Recur Notification

Recur: Recurring notifications allow organizations to send messages as reminders at regular intervals. Messages can be resent on daily, weekly, monthly and yearly frequencies.

For Notification Recurrence, go to Templates -> Actions -> Recur. 

After clicking on Recur you will be directed to another page where you have to fill Notification Recurrence details like Time zone, Date, Time, Recurrence like Daily, Weekly, Monthly, or Yearly.

Daily: If you select to recur daily you have to fill in the following details.

You can select every working day, every specific number of days, end after specific number of recurrences, No End Date or End on a specific Date.

Every Working Day: Select this to send notification every working or business week day.

Every Specific Number of Days: Select this to send notification every specifc number of days like every single day or every 7 days.

End After Number of Recurrences: Select this to end notification after a specific number of recurrences like 3 or 5, etc., as needed.

No End Date: Select this to send notification continuously with no end date.

End On: Select this to send notification till the specified end date.

Weekly: If you select weekly you have to give the following details.

Select the days on which the notification should be sent on like every Friday or every weekday.

Every Specific Number of weeks: Select this to send notification every specific number of weeks like every single week or every few weeks.

End After Number of Recurrences: Select this to end notification after a specific number of recurrences like 3 or 5, etc., as needed.

No End Date: Select this to send notification continuously with no end date.

End On: Select this to send notification till the specified end date.

Monthly: 

Give a day number of every month (give month number).

Day of every Month: Select the specific number of day of a specific number of month in which the notification should be sent on like every 15th day of 12th Month (December).

End After Number of Recurrences: Select this to end notification after a specific number of recurrences like 3 or 5, etc., as needed.

No End Date: Select this to send notification continuously with no end date.

End On: Select this to send notification till the specified end date.

Yearly: 

Repeat every Number of Years : Select the specific number of years in which the notification should be cycled repeatedly. Every 1 Year or every 5 years.

End After Number of Recurrences: Select this to end notification after a specific number of recurrences like 3 or 5, etc., as needed.

No End Date: Select this to send notification continuously with no end date.

End On: Select this to send notification till the specified end date.

After filling required details click on Recur

This is where you can view all the recurring notifications.

Viewing a Recurring Notification:

Click on Recur Id to view. Here you can view Notification details, Message preview, Target recipients and Broadcast settings.

Inactivate a Recurring Notification:

To inactivate a recurring notification which is currently active, click on Actions > Inactive.

OR

Schedule Notification

Scheduling notifications gives you the flexibility to send notifications or alerts automatically at a pre-defined date and time. This also allows you to prioritize notifications or alerts to schedule them at appropriate time intervals.

To schedule a Notification, go to Templates and you will see the Actions drop box at the right. Click on the drop box you will see send, Schedule, and Recur.

Click on schedule for Scheduling a Notification. After clicking on schedule, you will be directed to a page where you have to fill in the schedule details like Time zone, Date, and Time.

Once the Time Zone is selected, you can select the date and Time in which the notification has to be sent. After giving the details click on Schedule now.

All the scheduled notifications will be seen here.

Under Actions menu, you can select “Inactive” to deactivate a schedule or select “Active” to activate a schedule.

Rejected Templates

Click on Reject then the template will navigate to the Rejected Templates tab.

Edit Rejected Template:

Click on “ Rejected Title “ or on the  “Actions” dropdown and click on “Edit”.

The user will be redirected to the “ Rejected Template details “ page.

The user can Edit the details and click on the “Save/Submit” button.

Note:

•  After editing user click on Save then the template navigates to the Drafts page
• After editing user clicks on Submit then the Template navigates to the Sent/Submitted page

Delete Rejected Template:

Click on the” Rejected Template Name ” or on the click on” Actions” dropdown and click on “Delete”.

The user will be redirected to the “Rejected Template details” page. Click on Actions and click on “Delete”.

Copy Rejected Template:

Click on  “Rejected Template Name ” or on the “Actions” dropdown and click on “Copy”.

The user will be redirected to the “Rejected Template details” page, Click on the “Actions” dropdown and click on “Copy”.

Approved Templates

Click on Approve then the template will navigate to the Approved tab.

Edit Approved Template:

Click on “Approved Name “ or on the  “Actions” dropdown and click on “Edit”.

The user will be redirected to the “ Approved Template details “ page.

The user can Edit the details and click on the “Save/Submit” button.

Note:

•  After editing user clicks on Save then the template navigates to the Drafts page
• After editing user clicks on Submit then the Template navigates to the Sent/Submitted page.

Delete Approved Template:

Click on the” Approved Template Name ”  or on the” Actions” dropdown and click on “Delete”.

The user will be redirected to the “Approved details” page. Click on Actions and click on “Delete”.

Copy Approved Template:

Click on  “ApproveTemplate Name” or on the “Actions” dropdown and click on “Copy”.

The user will be redirected to the “Approved Template details” page, Click on the “Actions” dropdown and click on “Copy”.

Sent / Submitted Templates

Message Template can be created by clicking on “ Create Template” .on the top right

Note: Latest list of Sent / Submitted Templates can be refreshed on the screen using the Refresh button next to Create Template. 

 On “Create Template” fill in the details like Message Template Name, Message Template Description, Message, and Speech.

Click on “Submit” after filling in all the mandatory data. The template navigates in the Sent/Submitted templates list.

Edit Sent/Submitted Template

Click on “Sent/Submitted  Name “ or on the  “Actions” dropdown and click on “Edit”.

The user will be redirected to the “ Sent/Submitted details “ page.

The user can Edit the details and click on the “Submit” button.

Delete Sent/Submitted Template:

Click on the” Sent/Submitted” Template Name or on the” Actions” dropdown and click on “Delete”.

The user will be redirected to the “Sent/Submitted details” page. Click on Actions and click on “Delete”.

Copy Sent / Submitted Template:

Click on the” Sent/Submitted” Template Name or on the” Actions” dropdown and click on “Copy”.

Mass Notification and Message Template Terminology

Content: Content is the organizational message for the stakeholders on critical events through the Z suite application. Example: Rain or Flood Alert, Power or Network Failure Notification, etc.,

Message Templates: Message Templates are reusable message formats for organizations or businesses to notify their stakeholders. This helps business to use just the template identifier along with the appropriate parameters instead of the full message content.

Notification: A notification notifies the user on threats that can impact, incidents happened, and usually gives information about what can happen or what happened. Notifications are set up by the user and are triggered by specified alerts to send a voice message, SMS text, E mail or a push notification.

Mass Notification: Mass Notification is critical communication on Threats or Incidents to specific or multiple contacts selected and grouped under criteria like Employee Role, Location, etc.,

Who can access Mass Notification and Message Template features?

Mass Notification Manager: Mass Notification Manager is the one who is authorized to notify the respective stakeholders of critical events.

Mass Notification Manager has access to all the mass notification-related activities. Content writers have access to create message templates and managers have access to approve or create new message templates as well.

Mass Notification Dispatcher: Mass Notification Dispatcher is the one who is authorized to dispatch the emergency mass notification to the respective stakeholders on critical events.

Mass Notification Dispatcher can create, edit, send, and monitor critical event notifications to ensure that the right information is sent to the right people at the right time by tailoring the content, audiences, and methods in specific notification templates.

Content Writer: Content Writer is the one who is authorized to create and edit the content for the Incident message templates.

Content Writer can Create, Edit and Delete the Message templates for Incident Notifications, Incidents pertaining to both IT and Non-IT, View users and dashboards

Content Manager: Content Manager is the one who is authorized to create and edit the content or message templates.

Content Manager can Create, Edit and Delete the Message templates for Incident Notifications, Incidents pertaining to both IT and Non-IT, View users and respective dashboards.

Understanding Message Templates

Message Templates allows businesses to send well-organized messages to stakeholders including media (file/audio/video), customized contents for each recipients base on specific parameters. Template Messages must be approved before sending them.

Click on the menu and select message templates.

Drafts: Here all the drafted messages will be listed.

Message Details

Message Template Name: The user can enter the Message Template Name

Message Template Description: The user can enter the Message Template Description / Details.

Message Templates can be created and maintained for Incident or Threat Alerts, Issue Status Shipping Track Updates, Downtime Updates, etc..,

Speech: Select the speech Text to Speech / Use a voice recording from the radio buttons.

Drafts

After creating the Template, click on Save then the template navigates to the Drafts page.

Here you can edit some message details Message Template Name, Message Template Description, Message etc

If you include a separate message for Email notifications, you can edit Email subject, email etc

You can attach files by clicking on choose files.

Creating a Template: To create a new Template click on Create Template which you can see on the screen.

You will be directed to a New Message Template Page. Here you can give some mandatory details like Message Template Name, Message Template Description, and Message.

Email:  Here you can include a separate message for Email notifications by clicking on the check box given.

For Email, you have to fill in the details like Email subject, email message and you can attach files also, same as in a Mail.

Speech: Here you can select Text to speech, use a voice recording and None.

Text to speech: Here the Description you gave in the Text will be changed into speech and sent.

Use a voice recording: 

You can record audio or can upload audio.

Edit Drafts Template

Click on “Drafts Title “ or on the  “Actions” dropdown and click on “Edit”

The user will be redirected to the “ Drafts details “ page.

The user can Edit the details and click on the “Save” button.

Delete Drafts Template

Click on  “Drafts Name”   or on the” Actions” dropdown and click on “Delete”.

The user will be redirected to the “Drafts details” page. Click on Actions and click on “Delete”.

Copy Drafts Template

Click on the Drafts name or on the “Actions” dropdown and click on “Copy”.

The user will be redirected to the “Drafts details” page, Click on the “Actions” dropdown and click on “Copy”.

Note: 

• After creating the template user clicks on Save the template and navigates to the Drafts tab
• After creating the template user clicks on Submit, the template navigates to Sent / Submit tab

Notification Management

A notification is a message to provide the users with timely alerts, reminders, communication on threats, risk events, incidents, etc., Users can tap the notification to read and respond to the notification as appropriate.

There are various types of notifications like voice, text, e mail, push notifications, etc.,

Templates: 

All the created Notification Templates are listed here.

Creating a Notification:

On “Create Notification”, the user needs to fill in the Notification Title, Category Type, Event Type, Select Existing or Create Template, Responses, Select Contacts, and Settings.

Notification categories allow your users to manage notification settings for each category that you have defined. Example: “Weather Alert”, “Fire Safety”, “Cyber Event”, “IT Downtime”, etc.,

Add Notification Template

Notification Title: The user can enter the Notification Template Name.

Category Type: Select the Category Type from the dropdown list

Event Type: Select the Event Type from the dropdown list.

Select Existing or Create Template: Select Existing Template/Create New Template from the Radio buttons.

Responses: Select the Responses as Two Way/One way from the Radio buttons.

Select Contacts: Select  Contacts as Individuals/Groups/Zones.

Settings: Select Settings Email Format and Settings from the dropdown list.

Click on the “Create Notification” button to create a notification template. Firstly, you have to give Notification details like Notification Title, Category Type, and Event Type.

Notifications can be sent on Natural Disasters, Power and Infra Outages, Technology Failures, Work Health & Safety Events, Geo / Socio Political Unrest, Transportation and Logistics Failures, etc.,

Choose the “Category Type” and “Event Type” that you have already created as a part of Settings.

To create a notification the next step is to “Select Existing Template” or “Create New Template”.

After selecting a template, you can view the message preview as below.

You can check the text to speech or recorded voice in the MMS preview.

After selecting templates, you can select the user responses option for “One Way” or “Two Way”. With a one-way notification, you can send a message to the recipient, but would not be able to get specific responses from them.

Two-way communication always includes specific responses or feedback from the receiver and helps the sender to take appropriate support measures. This also helps in conducting targeted surveys and polls.

Example: During disaster relief operations, to ensure whether people are safe the recipient response options can be sent as “Am Safe” and “Need Help”.

On an organization vaccination campaign, to ensure whether employees are vaccinated the recipient response options can be sent as “Vaccinated with Booster Shot”, “Vaccinated with No Booster Shot”, “Vaccinated with No Second Dose”, “Not Vaccinated”.

By selecting “Two Way” you can provide multiple user response options as required to get respective response input from the user. i.e. Recipient can provide the appropriate response to the Notification (or message) you have sent.

Then select the required Contacts, Email Format and Broadcast Settings, and click submit.

Active:

By clicking on the “Active”, you can view all the notifications which are currently active. When there are no active notifications it will be an empty page. Using the pause or stop option you can respectively hold the active notification from sending temporarily or permanently.

Scheduled: By clicking on the “Scheduled”, you can view all the notifications scheduled for future. When there are no scheduled notifications it will be an empty page. Using the pause or stop option you can respectively hold the active notification from sending temporarily or permanently.

Under Actions menu, you can select “Inactive” to deactivate a schedule or select “Active” to activate a schedule.

History:

By clicking on “History”, you can view the historical notifications sent previously like last 7 days or last 30 days with Notification ID, Title, Category, Event, Sent On, Sender Name and Delivery Status (with respective mode of delivery like phone, SMS, and Email on mouse over).

View History:

Click on the “ID” to view the details of the Notification. Here you can see Notification details, Message Preview, Target recipients and Broadcast settings.

Notification Report:

The notification report lets you know the delivery success rate and status of the message notification that you have sent to one or multiple contacts.

In a notification report, you can see the high-level stats like Notification Title, Type of Notification, Number of Contacts Notified, Number of Contacts Responded, Notification Category, Launched By, Launched On Date, When it started sending, Time taken to complete sending.

Here you can see the details of the Delivery paths, Delivery status and Recipients.

You can select and view both Delivery Path and Status charts as Column, Line, Pie, Bar, Polar and Tree Models.

You can filter and view both Delivery Path and Status charts by Comment Type, Contact Type, Confirmation, Contact Name, Send Date.

If the message is sent as a two way notification, in Delivery Comments section, you can view graph by User Response. Example: If the response options are Two Dose Vaccinated. One Dose Vaccinated and Not Vaccinated the responses for each option can be viewed.

Using the options on the top right, You can view the graph chart in full screen, print chart or download as PNG, JPEG, PDF, SVG Vector Image.

Notification Management

The Organization Admin and Mass Notification Manager have access to Create Notifications.

Templates: 

Here is the place where you can create a new notification template.

Click on the “Create Notification” button to create a notification template. Firstly, you have to give Notification details like Notification Title, Category Type, and Event Type.

For “Notification Title” give the title as per your wish.

For “Category Type” you will have a dropbox with the categories which are already created in settings. You can select your preferred category from them.

You also have to give the “Event type” here.

To create a notification the next step is to “Select Existing Template” or “Create New Template”.

The process is the same for creating a template.

After selecting templates, the next thing is to select the responses i.e. “One Way” or “Two Way”.

If you select the “One Way” radio button and launch a notification, no response will be received to the user from the target recipient. 

If you select “Two Way” you can receive a response from the other side, i.e. they can give a reply to the Notification (or message) you have sent.

The next steps are to select contacts and settings, same as creating an IncidentActive:

By clicking on the “Active” button you can have a look at the Notifications which are active. Here there are no active ones so it is showing an empty page.

By clicking on the “History” button you can see the history of previous notifications.

Viewing a history:

Click on the “ID” to view the details of the Notification. Here you can see Notification details, Message Preview, Target recipients and Broadcast settings.

Report of a Notification:

Here you can see the details of the Delivery paths, Delivery status and Recipients.

Scheduling a Notification:

To schedule a Notification, go to Templates and you will see Actions dropbox at the right. Click on dropbox you will see send, Schedule, and Recur.

Click on schedule for Scheduling a Notification. After clicking on schedule, you will be directed to a page where you have to fill in the schedule details like Time zone, Date, and Time.

For Time zones there is a dropbox given, so you can select from them. The date and Time should be given by you. After giving the above details click on Schedule now.

All the scheduled notifications will be seen here.

Recur:

To recur a Notification, go to Templates -> Actions -> Recur. 

After clicking on recurring you will be directed to another page where you have to give recurring details like Time zone, Date, Time, and here you have to give recurring times like Daily, Weekly, Monthly, and Yearly.

Daily: If you select to recur daily you have to fill in the following details.

You can select every working day. Also, given me how many days you want.

Ender after recurrence: Give the number of recurrences you want.

No End Date: If you select this recurrence won’t stop.

End On: You should give the end date here.

Weekly: If you select weekly you have to give the following details.

Select the days on which the recurrence should be done and the remaining are the same as in Daily recurrence.

Monthly: 

Give a day number of every month (give month number). The Rest are the same.

Yearly: 

Give the years to repeat and the remaining are the same. After filling required details click on Recur

This is where you can see the recurring notifications i.e., we will give some time gap to send the same notification. 

Viewing a Recurring Notification:

Click on Recur Id to view. Here you can view Notification details, Message preview, Target recipients and Broadcast settings.

Inactivate a Recurring Notification:

Actions -> Inactive

OR