMS-Excel.
WhenenteringmobilephonenumbersinaCSVfile,ensuretherearenospacesbetweenanydigits,therearenodashes(-)separatingdigits,thenumberisthecorrectlegh,ie10digits,andthenumberbeginswithazeroifitisinfullnationalnumberformat,or’614’ifitisininternationalformat.Ifaninternationalnumber(egaU.K.number)itcanbeginwithanynumber.
Thecellsthatcontainthemobilenumbersmustbeformattedastextcells.Todothis,highlightthecolumncontainingthemobilenumbers,right-clickinoneofthecellsandselectFormatCellsfromthemenu.OntheNumbertab,selectTextfromtheCategorylistandclicktheOKbutton.Iftheformattingisappliedafterthecellswerepopulated,checktomakesurethemobilenumbersstillstartwithazero.
CompletethestepsbelowtocreateaCSVfile:
LaunchMS-Excel,andcreateanewspreadsheet.•
Enterthedetailsrequired(mobilenumber,name,•referencenumbersetc.)intothespreadsheetusinganewcolumnforeachoftheheadings.
Entertherequiredinformationinthespreadsheet•dependingonthepurposeoftheCSVfile.
• To import contact details into Address Book ensurethatyouincludethefollowinginformationintheorderbelow:
–Firstname(mandatory)
–Surname(mandatory)
–Mobilephonenumber(mandatory)
–Emailaddress(optional)
• For a mail merge send message
–Youmustincludethecontact’smobilephonenumberandanyotherinformationthatisrelevantegtitle,surname,referencenumberetc.
For a bulk number send message•
–Youshouldincludemobilephonenumbersonly.
Beforesavingthespreadsheet,ifthereismorethanone•sheetperbook,right-clickontheunusedsheet’stabandselectDeletefromthepop-upmenu.TheCSVfileformatdoesnotsupportmultiplesheetsperbook.
Select• Save AsfromtheFilemenu,thenselectalocationandenterafilename.
Usingthe• Save As Typedrop-downlist,selectCSV (Comma Delimited)fromthelist.
Clickonthe• Savebutton.AmessagewarningthatthespreadsheetmaycontainsomefeaturesthatarenotcompatiblewithCSVisdisplayed.
Clickthe• OKbuttontocontinue.
ThespreadsheetisnowreadytobeimportedintoTelstraDesktopMessaging.
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Appendix 9: Message Compatibility Class RestrictionsAny MMS handset MMS handsets with
audioMMS video handsets Maximum MMSC
support
Maximummessagesize
45kB 45kB 100kB 300kBforIntercarrier500kBforTelstra
Maximumno.ofuseraddedcontentparts(ienotincludingSMIL)
13 13 13 13
Allowablecontenttypes–Image
BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG
BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG
BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG
BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,BMP,PNG
Maximumimageresolution
160x120pixels 160x120pixels 640x480pixels 1600x1200pixels
Maximumsizeoftextpart
300characters 300characters 300characters 1000characters
Allowablecontenttypes–Audio
AMR,MIDI,MID,WAV,IMY,EMY
AMR,MIDI,MID,WAV,IMY,EMY
AMR,MIDI,MID,WAV,IMY,EMY,EVC,AAC
Allowablecontenttypes–Video
3GPP,3GP,MP4 3GPP,3GP,MP4,MPG
Videoencodingrestrictions
Resolution:upto176x144Videocodec:MPEG-4orH.263Audiocodec:AMREncodingrate:notexceeding110kbps
Resolution:upto176x144Videocodec:MPEG-4orH.263Audiocodec:AMREncodingrate:notexceeding110kbps
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