Portal Settings Terminology

Critical Event: A Critical Event is an occurrence that causes a business disruption. Example: IT outages, supply chain disruptions, man-made events like active shooters, natural events like earthquakes or Pandemic like Covid-19.

Event category: Event category is the various categories of business disruptive events such as Facility Closure, Power Outage, IT Network or Communications Outage, Transport Disruption, Loss of Talent or Skills, etc.,

Broadcast setting: A broadcast setting is a mass communication setting of the message template, delivery mode, delivery intervals, delivery cycle, duration, etc., Example: An Airways company intimates its passengers on flight delay.

Simple Mail Transfer Protocol: The Simple Mail Transfer Protocol is an Internet standard communication protocol for electronic mail transmission. Mail servers use SMTP to send and receive mail messages. SMTP email server pertains to outgoing email, it’ll have an address (or addresses) that the mail client or application you use that generally looks like this: smtp.serveraddress.com.

Example: The SMTP server Gmail uses is smtp.gmail.com, and Twilio SendGrid’s is smtp.sendgrid.com.

Simple Mail Transfer Protocol

Create / Edit SMTP Settings:

SMTP stands for Simple Mail Transfer Protocol and it’s an application used by mail servers to send, receive and relay outgoing mail between email senders and receivers.

SMTP settings can be created by using the update on the top right.

Click on update to add a new SMTP setting.

SMTP Host: Enter the SMTP Host Name.

SMTP Port: Enter the SMTP Port details.

SMTP User Name: Enter the Username.

SMTP Password: Enter the Password.

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

Delete SMTP Settings

Select the SMTP Setting and Click on the Remove button.

Broadcast Settings

Adding a new setting:

On “New Broad-Cast Setting”, the user needs to fill in the Setting Name, Setting Type, Sender Email Address, Delivery Method, Delivery Order, BroadCast Duration, Interval Between Delivery Methods, Contact Cycles, and Languages.

Add Setting

Setting Name: The user can enter the Broad-Cast Setting Name.

Setting Type: Select the Setting Type as Notification or Incident.

Sender Email Address: Enter the EMail Address of the respective Organization’s Sender EMail ID. Example:  incidentsupport@zapoj.com

Delivery Method: Select one or multiple Delivery Methods listed as Email Address / SMS Devices / Voice Calls in which Contacts should receive the communication.

Delivery Order: Select Delivery Order as Organization Default or Contact Preferred from the dropdowns. Organization default is recommended for standardized and uniform broadcasting delivery. 

Broadcast Duration: Select the number of hours from the dropdown to define how long the broadcast has to last or be active.

Interval Between Delivery Methods: Interval between delivery methods is from 1 Minute to 60 Minutes. Select the preferred interval to define the time gap between each delivery mode like Voice, SMS and Email. 

Contact Cycles: Number of Contact cycles is from 1 to 20. Select the preferred number of cycles to define how many times the communication to be repeatedly broadcasted if the recipient is not responding in any of the delivery methods.   

Languages:  Select preferred language from the given English(US), English (UK) and Hindi from the dropdown.

In this, you can create settings for Notifications and Incidents.

Viewing a setting:

Click on the Setting name to view it. You will see details of that specific setting.

Delete a Setting:

Click on the setting name and click on the right-top Actions to find the Delete button.

                                                                              Or

 You can find the delete button in the Actions button dropdown next to the list as shown below.

Edit a Setting:

Actions -> Edit. You can edit all the settings.

Copying a Setting:

By copying a setting, you can duplicate the same setting and make minor changes, as requried. This helps to reduce time and effort.

Copyright Settings

On “Copyright Settings”, the user needs to fill in the Setting Name, Header Logo, Header and Footer.

Add Record Type:

Setting Name: Users can enter the Supply Chain name.

Header Logo: Click on Choose file, User can upload the file.

Header: The user can enter header data. Example: Heading or Purpose or Context of the Message. “Organizational Communication on Monsoon Preparedness”

Footer: The user can enter footer data. Example: “This is a System Generated Message. Please do not Reply.”

New Setting:

Here you can add Header Logo, Header, and Footer here.

Edit a Setting:

You can edit all the features we have added while creating the setting.

Actions -> Edit.

        Actions->Delete:    

Delivery Order

Here they are given some delivery orders like the first is email, second is email and then phone and then SMS.

Change Delivery Order:

You can change the Delivery orders as per your priority. 

You can add the new delivery methods also.

Maps

Here you can add map lists and set colors for Weather Layers as well.

Create a new Map Setting: 

To create a new map setting click on the add new map setting button on the top right corner to open a new window.

In the new window, name the new map setting and then select the Default Map View whether it is.

Select Map Default View: Select the view you wanted like view of world map, view of continent, country, state maps respectively. 

World View: 

Country View: Select the country from the drop box given.

Continent view: Select the continent by clicking on the drop box given.

State view:  For this you have to select a country first and then state.

Zoom level: This is used to zoom your exact location like the location of your home, office etc. You have 0 to 24 levels of zooming.

After selecting, submit them. Now you can see the created locations in the Maps (VRI).

Delete Maps: You can delete a Map by Go to Settings -> Maps -> Actions -> Delete.

 Weather Layer Colors:

To set weather layer colors, click on Maps and then the weather layer colors tab present on the left side of the window.

You can change the colors as suitable for each weather layer type clouds, wind speed, temperature and precipitation. 

Change the colour and save the changes.

Then click on the respective color codes of the corresponding Layer Types

Do this color change for all the required layer types and click on Save Button.

Events

New Event: 

Click on New Event to start creating.

Event Name: Users can enter the Event Name.

Setting Type: Users can select the Setting Type as Notification / Incident as required.

This is how you can add a new Event.

Edit an Event: 

Click on the “Actions” dropdown and click on “Edit”.

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

Event Name: Users can enter the Event Name.

Setting Type: Users can select the Setting Type as Notification / Incident as required.

You can edit the name, Setting type and status here.

Delete an Event: 

Go to Actions -> Delete.

Portal Settings Contacts

Add Record Type:

For adding up a new record, click on the Add Record Type tab present on the left side of the window.

For adding up a new record, click on the New Record Type tab present on the right side of the window.

Give the new record type name and click on the Add button present below.

 Set Legends:

Herewith this option, we can set the preferred color to the records we wanted. Click on the Set Legends tab present on the left side of the window.

Click on the color box of the respective record type of which we would like to change the color. Select the required color and click on the Save button present at the bottom of the window.

Categories

You can categorize the notifications and settings here.

New Category: 

On “Category”, the user needs to fill in the Category Name and Setting Type.

Category Name: Users can enter the Category Name.

Setting Type: Users can select the Setting Type as Notification / Incident as required and Add.

Click on the new category to start creating.

Give category name and select Setting Type i.e., Notification and Incident and click Add.

Edit a Category:

Click on Actions and then Edit to edit a Category.

Here you can edit Category name, Setting Type

Delete a Category:

Actions -> Delete. You can Delete a category.

Asset Icons

Here you add some Icons. Click on Add Custom Icon. These are the icons we see in Maps for your assets like cars, buildings, offices etc

Icon Name: Give a desired name for the Icon here.

Asset Type: There are movable and non-movable assets.

Asset Icon: Need to choose a predefined Icon.

Create an Icon:

We can create new icon from here

Edit an Icon:

You can Edit an Icon whenever you want by clicking on Actions ->Edit.

Change the details you want to and Update.

Delete an Icon:

You can delete the Icons you created. Go to Actions -> Delete.Category

Categories:

Add Categories:

On “Add Category”, the user needs to fill in the Category Type, Category Icon and Category Name.

Category Type: Select the category Type  as Facilities / Equipment / Supply Chain from the list.

Category Icon: Select the Category icon from the list.

Category Name: Users can enter the Category name.

Add a category and click on add button 

All Categories page 

Edit a category:

You can Edit an Icon whenever you want by clicking on Actions ->Edit.

Delete a category:

You can delete the Icons you created. Go to Actions -> Delete Category