Mass Notification User Guide Everbridge Suite

Mass Notification User Guide Everbridge Suite
D R A F T — I N TE RN A L U S E O NL Y
Mass Notification User Guide
Everbridge Suite
August 16, 2013
Mass Notification User Guide
Everbridge Suite
August 16, 2013
Printed in the USA.
Copyright © 2013. Everbridge, Inc. All rights are reserved. Everbridge, Aware, SmartGIS, Act‐SaaS, One Call‐
Reaches All, Emergency Notification in the Cloud, Everbridge Matrix, Instacom, Interactive Communications Visibility, and Interactive Visibility are trademarks of Everbridge, Inc. All other registered or unregistered trademarks and service marks are property of their respective companies and should be treated as such. No part of this publication may be reproduced, transcribed, or transmitted, in any form or by any means, and may not be translated into any language without the express written permission of Everbridge.
Limit of Liability/Disclaimer of Warranty: Everbridge makes no representations or warranties of any kind with respect to this manual and the contents hereof and specifically disclaims any warranties, either expressed or implied, including merchantability or fitness for any particular purpose. In no event shall Everbridge or its subsidiaries be held liable for errors contained herein or any damages whatsoever in connection with or arising from the use of the product, the accompanying manual, or any related materials. Further, Everbridge reserves the right to change both this publication and the software programs to which it relates and to make changes from time to time to the content hereof with no obligation to notify any person or organization of such revision or changes.
If you are not an Everbridge licensee and the intended recipient of this document, please return to Everbridge, Inc.,
500 N. Brand Boulevard, Glendale, CA 91203.
Export Restrictions: The recipient agrees to comply in all respects with any governmental laws, orders, other restrictions (“Export Restrictions”) on the export or re‐export of the software or related documentation imposed by the government of the United States and the country in which the authorized unit is located. The recipient shall not commit any act of omission that will result in a breach of any such export restrictions.
Everbridge, Inc.
500 N. Brand Boulevard, Suite 1000
Glendale, California 91203 USA
Toll‐Free (USA/Canada) +1.888.366.4911
Visit us at www.everbridge.com Everbridge software is covered by US Patents, including Numbers 7,664,233; 7,895,263; 8,149,995; 8,175,224; and 8,280,012
D R A F T — I NT E R NA L U S E O N LY
This document and all Everbridge technical publications and computer programs contain the proprietary confidential information of Everbridge and their possession and use are subject to the confidentiality and other restrictions set forth in the license agreement entered into between Everbridge and its licensees. No title or ownership of Everbridge software is transferred, and any use of the product and its related materials beyond the terms on the applicable license, without the express written authorization of Everbridge, is prohibited. D R A F T — I N TE RN A L U S E O NL Y
C O N T E N T S
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .v
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vi
Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi
Using Everbridge Suite Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Contents of This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii
Chapter 1 — Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Delivery Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Sending a Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Account Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Organization Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Dynamic Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Adding Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Registering Your User Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Help & Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Everbridge University . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Contact Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
M AS S N O T IF I C AT I O N U S ER G U I D E
C ONFIDENTIAL
iv
Contents Chapter 2 — Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Overview of the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Notification Count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Notification Report Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Contact Records by Record Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Event Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Customizing the Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Chapter 3 — Universe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Chapter 4 — Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Overview of Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Adding and Sending a Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Notifications Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Including a Voice Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Active/History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Notification Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Event Summary Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Notification Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Adding Templates to the Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Scheduled / Recurring Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Message Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
About Text Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Maintaining Your Message Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Chapter 5 — Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Overview of Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
The Main Contacts Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Filtering Your Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Groups and Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Adding Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
About Contact Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
C O NF ID E NT I A L
E V ER B R I D G E S U IT E
D RA FT — I N T E R N A L U S E O NLY
Overview of the Universe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using Search from the Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Understanding Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Saving Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Map Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Display Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Contact Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Change Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Adding and Sending a Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Contents
v Adding Contacts Individually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Uploading Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Chapter 6 — Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151
Overview of Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Quick Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Notification Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Event Analysis. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Detailed Notification Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
D R A F T — I N TE RN A L U S E O NL Y
Appendix A — Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Overview of Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Organization Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Base Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Login Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Map Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Default Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
My Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Display Layers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Publishing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Everbridge Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Alertus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
CMAS/WEA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Web Posting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Notifications Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Default Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Sender Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Delivery Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Broadcast Throttling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Conference Bridges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Phone ‐ Voice Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Email ‐ Header & Footer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Contacts and Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Contact Record Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Subscription Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Member Portal Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Member Portal Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
User Profile Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Delivery Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
FAQ Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Overview Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
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Contents Appendix B — Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Account Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
From the Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Organization Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Group Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Dispatcher. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Data Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Mass Notification Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
From the Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
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P R E F A C E
About This Guide
D R A F T — I NTE R NAL U S E O N LY
The following topics are covered:
◊
Introduction
◊
Using Everbridge Suite Documentation
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Preface – Introduction Introduction
The Mass Notification User Guide is your reference source for using the production system. It provides information about the Mass Notification product to enable you to quickly set up configuration options and then use the system.
The following sections provide information on how to use this guide, and outline any related Everbridge Suite publications.
Intended Audience
This guide is intended primarily for administrators and operators of the Mass Notification system.
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Using Everbridge Suite Documentation vii Using Everbridge Suite Documentation
This section:
◊
Outlines the structure and contents of this guide
◊
Provides a list of conventions used in the Everbridge Suite documentation set
◊
Identifies other related documentation
Contents of This Guide
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This guide contains the following chapters and appendixes.
Chapter or Appendix
Description
Chapter 1, Introduction
Introduces you to Mass Notification and the people (roles) who use it.
Chapter 2, Dashboard
Provides information about the Dashboard. The Dashboard displays customizable panels of information about your Mass Notification system.
Chapter 3, Universe
Provides information about the Universe tab. The Universe tab allows you to select contacts for a notification in a geographic area. You can also add a New Notification from this tab.
Chapter 4, Notifications
Provides information about Notifications. The Notifications tab begins with displaying the status of notifications in the Active/History sub‐tab. Other sub‐tabs include: Schedules, Templates, and Message Library. You can also add a New Notification from this tab.
Chapter 5, Contacts
Provides information about contact management. This is the tab where you can add and maintain contacts. Administrators can upload Contacts, add Groups and Rules.
Chapter 6, Reports
Provides information about the Reports you can view and/or add.
Appendix A, Settings
Describes the configuration options available to you in the Mass Notification system. The Settings tab is provided for Administrators to configure settings specific to your organization.
Appendix B, Permissions
Provides a quick reference of the permissions of each Mass Notification role.
Glossary
Provides definitions for common terms and acronyms.
Conventions
The following table describes the typographical conventions used in this guide. Convention
Meaning
Monospace
Indicates text that should be entered exactly as shown (including punctuation) or examples of code. Here is an example of a command line:
# dirk /irksome
Bold
Indicates text that must be typed by the user. For example,
From the Title field, type XXX and press TAB to advance to the next field.
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Preface – Using Everbridge Suite Documentation Convention
Meaning
Italic
Indicates one of the following:
◊ A cross‐reference. For example, “For more information, see Related Documentation on page viii”.
◊ A glossary term being defined for the first time.
ENTER, SHIFT, CTRL, Workstation keyboard keys to be pressed are shown in uppercase type.
TAB, and so forth
Press TAB.
To advance to the next field, instructions are to “press TAB.” Alternatively, you can click the primary mouse button in the next field.
>
In step‐by‐step procedures, the > symbol separates different commands to select. For example, select Incidents > Incident Templates > New Incident Template.
Interchangeable Terms
The following terms are used interchangeably:
◊ Mass Notification and MN
◊ Interactive Visibility and IV
NOTE
A note emphasizes information that is of particular significance for the topic under discussion.
Documentation is provided to help you implement and run the Mass Notification of products. In addition to this publication, the Everbridge Suite documentation set consists of the following guides. You can view and/or download the PDF‐formatted guides from Everbridge University. Print the PDFs in duplex (2‐sided) mode to save resources. Guide
Description
Intended Audience
Everbridge Suite
Implementation Services Guide
Provides an outline of the tasks stakeholders and account administrators should perform to prepare their organization ready for sending notifications.
Stakeholders and Account Administrators
Everbridge Suite
Incident Management User Guide
Provides the information that helps you automate your communication center operations and communication plans.
Account Administrators, Incident Administrators, and Incident Operators (users who will manage incidents and/or manage the communication plan for the organization)
Everbridge Suite
Interactive Visibility User Guide
Enables administrators to set up configuration options so that operators can use the Interactive Visibility capabilities.
Administrators and operators, as well as opt‐in members of their Member Portal
Everbridge Suite
Lists the Data Types that are in the REST API REST Application Programming (Representational State Transfer Application Interface Guide
Programming Interface).
Developers and application programmers
Everbridge Suite
SMART Weather Alerting User Guide
Administrators and operators
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Provides information about the SMART Weather Alerting feature to enable you to set up configuration options and then use the system.
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Related Documentation
C H A P T E R
1
Introduction
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This chapter introduces you to Mass Notification and people who will use it. Additionally, it includes a step‐by‐step procedure on how to login to the Mass Notification system.
The following topics are covered:
◊
Overview
◊
Roles
◊
Adding Users
◊
Help & Support
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Chapter 1 – Introduction Overview
The Mass Notification system enables users to send notifications to individuals or groups using lists, locations, and maps. Following your communication plan for your organization, everyone could be informed before, during, and after events, whether the events are emergency or non‐emergency. Your Mass Notification home page shows only what your organization has implemented.
In the Mass Notification system, the Everbridge account is the top level of all implementations. Each Everbridge account has at least one organization configured in it. An account can have many organizations. An organization can have multiple groups. Each organization has its own contacts and operates independently. A contact is someone who receives a notification. D RA FT — I N T E R N A L U S E O NLY
NOTE: If you need to add additional organizations to your account, contact your Everbridge Account Manager.
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Overview 3 Delivery Methods
The message is delivered in various delivery formats.
◊
If the message is delivered to a voice device like a phone or mobile phone, it is played as a voice message.
◊
If the message is delivered to a text device, like email, it arrives as a text message.
◊
If the message is going to email, it can have data attached as a file.
Everbridge supports the following delivery devices: direct dial phone, extension phone, email address, fax, mobile phone, numeric pager, TAP (Telocator Alphanumeric input Protocol) pager, SMS (Short Message Service) text message, TTY, and Mobile Member App.
A delivery method is how the message gets to the device. It can be via: voice call, email, SMS message, Mobile Member application, or TTY call. Your organization decides which delivery methods to make available for notifying contacts.
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A contact does not need to have a contact path for every delivery method enabled for the organization, just the ones they are going to use.
It is important to remember that you are trying to notify a person, not dial a phone number, so you want to have multiple ways of reaching that person.
Contacts
For each contact, the contact paths are set in priority order. This is the order that the system will use to deliver messages. It will try to deliver the message by the contact path which is first in the priority list. If it is not acknowledged by the contact, the system tries the next priority contact path until it reaches the end.
Many organizations use between five and ten contact paths per person. The following are some examples:
◊
Everbridge Mobile Member app
◊
SMS
◊
Personal email
◊
Business email
◊
Office phone
◊
Mobile phone
It is recommended to put the text delivery paths higher in order than the voice delivery paths. Reviewing a text message can be more accurate for the contact than trying to listen to a voice mail message. If there is a widespread emergency, text messages might be able to be delivered before voice messages.
When a message is being sent to a contact, and the system has tried all of the contact paths for that person one time, it is called a cycle. When you send a message, you can configure the number of cycles to try to reach a contact.
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Chapter 1 – Introduction Sending a Notification
There are a few ways to send a notification. One way is from the Notifications tab. Click New Notification. The New Notification page appears. If you are going to send a notification to contacts from the map, you do so from the Universe tab. From the Universe tab, click New Notification. A New Notification panel appears, identical to the one from the Notifications tab. You have all the fields you need on one page to send a notification. D RA FT — I N T E R N A L U S E O NLY
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Roles 5 Roles
The Mass Notification system offers two levels of user roles: the Account level and the Organization level.
Account Level
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At the Account level, an Account Administrator is the contract administrator. The Account Administrator inherits all permissions of all user roles for all products assigned to the client. Account Administrators can access all functionality available at the Account level and at the Organization level. Tab
Action
Notifications
Send notifications to contacts in any organization.
Contacts
Upload contacts into any organization.
Users
Add, edit, delete and enable/disable users in any organization.
Roles
Assign resources and users to the users added/managed under the Users tab.
Settings
◊ Notifications—Specify settings that are applied to all notifications in all organizations.
◊ Contacts—Specify settings that are applied to all contacts and groups in all organizations.
Organization Level
At the Organization level, there are many roles. You have access to components of the system depending on your role. That is, the Mass Notification tabs available to you after you login are the ones in which you have permission to work. Default roles are:
◊
Organization Administrator—This administrator is responsible for a Mass Notification organization. Organization Administrators can access all functionality available to the organization (all Mass Notification tabs at the Organization level). Organization Administrators can perform actions within their own organizations, but not other organizations. They can add groups in their individual organizations. ◊
Group Manager—This administrator can manage and send notifications to predefined sets of contacts. Group Managers can access functionality at the Organization level to the following Mass Notification tabs: Dashboard, Universe, Notifications, Contacts, and Reports. Group Managers can perform actions within their own groups. A Group Manager cannot edit the organization settings.
◊
Dispatcher—Users of this role can manage and send notification templates, manage scheduled notifications, and manage active notifications. Dispatchers can access functionality at the Organization level to the following Mass Notification tabs: Dashboard, Universe, and Notifications.
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Chapter 1 – Introduction ◊
Data Manager—Users of this role can only manage contact records (add, edit, and remove). Data Managers can access functionality at the Organization level to the following Mass Notification tabs: Contacts and Reports.
◊
Mass Notification Operator—Users of this role can send predefined notification templates and can manage active notifications. Mass Notification Operators can access functionality at the Organization level to the following Mass Notification tabs: Notifications.
In general, users of the Mass Notification system can perform the following actions, but only if they have permission. Tab Action
Dashboard
View notification and incident dashboards.
Universe
◊ Use selection tools to highlight contacts on the map.
◊ Send a notification from the Universe to contacts selected on the map.
◊ Access weather alerts.
◊ Access Twitter alerts.
◊ Add a new notification ‐ send now, schedule, save as template.
◊ Send an existing notification template.
◊ Edit an existing notification template.
◊ Add, edit, and delete message templates.
◊ Manage scheduled and recurring notifications.
◊ Manage active/sent notifications (including stop, rebroadcast, follow‐up).
◊ Publish to CMAS/WEA.
◊ Publish to the Everbridge Network.
◊ Publish to Alertus (an Everbridge Partner).
◊ Publish to Web Posting.
Contacts
◊ Add and delete contacts, add contacts to groups.
◊ Edit and download existing contacts, save (search) filters as rules.
◊ Upload contacts.
◊ Add, edit, and delete groups; remove contacts from a group.
◊ Add, edit, and delete rules, and contact layers.
Reports
◊ View Quick Reports.
◊ Add, edit, and delete Notification Custom Reports.
◊ Add, edit, and delete Contact Custom Reports.
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◊ Access Mobile Member messages.
Notifications
Roles Tab Action
Settings
◊ Organization—Edit base information and login message.
7 ◊ Map—Edit default map views, manage shape library and import region files.
◊ Interactive Visibility—Turn weather/Twitter/mobile alerts on/off, and add new alerts.
◊ Notifications—Edit the default settings (sender info, delivery methods, etc.) applied to all notifications across the organization.
◊ Contact and Groups—Add record types, additional information questions and subscription fields.
◊ Member Portal—Edit the setup, design, and contents of the organization's Member Portal.
Application Action
Mobile Manager App
◊ Send a notification.
◊ Send a notification using a template.
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◊ Rebroadcast a notification.
◊ Send a notification Follow‐up.
◊ Stop an Active notification.
Your Account Administrator can tell you the permissions of your role. See also Appendix B, Permissions.
To see the permissions of a role
1
Login to the system as an Account Administrator.
2
Click the Roles tab.
The Roles page is displayed. The default view is the Account roles.
3
Select the radio button corresponding to the roles you want to view:
4
•
This account. (If selected, skip to step 5.)
•
An organization in this account. (If selected, go to step 4.)
Select the desired organization from the drop‐down list: View roles information for.
The Role Types for the selected organization are listed on the left‐hand side of the page.
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Chapter 1 – Introduction 5
Select the desired Role Type. •
Permissions—Displays the permissions of this particular role. NOTE: Permissions are fixed for all roles. C O NF ID E NT I A L
•
Resources—Displays the groups and templates to which the users of this particular role have access restrictions. If you want to customize the role, add a new role type and update the access to resources (groups and templates). See the procedure To add a role on page 11.
•
Assigned Users—Lists the users assigned to this particular role.
6
Select the Permissions tab. 7
Scroll down the list to see what the users in this role are allowed to do.
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Depending on the role, the right‐hand panel might show the following sub‐tabs:
Roles 9 D R A F T — I N TE RN A L U S E O NL Y
Check marks indicate the activities the users are allowed to do; otherwise, the activities are grayed out. See the following example of the permissions of a Mass Notification Operator role. (See also Permissions on page 227.) M AS S N O T IF I C AT I O N U S ER G U I D E
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Logout when you are done.
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Roles 11 To add a role
1
Login to the system as an Account Administrator.
2
Click the Roles tab.
The Roles page is displayed. The default view is the Account roles.
3
Select the desired radio button: View roles information for:
•
This account name.
•
An organization in this account.
Select the organization from the drop‐down list. The Role Types that have been added for the selected organization are listed on the left‐hand side of the page. A new organization contains only the Organization Administrator role, as shown below. D R A F T — I N TE RN A L U S E O NL Y
–
The right‐hand panel displays the role profile: default Permissions (that are fixed for each role), and Assigned Users (the names of the users assigned to the role, if any).
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Chapter 1 – Introduction At the bottom of the Role Type list, select Add Role. 5
From the Add Role panel, in the Role Type field, select a role type from the drop‐down list of Everbridge default roles. You will use the selected role type as the basis for your new role.
6
In the Role Name field, type a name for your new role.
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The role type becomes a “folder” that contains all the custom roles you add. The Role Name can be the same as the role type. Depending on the role, there could be two tabs at the bottom of the Add Role panel: default Permissions (that are fixed for each role), and Resources (notification or incident templates).
7
Click the Permissions sub‐tab to view the permissions for this role. NOTE: You cannot edit the permissions.
8
Click the Resources sub‐tab.
You can limit the templates to which the users in this role have access. By default, all users in this role have Access to All templates.
9
Select the Limited Access radio button to limit access to one or more specific templates used by the role.
•
A list of templates for your organization is displayed. (Open the tree by clicking the Plus sign (+) next to the template name, as needed.)
•
If you have not yet added any templates, the list will be empty.
•
Select the check boxes for the templates you want your new role to be able to access. NOTE: If you selected Group Manager or Dispatcher as your template, see also the procedure To manage dynamic groups on page 17.
10 Click Save. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 1 – Introduction Your new role is listed in the left‐hand panel of Role Types. To change the name and/or resources of a role
C O NF ID E NT I A L
1
Login to the system as an Account Administrator.
2
Click the Roles tab.
The Roles page is displayed. The default view is the Account roles.
3
Select the desired radio button to View roles for information for:
•
This account name.
•
An organization in this account.
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11 Repeat steps 3 through 10 to add more roles.
Roles D R A F T — I N TE RN A L U S E O NL Y
–
15 Select the organization from the drop‐down list. The Role Types that have been added for the selected organization are listed on the left‐hand side of the page. The right‐hand panel displays the role profile: default Permissions (that are fixed for each role), and Assigned Users (the names of the users assigned to the role, if any).
4
From the Role Type panel on the left‐hand side of the page, select the role you want to modify.
You might want to change the name of the role or change the access to templates for the selected role. •
To change the name of the role, from the Role panel, in the Role Name field, rename your role.
•
To change the access to templates for the selected role, at the bottom of the Add Role panel, select the Limited Access radio button.
A list of templates for your organization is displayed. (Open the tree by clicking the Plus sign (+) next to the template name, if needed.)
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Chapter 1 – Introduction Select the check boxes for the templates you want to this role to be able to access. 6
Click Save. Your edited role is listed in the left‐hand panel of Role Types. 7
Repeat steps 3 through 6 to edit additional roles.
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Roles 17 Dynamic Groups
Account Administrators can add a dynamic group to Group Manager roles so that those roles can select contacts with a shape on the map from the Universe tab. Note that dynamic groups appear in the Organization level only for Group Managers, Organization Administrators, and Account Administrators. Dynamic groups are the ones you are restricting access to specific Group Manager role types.
For example, suppose under the Group Manager role type you have two dynamic groups: Communications and Global Crisis Team. If you add a Group Leader specifically for the Global Crisis Team, you might want to restrict that role to only the Global Crisis Team dynamic group.
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To manage dynamic groups
1
Login to the system as an Account Administrator.
2
Click the Roles tab.
The Roles page is displayed. The default view is the Account roles.
3
Select the radio button: An organization in this account.
4
Select the desired organization from the drop‐down list: View roles information for.
The Role Types for the selected organization are listed on the left‐hand side of the page.
5
Select the Role Type: Group Manager and the role you added under this role type (for example, Group Leader).
The right‐hand side of the page shows sub‐tabs:
•
Permissions—Scroll down the page to see the permissions of this particular role. The permissions are locked because the new role is based on a default role. Permissions for default roles are locked.
•
Resources—Displays the groups to which the users of this particular role have access restrictions.
•
Assigned Users—Lists the users assigned to this particular role.
6
From the Resources sub‐tab, under Groups, select the check boxes of the Groups you want your Group Manager (or role under Group Manager) to be able to access.
7
From the Resources sub‐tab, under Dynamic Group, click Manage.
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Chapter 1 – Introduction The Dynamic Groups dialog appears. Click Add (or to edit an existing dynamic group, select the group name from the list and click the Pencil icon).
The Add Dynamic Group dialog appears. 9
Type a name for the new dynamic group.
10 From the Color field, click the round color icon and select a different color for this dynamic group.
The color you choose here will be used on the map of the contacts in this dynamic group.
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Roles 19 11 In Custom Filters, select a Field name from the drop‐down list. 12 Select a Condition from the drop‐down list and type a Value to meet the condition. 13 Repeat steps 11 and 12 to add more filters.
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Chapter 1 – Introduction 14 Select Save. 16 For this particular role, select the single desired dynamic group name from the list and click Save.
Preview Results display the contacts who are a part of the group.
17 Communicate to your Group Managers that they will see contacts from this dynamic group.
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15 Click OK to see the new Dynamic Group in the Limited Access list. Adding Users 21 Adding Users
Only the Account Administrator can add users to the organizations.
To add users
Login as an Account Administrator.
2
Select the Users tab.
3
Click Add User.
The Add User page appears. 4
In the General Information pane, type the user name and email address.
You can also link this user name with a contact record by selecting the link: Link with an existing contact record.
5
Optionally, click the link: Link with an existing contact record.
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Chapter 1 – Introduction This contact record must already exist in order to link the record with the user. 7
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Select the organization in the account where the contact record has been added.
b
Search for the name of the contact (the user name).
c
Select the record.
d
Click Link.
To break the link between the record and user, in the Contact field, click the Trash Bin.
In the Role Information pane:
a Select the organization level for the role from the drop‐down list: Account Level or Organization Level. For details, see Roles on page 5.
b
If you selected the Organization Level, select the organization name from the drop‐
down list.
c
Select the Role for this user from the drop‐down list.
Click the link: Add Role.
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a
Adding Users 23 D R A F T — I N TE RN A L U S E O NL Y
The role has been assigned to the user. 8
Repeat steps 6 and 7 to add more roles for this user.
NOTE: The user can have multiple roles, as long as each role is in a different organization.
9
Click Save.
The User Management page is displayed.
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Chapter 1 – Introduction User Management
The new user is now on the list of users. Description
Orange Star The user is not yet registered. You will need to send an invitation to the user, asking him or her to register. Click the Envelope icon in the row containing the user’s name. When the user receives the email, he or she can select the link to go directly to the Registration page. Once registered, the user becomes active and can use the system.
Grey circle
The user is active, but not currently logged in.
Green circle
The user is active, and currently logged in.
To edit a user profile, click the Pencil con in the row containing the specified name. Make your changes and click Save. To delete a user, click the Trash Bin in the row containing the specific name. Or, you can edit the user’s profile, then click Delete. Click Yes to confirm the deletion.
To temporarily inactivate users so they cannot log in, but without deleting their records, click Enable/Disable. Confirm the inactivation. Their names are grayed out on the list. To return to Active, click the Lock icon or return to the Edit page and click Enable/Disable. Be sure to confirm the change.
If users forget their passwords, they can request help from the Everbridge Manager Portal login page.
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User Status
Adding Users 25 Registering Your User Profile
Your Account Administrator adds a user account for you in the system. Whatever your role in the Mass Notification system, you must first register. You will receive an email inviting you to register. Follow the link in the email to the Registration page and complete the process.
To complete the Registration
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1
On the New Member Registration page, give yourself a Username.
You will use this username to login to the Everbridge Manager Portal.
•
User names are case sensitive and must be a minimum of 4 characters.
•
Acceptable characters are: –
uppercase and lowercase letters
–
numbers
–
period (.)
–
dash (‐)
–
underscore (_)
– at symbol (@)
No other characters or symbols are permitted at this time.
2
Type a password.
•
Passwords must be 8 to 64 characters long.
•
Passwords must not contain user name, First Name, or Last Name.
•
Password must contain at least three of the following four items:
–
Uppercase letter
–
Lowercase letter
–
Number
–
Special character (for example,! @ # $)
3
Confirm your password.
4
From the Question drop‐down list, select a security question that only you will know.
If the system needs further information about you, it asks this question.
5
In the Answer field, type the answer to the question.
6
Click Continue.
You have successfully registered.
7
Click the link: Click here to sign in with your username and password to login for the first time.
8
Bookmark the page.
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Chapter 1 – Introduction Logging in to Mass Notification
Access the link to the Everbridge Manager Portal. 2
Type your username that you entered when you registered and go directly to step 3. If you forgot your username, perform steps 2a and 2b, next.
a Click the link: Forgot Your Username? b
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Type your email address and click Continue.
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Adding Users 27 Your username will be sent to the email address you provide. If more than one account is linked to this address, you might receive multiple emails.
Press TAB to advance to the next field. (Or, click the mouse button in the next field.)
4
Enter your password information and go directly to step 5. If you forgot your password or become locked out of the system, perform steps 2a and 2b, next.
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3
b
5
Type your Username and click Continue.
A temporary password will be sent to the email address that you provided during the registration process.
See the Mass Notification page that appears.
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Chapter 1 – Introduction Depending on your permissions, you might not see all the Navigation tabs that are in the following example. In this example, the Dashboard tab is shown. Navigation tabs
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Review the following information about each Navigation tab:
Tab
Description
Dashboard
The Dashboard displays customizable panels of information about the activities in your Mass Notification organization. Universe
The Universe allows you to select contacts for a notification in a geographic area.
Notifications
The Notifications tab begins with displaying the status of notifications in the Active/History sub‐tab. Other sub‐tabs include Schedules, Templates, and Message Library. You can also add a New Notification from this tab.
Contacts
This is the Contact Management tab where you can add and maintain contacts. Administrators can upload Contacts, and add Groups and Rules.
Reports
The Reports tab allows you to view Quick Reports (for example, Notification Analysis and Event Analysis). Administrators can add Custom Reports.
Settings
The Settings tab is provided for Administrators to configure settings specific to your organization.
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Adding Users 7
29 Click the navigation tab on which you need to work. To make changes to your user profile
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Once you have logged in to the Mass Notification system, you can make changes to your user profile, your password, and/or your security question. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 1 – Introduction Click your name, located in the top right‐hand corner of the page.
Your user profile is displayed.
2
Edit your information, as needed, and click Update.
3
To change your password, click Change Password from the left‐hand panel.
The Change Password panel is displayed. 4
Enter the password information in the fields and click Save.
5
To change your security question, click Change Security Question from the left‐hand panel.
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Adding Users 31 D R A F T — I N TE RN A L U S E O NL Y
The Change Security Question panel is displayed. 6
Select a new question from the drop‐down list.
7
Type the answer to the question and click Save.
8
Click Update.
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Chapter 1 – Introduction Help & Support
In the main navigation bar of the application, you can select Help & Support menu for:
◊
Online Help
◊
Everbridge University
◊
Contact Support D RA FT — I N T E R N A L U S E O NLY
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Help & Support 33 Online Help
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Selecting Online Help provides help for the Mass Notification system. In addition, you can click any Help (?) button on a page to access context‐sensitive help. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 1 – Introduction Everbridge University
Selecting Everbridge University launches the Everbridge Client Portal Sign In dialog. Type your User Name and Password to access the Everbridge Client Portal. D RA FT — I N T E R N A L U S E O NLY
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Help & Support 35 D R A F T — I N TE RN A L U S E O NL Y
When the Client Portal appears, select the Everbridge University tab or the Watch Everbridge University Courses icon. You can view the video tutorials according to your organization’s training plan. From the My Learning tab, select the desired category. In this case, select the product name, Everbridge Mass Notification. You can choose to watch lessons by Feature and/or by Role. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 1 – Introduction In addition, you can view and/or print the PDF‐formatted user guides. Select the documentation category: MN ‐ IV Documentation. Then, click Launch (or Review if previously opened) to see the list of PDFs. Click Open (or Continue if previously opened) to view the desired PDF. Optionally, once the PDF has downloaded, to print, right‐click anywhere on the PDF and select Print. You can print the PDF in duplex (2‐sided) mode to save resources. D RA FT — I N T E R N A L U S E O NLY
Contact Support
Selecting the Contact Support link launches the Everbridge Client Portal. Sign In dialog. Type your User Name and Password to access the Everbridge Client Portal. When the Client Portal appears, select the Contacts tab or the Contact Everbridge Support icon.
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2
Dashboard
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This chapter provides information about the Dashboard.
The following topics are covered:
◊
Overview of the Dashboard
◊
Notification Count
◊
Notification Report Overview
◊
Contact Records by Record Type
◊
Event Overview
◊
Customizing the Dashboard
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Chapter 2 – Dashboard Overview of the Dashboard
Depending on your user role, after logging in, the first page you see is the Dashboard. The panels display summary information about notifications, events, and contacts. You can use these displays to view a quick snapshot of current and recent activity. You can drill down into detailed information about your notifications from this Dashboard tab. You can customize the arrangement of the panels on the page to make it convenient for you to monitor your status.
The panels on the Dashboard tab allow you to track a number of items, including.
◊
the number of active and recent notifications
◊
the number and type of contacts in your database
◊
summaries of recent notifications
◊
summaries of recent events D RA FT — I N T E R N A L U S E O NLY
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Notification Count 39 Notification Count
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Depending on your user role, you may see only counts for your role’s notifications or counts for all notifications. The Notification Count panel shows you how many notifications:
◊
are currently active
◊
have been initiated in the last 7 days
◊
have been initiated in the last 30 days
Click the count to drill to the Notification History for that time period. For example, clicking the count on Last 7 days causes the Notifications tab to appear showing the Notifications History for the last 7 days. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 2 – Dashboard Notification Report Overview
The Notification Report Overview displays summaries of your most recent notifications. For each notification in the panel, you can see the message name and when the message was sent. If it was part of an event, you will see the name of the event as well. You will see a pie chart showing the confirmation status of the contacts.
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Notification Report Overview 41 D R A F T — I N TE RN A L U S E O NL Y
Click Show Details from the desired Broadcast Report to view the full report. If needed, from the Dashboard tab, scroll down to the bottom of the list of notifications. At the bottom of the list, click More. The complete Notifications History from the Notifications tab appears. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 2 – Dashboard Under the Status column, the green icon indicates the notification is Active. The gray check mark indicates the notification has been sent. the red X indicates the notification has been stopped. Respective actions are Stop (if Active), Rebroadcast, or Send Follow Up.
Under the Published column, hover the mouse over the P to see which publishing option was used.
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Contact Records by Record Type 43 Contact Records by Record Type
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Account Administrators define various Contact Record Types that are available when adding members to the system. Typically, they would do this to filter their target population or to segment different types of contacts from others. Some examples include:
◊
Employee
◊
Contractor
◊
Visitor
◊
Partner
◊
Internal Personnel
◊
Citizen The chart in the Contact Records by Record Type panel shows the number and percentage of contacts with each record type. Hover the mouse over the pie chart to see the count and percentage of each section. When contacts are added to the system, the Record Type is part of the information. Your organization added record types that are meaningful in your business. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 2 – Dashboard Event Overview
The Event Overview panel displays the summaries of recent events. From here, you can drill into the details of those events. Locate an event (scroll down if needed). To view the notifications in an event, click the arrow next to the name of the event to expand it. There is a summary for each notification in the event. Drill down to the Event Summary by clicking More in the title bar for this event.
On the Dashboard tab, drill down to a Notification Report by clicking Show Details in a notification that is part of the event. To see a list of all events, not just the most recent ones, click More Events at the bottom of the Event Overview panel. D RA FT — I N T E R N A L U S E O NLY
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Customizing the Dashboard 45 Customizing the Dashboard
If your user role permits you to have access to the Dashboard, when you first view the Dashboard tab, the panels are arranged in two columns. The panels are open for viewing. You can customize the layout of the Dashboard panels for your convenience.
Close a panel by clicking the Collapse icon (‐). Click the Expand icon (+) to open the closed panel for viewing.
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Click the Maximize icon to enlarge the panel for full‐page viewing. Click it again to return the panel to the default size.
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Chapter 2 – Dashboard Change the order of the panels by dragging the title bar of a panel to its new location. Click the desired title bar panel and while holding down the mouse button, drag the panel. You can also drag the panels between columns. D RA FT — I N T E R N A L U S E O NLY
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3
Universe
D R A F T — I NTE R NAL U S E O N LY
This chapter provides information about the Universe tab. The Universe tab allows you to select contacts for a notification in a geographic area.
The following topics are covered:
◊
Overview of the Universe
◊
Using Search from the Map
◊
Understanding Shapes
◊
Adding and Sending a Notification
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Chapter 3 – Universe Overview of the Universe
From the Universe tab, the default map location appears. It is your virtual workspace. You can find contacts using the Select Contacts drop‐down menu, or see existing Contact information by clicking a Contact symbol (a dot) on the map. D RA FT — I N T E R N A L U S E O NLY
You can search any location, including foreign country locations. You can change the map views (such as Google Maps, Bing Road, ESRI Streets, and so forth) and map zoom levels:
◊
Level 1 ‐ World
◊
Level 2 ‐ Country
◊
Level 3 ‐ State
◊
Level 4 ‐ County
◊
Level 5 ‐ City
◊
Level 6 ‐ Town
◊
Level 7 ‐ Neighborhood
◊
Level 8 ‐ Street
Select Filter Contacts to remove any unwanted Contact symbols from the map. (You can use an existing Rule.)
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Using Search from the Map 49 Using Search from the Map
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The Search feature in the Universe is for locating the reference for the event. You can search by address or by contact name. When the search results are displayed, you can choose to show them on the map. The Search feature is case‐insensitive. By Address—Note the following when searching By Address:
◊
The address does not need to be in your Contacts database because the Search is not.
◊
Be precise for geo‐coding. ◊
Other than a specific street address, you can search the following:
•
Points of Interest such as landmarks—type the landmark name. For example, Disneyland, where you select the address from the Search results.
•
Intersections—type street intersections. For example, N Brand Blvd and E Lexington Dr, where you select the address from the Search results.
•
Postal codes—type the post code for the country you are searching. –
In Great Britain, type the post code (between 5 and 7 alphanumeric characters with a space before the last 3 alphanumeric characters). For example,
EC1Y 8SY.
–
In the United States, first type the words ZIP code, then the actual 5‐digit postal code. For example, ZIP code 91203. If you type only the 5‐digit postal code, the search could find matching post codes in different countries.
Select one of the results, then select the Show on Map button if you are satisfied. NOTE: Everbridge does not provide shapes for postal codes.
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Chapter 3 – Universe ◊
By Contact—Note the following when searching By Contact:
•
Searches your Contacts database.
•
The Search retrieves only the records that have a geo‐coded address (because you are in the Universe view).
•
If your Contacts database includes all fire stations in Glendale, CA, for example, you could search for them (all fire stations in Glendale, CA) by Filter Contacts > Use filters.
–
Select the Location Name field, Contains condition, and type Fire in the Value text field.
–
Select the City field, Equal to condition, and type Glendale in the Value text field.
–
Click Search.
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Understanding Shapes 51 Understanding Shapes
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You can draw the following types of shapes from the Universe tab. ◊
Free form: Used to draw free‐form shapes. For example, to draw borders of a county. Click the mouse at the starting point of your shape and while holding down the mouse button, drag the mouse to add your free‐form shape. Release the mouse button. (Think of it as using a pencil to draw without lifting the pencil.)
◊
Polygon: Similar to drawing a free‐form shape, except the polygon only paints straight edges. Click the mouse at the starting point of your shape and while holding down the mouse button, drag the mouse to the next point, and click the mouse button. Continue to drag the mouse and click until your polygon is complete. When complete, double‐
click the mouse.
◊
Circle: Click the center of the circle and while holding down the mouse button, drag the mouse to resize the circle. Release the mouse button. Alternatively, click Search and enter an address that will be the center of the circle. From there, you can resize the circle manually or set a marker on the map with a specific radius.
To draw shapes
1
From the Universe tab, select the link Draw shapes from the Select Contacts menu in the upper left‐hand corner of the map.
A Draw shapes menu appears.
2
Select the desired shape: Free Form, Polygon, or Circle.
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Chapter 3 – Universe 3
Click the mouse button as described in Understanding Shapes. NOTE: If you draw a shape on the map while a contact upload is in progress or as an individual contact is updated, the application selects contacts whose records are in the database even if the map tile server has not been refreshed. The map tiles for the contact layers are refreshed when the upload is complete. The dots on the map are visual representations from the database.
To rotate a shape
1
Select Rotate from the Draw Shapes dialog.
2
Select the shape on the map.
The shape changes color on the map.
3
Look for the “rotation handle,” a round yellow dot.
The rotation handle is located close to the shape, but not on it.
4
Select a rotation handle and drag the mouse to the new location.
5
Release the mouse button.
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To stretch a shape
1
Select Stretch from the Draw Shapes dialog.
2
Select the shape on the map.
The shape changes color on the map.
3
Look for the “anchors,” round yellow dots.
Each shape type has a different number of anchors.
4
Select an anchor and drag the mouse to the new location.
5
Release the mouse button.
To move a shape
1
Select Move from the Draw Shapes dialog.
2
Select the shape on the map.
The shape changes color on the map. 3
Look for the + sign located in the center of the shape. 4
Click the + sign and drag the mouse to the new location.
5
Release the mouse button.
To delete a shape
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1
Click Remove from the Draw shapes menu.
2
Select the shape on the map.
The shape changes color on the map.
3
Click the X in the shape.
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Understanding Shapes 53 Saving Shapes
You can save shapes that you draw on the map or upload the shapes from the Settings tab. You save the shapes as “shape files” in your library, My Shapes. You can retrieve the shape files from My Shapes.
NOTE: If you upload shapes to My Shapes, make sure there are only shapes, and not nested folders, contained in the compressed file (zip file). In other words, the zip file can only contain the shapes.
My Shapes is a library of previously uploaded or saved shapes, KML (Keyhole Markup Language) files, or shape files (well‐defined polygons).
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My Shapes is located in Settings > Map. You can add folder names for your shapes from Settings > Map. This way, you can find the desired shapes quickly rather than scrolling a lengthy list of shape names.
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Chapter 3 – Universe Map Layers
There are two types of map layers in the Universe tab: Display Layers and Contact Layers.
Display Layers
A display layer is any type of shape that you want to overlay on the map. It is a way for you to lay reference information on top of the map. For example, it could be a county or city boundaries, a school district, or even school buildings.
In the Settings tab, under Map > Display Layers, you can add display layers or import shape files in a compressed file (zip format). NOTE: If you upload shapes to Display Layers, make sure there are only shapes, and not nested folders, contained in the compressed file (zip file). In other words, the zip file can only contain the shapes.
Contact layers are potential message recipients. This layer is uploaded, or the contact records are added manually or through the Member Portal. Any record with a geo‐coded address is loaded in the contact layer. See also the procedure To manage dynamic groups on page 17. C O NF ID E NT I A L
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Contact Layers
Map Layers 55 Change Map
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You can change the type of map from the default by choosing a different radio button. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 3 – Universe Adding and Sending a Notification
You have all the fields you need on one page to send a notification. As needed, use the scroll bar to see the parts of the page on which you want to work. There are a few ways to send a notification. One way is from the Notifications tab. Click New Notification. The New Notification page appears. (To send a notification from the Notifications tab, see the procedure To add a notification from the Notifications tab on page 75.) If you are going to send a notification to contacts from the map, you do so from the Universe tab. From the Universe tab, click New Notification. A New Notification panel appears, identical to the one from the Notifications tab.
The following procedure shows an example of sending a notification from the Universe tab. Suppose there is a chemical spill at the Wall Street location. You need to notify the Hazardous Materials handling team to go to that location. Anyone around that location needs to evacuate, and the Fire Wardens need to monitor the evacuation. Managers and any individuals need to be notified as well. D RA FT — I N T E R N A L U S E O NLY
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Adding and Sending a Notification 57 To add a notification from the Universe tab
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For detailed descriptions of each field on the New Notification page and if those fields are required, see Notifications Fields on page 73 in Chapter 4, Notifications. On‐screen, required fields have a red asterisk (*) next to their labels. 1 From the Universe tab, select New Notification.
A notification appears from which you can fill in the fields and send immediately (or save the notification as a template). 2
Select the check box if this is a high‐priority message; that is, an emergency situation.
(Leave the check box clear if this is a low priority, or standard message.)
High‐priority notifications are placed higher in the outbound queue before any non‐
priority notifications.
3
Type a title for this notification. For example, Chemical spill at Wall St.
If this message is sent by email, fax, or SMS, the title becomes the subject line of the email.
4
Add your message.
a If you have an existing message template, perform the following steps. Otherwise, skip to step 4b.
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Click the link: Use a message template.
–
Select the desired message and click OK.
–
The Title and Body fields are prefilled with information from the message template.
–
Optionally, edit the Title and Body text to make it unique for this situation.
–
Optionally, save this information as its own Message Template by selecting the check box: Save as message template.
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–
If you want to use an Everbridge recorder, see the procedure To add a new voice message template using a computer microphone on page 87 in Chapter 4, Notifications.
–
If you want to use a telephone, see the procedure To add a new voice message template using a land line telephone on page 88 in Chapter 4, Notifications.
–
If you have a recorded voice message, you can upload the file. See the procedure To upload a message on page 89 in Chapter 4, Notifications. 5
Add a message by typing it in the Body text box.
The message will be used for email and text devices, and the text‐to‐speech engine will read it for voice delivery to phones.
6
Select a Message Type:
•
Standard—A Standard message is simply a notification of the text.
•
Polling—In a Polling message, add options to solicit responses to the message. The contact can choose one of the options, and you will see them in Broadcast Results. •
Quota—If you select Polling, then select the check box: Use quotas, you can add options for contacts to respond to a list of choices and then you send a Follow‐Up with the results. For example, if you need five volunteers to work the graveyard shift on Saturday and Sunday, you can type Need volunteers to work graveyard on Saturday with #needed as 5 and Need volunteers to work graveyard on Sunday with #needed as 5. Broadcast Results show which contacts are willing to work. You can then send a Follow‐Up letting everyone know who is working (the first five contacts to volunteer).
•
Conference Bridge—In a Conference notification, the message is to join a conference call. This could be an emergency where contacts need to discuss the situation immediately. Or, it might be a convenient way to pull everyone together E V ER B R I D G E S U IT E
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Optionally, select the check box: Include a Voice Recording. Then, select the desired Voice radio button, as needed. Otherwise, skip to step 5.
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for the weekly status meeting. Contacts who are reached by phone can push a button to connect to the conference bridge. Contacts who receive a text message will see the instructions for joining the call. 7
Attach up to 5 files, as needed. (If this message will be delivered via email, fax, or Everbridge Mobile member, you can optionally attach files to it by selecting the Attach files link and selecting your files.)
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Chapter 3 – Universe Scroll down the left‐hand pane to see the remaining sections of the New Notification form.
9
Select your Publishing Options. For more information, see step 7 on page 77 of the procedure To add a notification from the Notifications tab. 10 Select contacts in two ways:
a On one page, by Individuals, Groups, or Rules. C O NF ID E NT I A L
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If you are an Account Administrator using the Account’s Notifications tab, you can select the organization name from the drop‐down list. This allows you to select contacts across organizations.
–
To select individuals, click link: Individuals.
The Select Contacts page appears.
–
One by one, select the check box of the desired contact names. In the example, one individual senior manager will be selected.
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Adding and Sending a Notification 61 D R A F T — I N TE RN A L U S E O NL Y
The individuals are listed in the right‐hand panel. M AS S N O T IF I C AT I O N U S ER G U I D E
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To select groups, from the Select Contacts page, select the Groups sub‐tab. (To learn about Groups, see Groups on page 114.) In the example, one group, the Managers, will be selected.
The Select Groups page appears.
–
One by one, select the desired group names (which could be nested).
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To select Rules, from the Select Contacts page, select the Rules sub‐tab. (To learn about Rules, see Rules on page 116.) The Select Rules page appears.
–
Select the rules (advanced search filters) you want to use in this template. In the example, two rules, Fire Wardens and the Hazardous Materials team, will be selected.
The rules are listed in the right‐hand panel.
–
Click OK.
You will see the count for each contact category. D RA FT — I N T E R N A L U S E O NLY
b
From a different page, by Map location, to add contacts who have an address near the location of the notification. There are many ways to use the map to select contacts. See Understanding Shapes on page 51. For example, you can draw a circle around the location that includes the contacts in the database who have an address in the circle. –
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To start drawing the circle, from the Select Contacts menu, select Search, enter an address that will be the center of the circle. In this example, it is the address of the Wall Street location.Click the Search (magnifying glass) icon to the right of the address you just typed.
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–
63 Set a marker on the map with a radius (in this example, a 1000 foot radius), and click Show on Map. Then, click the Close (X) button in the Search overlay and the Up arrow next to Select Contacts to close that menu. 11 Review your Settings.
These are the default values set by your Organization Administrators.
a If a setting has a View link, hover the mouse over the link to see the details. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 3 – Universe b
If you have permission, you can edit the Settings. –
Make your changes, as needed.
–
Scroll to see all the settings.
–
As an example, select the Confirm check box to give the contacts the ability to confirm receipt of the message.
–
Click Hide to close the settings. D RA FT — I N T E R N A L U S E O NLY
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Adding and Sending a Notification 65 D R A F T — I N TE RN A L U S E O NL Y
12 In the Send & Save section, select one of the following Send commands. •
Now—to send the notification immediately.
•
Later—to schedule a later date and time to send the notification. Click the Calendar icon and select the date.
•
Recurring—to configure the schedule and how often to send the notification. Click the Calendar icon to select the date ranges and click the Clock icon to select the time.
•
Save as a Notification Template—to save this notification as a template so it is ready for you to send when you need it. You can save it in a Category to make it quicker for you to find when you want to broadcast it. Select from the drop‐down list or type a new category name directly into the text box.
13 Optionally, select the check box: Include as part of an event.
This way, if you associate the notification with an event, you can view the event and see the history of the notifications, all in one place. Select from the drop‐down list or type a new event name directly into the text box. See Events on page 69.
14 Depending on your Send & Save selection, click the Send button, the Schedule button, or the Save button, as appropriate.
After the notification is sent, you can monitor the results. See Active/History on page 90.
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Notifications
This chapter provides information about Notifications. The Notifications tab begins with displaying the status of notifications in the Active/History sub‐tab. Other sub‐tabs include: Schedules, Templates, and Message Library. You can add a New Notification from this tab (as well as from the Universe tab).
The following topics are covered:
◊
Overview of Notifications
◊
Adding and Sending a Notification
◊
Active/History
◊
Notification Templates
◊
Scheduled / Recurring Notifications
◊
Message Library
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Chapter 4 – Notifications Overview of Notifications
From the Notifications tab, you can send a notification or see the history of notifications previously sent. By selecting other sub‐tabs on the page, you can view and maintain scheduled notifications, templates, and the message library. Notifications
A notification is the sending of a message to a contact for some specified number of cycles. The message is sent to delivery devices using contact paths.
Often, this is configured to require confirmation from the contacts to show that they have received the message. Once the person confirms receipt of the message, Everbridge stops sending to this contact.
A notification is sent to all the contacts you select to receive it. A notification can be sent as a standard message or as a high priority message. A high priority message is dispatched by the system above a standard message. It uses a different greeting for the contact than a standard priority message. “This is a very important message” versus “This is a message from your organization.”
When the notification is sent, it is an active notification. When you configure the notification, you set a duration. The notification ends when it has reached the end of the duration.
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A message could be about an emergency situation, such as a hurricane warning, or a serious problem such as “there is a wildfire west of the I‐295.” The message could also be just a regular part of doing business, such as “We need three people to work second shift.” Overview of Notifications 69 When the notification starts, all contacts are in the non‐confirmed state. When they confirm they are receiving the message, they move into the confirmed state. If there is no contact path defined for a contact for any of the delivery methods used by this notification, they are marked as unreachable. If they confirm after the notification ends, they move into the confirmed‐late state. You can monitor all of this activity using Notification Results and Notification Reports. NOTE: Unlike the Organization level, at the Account level, the Account Administrator:
1
Can send notifications across organizations.
2
Cannot add a schedule/recurring notification.
3
Has no publishing options and no map from which to select contacts.
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Events
There may be several notifications as the result of a single incident. For example, a storm may require warning notices and specific evacuation or preparation notifications. Or, a chemical spill might require: an evacuation message, a notification of Hazardous Materials responders, a status update, and an all‐clear message. By declaring an event, you can group the information about each of these notifications together.
When notifications are assigned to an event, it makes it possible to track multiple notifications that were all part of the same event or incident. You can not only see all of the notifications that were part of the event, you can also follow the progression over time. The Mass Notification system then allows you to analyze a single report by that event name.
To add a notification to an event, while you are configuring the notification, select the check box: Include as part of an event at the bottom of the Add or Edit Notification page, then either select an existing event from the drop‐down list or type a new event name in the text box.
To view the notifications that are part of an event, from the Notifications tab, look in the Active/History sub‐tab. For each notification, you see the name of the event of which it is a part. Clicking the Event Name from the Active/History sub‐tab launches the Event Summary.
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Chapter 4 – Notifications See Event Analysis on page 154 for further details about the Event Summary.
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To view an event report, go to the Reports tab and select Event Analysis. From the drop‐
down list, select the event name and click View Report. The Event Summary for the named event is displayed. Adding and Sending a Notification 71 Adding and Sending a Notification
You have all the fields you need on one page to send a notification. As needed, use the scroll bar to see the parts of the page on which you want to work. 1 Add the message.
2
Select the contacts who are to receive the notification.
3
Configure the settings.
4
Send the notification.
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There are a few ways to send a notification. One way is from the Notifications tab. Click New Notification. The New Notifications page appears. If you are going to send a notification to contacts from the map, you do so from the Universe tab. From the Universe tab, click New Notification. A New Notification panel appears, identical to the one from the Notifications tab. See the procedure To add a notification from the Notifications tab on page 75 or the procedure To add a notification from the Universe tab on page 57.
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Adding and Sending a Notification 73 Notifications Fields
The following table describes each field on the New Notification form. Field Name
Description
Required?
High priority message
Select this check box if this is an emergency situation. Otherwise, leave clear this check box to indicate it is a low priority, standard message.
N
Use a message template
Message Templates allow you to view existing messages that are ready to N
be used, or view existing messages that are partially built and can be edited to be used.
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To use a message template, click the link. Then, select the desired message template title and click OK.
Title
Type a name for this notification.
Y
Body
There are three ways to add a message:
N
1 If you have already added and saved a message for this type of notification, you can select it from the Message Template list. See Message Library on page 101.
2 If you have recorded a voice message, you can upload the file from your desktop. To upload a message on page 89.
3 You can add the message by typing it in the Body text box. The message will be used for text delivery to email and SMS devices, and a text‐to‐speech engine will read it for voice delivery to phones.
Include a Voice Recording
Select the check box, then select the desired radio button:
N
◊ Use Everbridge recorder (see the procedure To add a new voice message template using a computer microphone on page 87).
◊ Use a telephone (see the procedure To add a new voice message template using a land line telephone on page 88).
◊ Upload a file (see the procedure To upload a message on page 89).
Save this as a message template
Select this check box to reuse this message for other notifications and notification templates.
N
Message type
Select from:
N
◊ Standard—text.
◊ Polling—includes options for contacts to respond to a list of choices; you see the answer in the Broadcast Results.
◊ Quota—includes options for contacts to respond to a list of choices and then you send a Follow‐Up with the results.
◊ Conference Bridge—the contact is able to reply by connecting to a conference bridge.
NOTE: Unlike the Organization level, at the Account level, Account Administrators cannot select the Conference message type.
Attach Files
Attach files to the message if the notification is sent via email, fax, or N
Everbridge Mobile Member. Select the file to upload and click Open. You can attach up to 5 files.
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Chapter 4 – Notifications Field Name
Description
Publishing Options
Select the desired check boxes:
Required?
◊ Everbridge Network—This notification will be published to the organizations N
you have indicated. Optionally, you can use a shape to specify the impacted area to your network.
Y
◊ CMAS/WEA—If you select this option, all fields are required.
IPAWS (Integrated Public Alert and Warning System) is a planned multi‐
agency emergency population warning system in the United States, hosted by FEMA. CMAS (Commercial Mobile Alert System) is the system interface to the Wireless Emergency Alerts (WEA) service that wireless carriers use. CMAS is in partnership between FEMA, the Federal Communications Commission (FCC), and wireless carriers, to enhance public safety.
N
◊ Alertus—Provides a way for personnel to relay important emergency alerts through Alertus, an Everbridge Partner providing desktop alerts, alert beacons, and digital signage
◊ Web Posting—To initiate notifications to partner systems or client‐side web N
Select Contacts
A contact is an end‐recipient of what happens in the Mass Notification Y
application. You can select contacts by Individual, Group (contacts in a group), and/or Rules. (This is a targeted population within your database. It is dynamic in nature. The rule is stored, not the results.). At the Organization level, you can also select contacts by map location. NOTE: Unlike the Organization level, at the Account level, Account Administrators cannot select contacts by map location.
For more information about Contacts, see Contacts on page 105.
Settings
The default settings (configured via the Settings tab) are displayed. You can change them by clicking Edit, changing the desired settings, and clicking Hide.
NOTE: Make sure to configure the identical path code in Delivery Methods in both the Account level settings and in the Organization level settings. Otherwise, a Notification Send Failure could occur. For example, if the Account has three organizations, and the Account Administrator wants to send a notification across the organizations to "Email Address 1", each organization must have an "Email Address 1" path code. Y (Sender email display, Sender caller ID, and Delivery methods)
For more information about Settings, see Settings on page 163.
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sites, you can provide one or more URLs. Optionally, provide a corresponding username and password for each URL. NOTE: Unlike the Organization level, at the Account level, Account Administrators do have publishing options.
Adding and Sending a Notification Field Name
Description
Send & Save
Select the desired Send option:
75 Required?
◊ Now—To send immediately.
◊ Schedule—Click the Calendar icon to select the desired date.
◊ Recurring—Select how often the notification will be sent. ◊ Save as a notification template—Notification Templates allow you to view N
N
Y (Start Date)
N
existing templates that are already fully configured and ready to be sent, or view existing templates that are partially built and can be edited to be ready to send.
NOTE: Unlike the Organization level, at the Account level, Account Administrators cannot select Schedule or Recurring.
Include as part of an event
Select this check box if yes. Then, select an existing even from the drop‐
down list or type an event name in the text box. See also Events on page 69.
N
Send (Schedule or Save)
Click the Send (Schedule or Save) button to complete the process.
Y
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To add a notification from the Notifications tab
The following procedure shows an example of sending a notification from the Notifications tab. Suppose there is a chemical spill at the Wall Street location. You need to notify the Hazardous Materials handling team to go to that location. Anyone around that location needs to evacuate, and the Fire Wardens need to monitor the evacuation. Managers and any individuals need to be notified as well.
For detailed descriptions of each field on the New Notification page and if those field are required, see Notifications Fields on page 73. On‐screen, required fields have a red asterisk (*) next to their labels. 1 From the Notifications tab (or Universe tab), select New Notification.
A blank notification appears from which you can fill in the fields. You can send the notification immediately, schedule the notification for a later date, schedule a recurring notification, or save the notification as a template.
2
Select the check box if this is a high‐priority message; that is, an emergency situation.
(Leave the check box clear if this is a low priority, or standard message.)
High‐priority notifications are placed higher in the outbound queue before any non‐
priority notifications.
3
Type a title for this notification. For example, Chemical spill at Wall St.
If this message is sent by email, fax, or SMS, the title becomes the subject line of the email.
4
Add your message.
a If you have an existing message template, perform the following steps. Otherwise, skip to step 4b.
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Click the link: Use a message template.
–
Select the desired message and click OK.
–
The Title and Body fields are prefilled with information from the message template.
–
Optionally, edit the Title and Body text to make it unique for this situation.
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b
c
5
Optionally, select the check box: Include a Voice Recording. Then, select the desired Voice radio button, as needed. Otherwise, skip to step 4c.
–
If you have a recorded voice message, you can upload the file. See the procedure To upload a message on page 89 and then return here.
–
If you want to use an Everbridge recorder, see the procedure To add a new voice message template using a computer microphone on page 87 and then return here.
–
If you want to use a telephone, see the procedure To add a new voice message template using a land line telephone on page 88 and then return here.
Add a message by typing it in the Body text box.
The message will be used for email and text devices, and the text‐to‐speech engine will read it for voice delivery to phones.
Select a Message Type:
•
Standard—A Standard message is simply a notification of the message.
•
Polling—In a Polling message, add options to solicit responses to the message. The contact can choose one of the options, and you will see them in Broadcast Results. •
Quota—If you select Polling, then select the check box: Use quotas, you can add options for contacts to respond to a list of choices and then you send a Follow‐Up with the results. For example, if you need five volunteers to work the graveyard shift on Saturday and Sunday, you can type Need volunteers to work graveyard on Saturday with #needed as 5 and Need volunteers to work graveyard on Sunday with #needed as 5. Broadcast Results show which contacts are willing to work. You can then send a Follow‐Up letting everyone know who is working (perhaps the first five contacts to volunteer). You can also stop the quota. •
Conference Bridge—In a Conference notification, the message is to join a conference call. This could be an emergency where contacts need to discuss the situation immediately. Or, it might be a convenient way to pull everyone together for the weekly status meeting. Contacts who are reached by phone can push a button to connect to the conference bridge. Contacts who receive a text message will see the instructions for joining the call. E V ER B R I D G E S U IT E
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Optionally, save this information as its own Message Template by selecting the check box: Save as message template.
Adding and Sending a Notification 77 6
Attach up to 5 files, as needed. (If this message will be delivered by means of email, fax, or Everbridge Mobile Member, you can optionally attach files to it by selecting the Attach files link and selecting your files.)
7
Select your desired Publishing Options. D R A F T — I N TE RN A L U S E O NL Y
TIP: When sending to any publishing option, the following fields on the Notification form must be populated:
◊
The Body field must contain text or include a voice file.
◊
Select Contacts must have at least one contact from the database.
◊
Delivery Methods and Sender Information cannot be empty.
•
Everbridge Network—This notification will be published to the organizations you have indicated. Optionally, you can use a shape to specify the impacted area to your network.
•
CMAS/WEA—For only Organization Administrators, Group Managers, and Dispatchers, the fields are as follows:
–
Training Mode ‐ Message will not be sent: Select this check box to train your users on how to make selections. The message will not be sent to CMAS. If you are also sending to contacts, the message is sent to them.
–
Private Key* and Keystore Password*: Type the required Client IPAWS passwords in these fields provided by FEMA. Typing in these passwords ensures that you cannot unintentionally access this page and send a message to CMAS. NOTE: The FEMA‐provided values in the drop‐down lists cannot be modified.
–
–
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The following fields are displayed if your administrator has allowed you to make a selection:
–
Sender Agency Name*: A single Sender Agency Name is displayed in read‐
only format. If there are multiple Sender Agency Names from which to choose, select one. For example, Police Dept or Sheriff’s Office.
–
Event Name*: Select the Event Name from the drop‐down list. –
Message Status*: Select the Message Status from the drop‐down list.
–
Message Category*: Select the Message Category from the drop‐down list.
–
Urgency*: Select the Urgency from the drop‐down list.
–
Severity*: Select the Severity from the drop‐down list.
–
Certainty*: Select the Certainty from the drop‐down list.
–
Expires in*: Select the number of hours from the drop‐down list in which the message expires.
–
Affected Region SAME Code(s)*: A single SAME Code is displayed in read‐
only format. For multiple codes, select the desired codes, and separate them with a comma (for example, 406037,806037).
Message to Public*: Type the Message to the Public in the text box to be sent to WEA‐capable mobile phones. Imposed by FEMA, you can use a maximum of 90 characters.
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Chapter 4 – Notifications The Schedule and Save options are unavailable. When you click SEND, Everbridge sends the message to IPAWS. The message should pop up on all WEA‐capable mobile phones in the broadcast area. •
Alertus—Provides a way for personnel to relay important emergency alerts through Alertus, an Everbridge Partner providing desktop alerts, alert beacons, and digital signage
•
Web Posting—To initiate notifications to partner systems or client‐side web sites, you can provide one or more URLs. Optionally, provide a corresponding username and password for each URL. NOTE: Unlike the Organization level, at the Account level, Account Administrators do not have publishing options.
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8
Scroll down the page to see the remaining sections of the New Notification form.
9
Select contacts in two ways:
a On one page, by Individuals, Groups, or Rules. (To learn about Groups and Rules, see Groups and Rules on page 114.)
–
If you are an Account Administrator using the Account’s Notifications tab, you can select the organization name from the drop‐down list. This allows you to select contacts across organizations.
–
To select individuals, click the link: Individuals.
The Select Contacts page appears.
–
One by one, select the check box of the desired contact names.
The individuals are listed in the right‐hand panel.
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Adding and Sending a Notification 79 –
To select groups, from the Select Contacts page, select the Groups sub‐tab. (To learn about Groups, see Groups on page 114.)
The Select Groups page appears.
–
One by one, select the desired group names (which could be nested).
The groups are listed in the right‐hand panel.
–
To select Rules, from the Select Contacts page, select the Rules sub‐tab. (To learn about Rules, see Rules on page 116.)
The Select Rules page appears.
–
Select the rules (advanced search filters) you want to use in this template.
The rules are listed in the right‐hand panel.
–
Click OK.
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Chapter 4 – Notifications You will see the count for each contact category. C O NF ID E NT I A L
From a different page in the Universe tab, by Map location, to add contacts who have an address near the location of the notification. There are many ways to use the map to select contacts. See Understanding Shapes on page 51 in Chapter 3, Universe. For example, you can draw a circle around the location that includes the contacts in the database who have an address in the circle.
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b
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Adding and Sending a Notification 81 –
To start drawing the circle, from the Select Contacts menu, select Search, and type an address that will be the center of the circle. In this example, it is the address of the Wall Street location. –
Click the Search (magnifying glass) icon to the right of the address you just typed.
–
Select the radio button of the address you want to use.
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Chapter 4 – Notifications Set a marker on the map with a radius (in this example, a 1000 foot radius), and click Show on map.
–
Close the Search overlay by clicking the Close (X) button.
–
Notice that contacts within your shape have been selected. –
Click Select to return to the Notification page. 10 Review your Settings.
These are the default values set by your Organization Administrators.
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Chapter 4 – Notifications b
If you have permission, you can edit the Settings.
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Make your changes, as needed.
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Scroll to see all the settings.
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As an example, select the Confirm check box to give the contacts the ability to confirm receipt of the message.
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Adding and Sending a Notification –
85 Click Hide to close the settings. D R A F T — I N TE RN A L U S E O NL Y
11 In the Send & Save section, select one of the following Send commands: •
Now—to send the notification immediately.
•
Later—to schedule a later date and time to send the notification. Click the Calendar icon and select the date.
•
Recurring—to configure the schedule and how often to send the notification. Click the Calendar icon to select the date ranges and click the Clock icon to select the time.
•
Save as a Notification Template—to save this notification as a template so it is ready for you to send when you need it. You can save it in a Category to make it quicker for you to find when you want to send it. Select from the drop‐down list or type a new category name directly into the text box.
12 Optionally, select the check box: Include as part of an event.
This way, if you associate the notification with an event, you can view the event and see the history of the notifications, all in one place. Select from the drop‐down list or type a new event name directly into the text box. See Events on page 69.
13 Depending on your Send & Save selection, click the Send button, the Schedule button, or the Save button, as appropriate.
After the notification is sent, you can monitor the results. See Active/History, next.
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Chapter 4 – Notifications To monitor results
In the Active/History list, you see one line per notification, showing the basic information of active notifications and those notifications that have ended.
1 If the sender selected the Confirm check box, as a notification continues, refresh your page so that you can see the status of your contacts as they listen to details on their devices and the stages of confirming receipt of the message. NOTE: At the Account level, the Active/History shows only the Account Administrator’s results. Unlike the Organization level, the Account level includes an Organization column.
Drill into the results by clicking the title of the notification.
The report shows the settings that were used to send the notification.
3
Click Delivery Details to drill further into this notification.
You can see detailed information for each contact you tried to reach. You can continue to monitor the results until the end of the event, including rebroadcasting and additional information.
In the Results Chart section, you can see the contacts who confirmed, confirmed late, or those who were unreachable. 4
As needed, you can Stop an active notification in case the notification has changed, has been resolved, or you made a mistake. Click Yes to stop the notification. Stopping a notification does not affect messages that have already been sent, but stops the system from sending more messages.
5
Optionally, from the Actions menu, click Send Follow Up to send a unique follow‐up message about the next stage of this notification. (For details, see the procedure To send a Follow‐Up on page 94.)
6
Optionally, from the Actions menu, click Rebroadcast.
A rebroadcast resends the original message to contacts who have not yet confirmed receiving it. (For details, see also the procedure To rebroadcast on page 95.)
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Adding and Sending a Notification 87 Including a Voice Recording
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To add a new voice message template using a computer microphone
1
From the Message Library sub‐tab, click Add.
The Add Message Template page appears.
2
Type a title for this message.
3
Type the Body of the message.
When you send this message to a text path like email or SMS, this is the message text that is sent. If you are only going to deliver this message over voice paths, the body text is not required, but it is still a good idea.
4
Select the check box: Include a Voice Recording.
5
Select the radio button: Use Everbridge recorder.
6
Click Record (the green circle under the timer) and record the message to be played on the voice paths.
If a Camera and Microphone Access dialog appears, click Allow.
7
Begin speaking into your microphone. (Your recording must be less than 5‐minutes in length.)
8
Click Stop (the red circle) when you are done.
You see your recording listed with your name, date, time stamp, and size. 9
To listen to your recording, click Play (the green triangle).
10 If you are unsatisfied with your recording, record it again by repeating steps 4 through 9.
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Chapter 4 – Notifications 11 Optionally, assign the template to a Category to make it quicker to find in the list.
Select from the drop‐down list or type the Category name directly in the text box.
12 Click Save.
The template is on the Message Library list and ready to be used in a notification as a Voice message. NOTE: At the Account level, the Account Administrator sees only the messages saved in the Account level.
To add a new voice message template using a land line telephone
From the Message Library sub‐tab, click Add.
The Add Message Template page appears.
2
Type a title for this message.
3
Type the Body of the message.
When you send this message to a text path like email or SMS, this is the message text that is sent. If you are only going to deliver this message over voice paths, the body text is not required, but it is still a good idea.
4
Select the check box: Include a Voice Recording.
5
Select the radio button: Use a telephone.
6
Click the link: Open recording instructions. The Telephone instructions are displayed. An example is shown next. 7
Follow the instructions to record your message and click Done. If you are using a poll, set up your poll first, then record to allow for poll responses over the phone.
8
Optionally, assign the template to a Category to make it quicker to find in the list.
Select from the drop‐down list or type the Category name directly in the text box.
9
Click Save.
The template is on the Message Library list and ready to be used in a notification as a Voice message. NOTE: At the Account level, the Account Administrator sees only the messages saved in the Account level.
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To upload a message
1
From the Message Library sub‐tab, click Add.
The Add Message Template page appears.
2
Type a title for this message.
3
Type the Body of the message.
When you send this message to a text path like email or SMS, this is the message text that is sent. If you are only going to deliver this message over voice paths, the body text is not required, but it is still a good idea.
4
Select the check box: Include a Voice Recording.
5
Select the radio button: Upload a voice recording.
6
Make sure the file you want to upload matches the technical specifications for a file. (See the specifications on‐screen.)
7
Click the link: Upload a voice recording.
8
Select the file to upload. NOTE: The file cannot exceed 2.4 MB; otherwise, you must reduce the file size and upload it again.
When the progress bar is full, the file has been uploaded. If you need to change the file, click the Trash Bin.
9
Optionally, assign the template to a Category to make it quicker to find in the list.
Select from the drop‐down list or type the Category name directly in the text box.
10 Click Save.
The template is on the Message Library list and ready to be used in a notification as a Voice message. NOTE: At the Account level, the Account Administrator sees only the messages saved in the Account level.
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After sending your notification, you can monitor the results and status of the notification. From the Active/History sub‐tab, you can see how many notifications:
◊
are currently active
◊
have been sent in the last 7 days
◊
have been sent in the last 30 days
Click the number in the notifications according to the view you want to see.
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The fields on the Active/History sub‐tab are described in the following table. Field or Area
Description
Search
Use a string that is from the Title column. This search feature uses the “contains” condition. For example, to find all notifications with the name “Office”, you could type the full word or the partial word, Office or off. When you click the Search (magnifying glass) icon, the application finds all notifications whose names include “Office” or “off”. To clear the search, delete the search term, Status
Indicates the status: Active (a green icon), Sent (a gray check mark), or Stopped (a red “X”).
Actions
The Actions drop‐down menu offers the actions that you can perform: Stop (if Active), Rebroadcast, and Send Follow Up. (These actions are also available from the Notification Details page.)
Published
If you used a Publishing Option, a “P” icon appears in the row of the notification. Hover your mouse over the “P” to see which publishing option: Everbridge Network, Alertus, CMAS/WEA, or Web Posting.
Name
The name of the notification. Clicking the Pencil icon opens the Notification Details page for that notification. and click Search again. C O NF ID E NT I A L
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Active/History 91 Field or Area
Description
Event Name
The name of the event of which your notification is a part. Clicking an event name launches the Event Summary.
Sent On
When the notification was sent.
Sent By
The full name of the user who sent the notification.
Sent To
Shows the number of contacts sent the notification. Click the link to see the names of the contacts, the attempt times, path types, paths, if the contact confirmed, the time of the confirmation, call results, and location. This report is a Microsoft Excel spreadsheet that you can optionally rename and save to your desktop.
Charts
Hover the mouse to see a quick view of the number of contacts confirmed, confirmed late, unreachable, and not confirmed. Click the pie chart for a larger view. Hover the mouse over the chart to see the percentages. From the larger view, you can also print the chart or save as a PNG or JPEG image, a PDF document, or a SVG vector image.
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The notifications are listed in order of their Send date; the most recent at the top of the list. You can sort the list by any of the columns. Click a column heading on which to sort. Click the column heading again to reverse the sort order.
Use the Page Controls at the bottom of the page to view the records. Use the drop‐down list to set the number of records to display on each page. Step through the pages using the page controls (First Page, Previous Page, Next Page, Last Page).
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Chapter 4 – Notifications Notification Details
In Notification Details, the application automatically groups all the notifications for an event into a single view and a single report. This way, your organization can review the notifications and other artifacts, in chronological order. D RA FT — I N T E R N A L U S E O NLY
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Active/History 93 D R A F T — I N TE RN A L U S E O NL Y
The Settings sub‐tab displays the contact and notification settings of this notification. To view a notification report, click its title from the Active/History list.The following table describes the fields in the report. Field Name
Description
Status and Name
In the upper left‐hand corner of the Details page, you can immediately see the notification name and its status.
Action buttons
Depending on the status, action buttons are provided for quick access. If the status is Active, you see a Stop button. You also see a Rebroadcast and Send Follow Up button if the status is not Stopped.
ID
If you need to contact Everbridge about this notification, you must provide this ID number.
Notification Type
Standard, Polling, or Conference.
Priority
Yes = High Priority.
Recurring
Yes = Recurring.
Start
Date and time messages began broadcasting.
End
Date and time messages stopped broadcasting. If the notification ran its duration, you will see the corresponding times in the Start and End fields. If the notification was stopped by a sender, the End time would be before the length of the duration.
Sent by
Message sender’s name.
Sent/Stopped on
Date and time sent or stopped. If stopped, you see the name of the person who stopped the notification.
Voice Recording
The type of voice recording, if any.
Message Format
The format of the message, such as Text.
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Chapter 4 – Notifications Field Name
Description
Event
Event name with which this notification is associated, if any.
Attach Files
Names of any attached files sent to email, fax, or Everbridge Mobile Member recipients.
Conference Bridge
If used, the name, numbers, and access code of the conference bridge.
Message Title and Message
The message that was sent. If the message contained a recorded voice file, there is a link to the file. You can click the link to listen to the message.
Status
By default, the Results Chart shows confirmation status: Confirmed, Not Confirmed, Confirmed Late, and Unreachable. The pie chart shows the percentage of contacts in each of the statuses. From Active/History, hover the mouse over the chart to view the percentage of contacts in each status.
You can also chart confirmations by delivery path. Use this to find the delivery paths that your contacts actually used to receive and confirm the message.
Delivery Details
For all contacts, you can see if they confirmed receiving the message and the time they confirmed. By default, the list is displayed in alphabetical order by the Contact Name. You can change the sort by clicking a column heading. To see an individual’s details, click the Plus (+) sign in the row next to the specified name; click the Minus (‐) sign in the row next to the specified name to close the individual’s details. This is where you see the history of each attempt to reach each contact and the results of each attempt.
Settings
The Settings show the contacts, groups, and rules used in this notifications, as well as any contact polygons. The Notification settings section shows the key settings used to send the notification.
Print
Click Print to print this report for distribution or archival purposes.
To send a Follow‐Up
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From the Notification Details page, click Send Follow Up.
The targets of this notification are the contacts to whom you sent the original message.
2
Select the check boxes corresponding to the people who should get the follow‐up message: Confirmed, Confirmed Late, Unreachable, and Not Confirmed.
For example, you will want to select all check boxes if everyone should receive an “All Clear” message.
3
Click Send.
The original notification is displayed. You can change this in full or partially by adding a few words to the title. Using the example above, you could add Cancelled to the title and a sentence at the end of the body: This warning has been cancelled.
4
If there is an uploaded Voice for the original message, delete it by selecting the Trash Bin and record your update message.
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To find out about individual contacts, click this tab. From this page, you can see information for each contact selected to receive the notification.
Active/History 95 Or, you can allow text‐to‐speech to be generated instead of recording or uploading an updated follow‐up voice message.
5
Review and edit the Settings, as needed.
6
Click Send.
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To rebroadcast
1
From the Notification Details page, click Rebroadcast.
The Rebroadcast Confirmation appears. 2
Read the note.
3
Click Rebroadcast Now.
Event Summary Reports
To view the notifications that are associated with an event, look at the notifications history from the Active/History sub‐tab. For each notification, you see the event name associated with it next to the Notification title, if any. To view an Event Report, see Event Analysis on page 154. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 4 – Notifications Notification Templates
The Templates sub‐tab contains the notifications that you predefined and prefilled while planning for emergencies and other events ahead of time. From this list, you can select the template to which to add additional information before sending or the template that is already predefined and ready to be sent immediately.
Once you have configured a notification, you can save it as a template, including the:
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message
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contacts who will receive it
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settings for the notification D RA FT — I N T E R N A L U S E O NLY
From the Templates library, you can launch a new notification and you can see your organization’s notification templates. You can also add a new notification template from this page. An organization can have an unlimited number of notification templates.
The fields on the Templates library are described in the following table. Field or Area
Description
Search
Use a string that is from the Name column. This search feature uses the “contains” condition. For example, to find all templates with the name “Office”, you could type the full word or the partial word, Office or off. When you click the Search (magnifying glass) icon, the application finds all templates whose names include “Office” or “off”.
Check box
To select an individual template. Pencil icon
Click the Pencil icon in the row of the template to edit. The Edit Notification Template appears. The fields are prefilled and you need only modify the necessary fields.
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Notification Templates 97 Field or Area
Description
Delete
Click the Trash Bin in the row of the template to delete. Use this button to permanently remove the selected template from your Templates library.
Published
If you used a Publishing Option, a “P” icon appears in the row of the notification. Hover your mouse over the “P” to see which publishing option: Everbridge Network, Alertus, CMAS/WEA, or Web Posting.
Title
The name of the template as your operators will see it in their list of notifications. If the notification is a high‐priority notification, a red exclamation icon precedes the title.
Category
Displays the name of the category or folder to which you assigned your template. You are not required to place a template in a category.
If there is more than one category already in your library, click the Down arrow to either add your template to a category or change the category for the template. If you select a different category, your template is moved. If you do not want y our template in a category anymore, select “No Category”. D R A F T — I N TE RN A L U S E O NL Y
Created On
The time stamp when the notification template was added.
Created By
The full name of the person who added the template.
Contacts?
A check mark indicates contacts were added to the template.
Settings?
A check mark indicates options were set in the settings for the template.
From the Templates sub‐tab, you can view or edit an existing template by selecting the Pencil icon in the row of the desired template. You can send the template “as is” or edit it and then send. Optionally, include the notification as part of an event, then click Send.
To save a scheduled or recurring notification as a Notification Template, select the Pencil icon in the row of the desired notification. The Edit scheduled/recurring page appears. Scroll to the bottom of the page. In the Send & Save panel, select the Now radio button. Then select the radio button: Save as a notification template and click Save. NOTE: The Account Administrator (Account level) sees only the templates saved at the Account level.
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Chapter 4 – Notifications Adding Templates to the Role
If you have assigned your users to a Mass Notification Operator role, you must edit the role configuration to add this template to the role. Otherwise, your operators will not see this template in their lists of incident types. Adding a Notification Template to the Mass Notification Operator Role
1
Login to the system as an Account Administrator.
2
Click the Roles tab.
The Roles page is displayed. The default view is the Account roles.
3
Select the desired radio button to View roles for information for:
•
This account name.
•
An organization in this account.
–
The right‐hand panel displays the role profile: default Permissions (that are fixed for each role), and Assigned Users (the names of the users assigned to the role, if any).
Select the Role Type: Mass Notification Operator (or any respective nested role type).
5
Select the Resources sub‐tab.
6
If your Mass Notification Operator does not need Access to All, select the radio button: Limited access.
The incident templates for your organization appear. (Open the tree by clicking the Plus sign (+) next to the template name, if needed.)
7
Select the check box next to the notification template names that you want your Mass Notification Operator role to be able access. 8
In the following example, the Team 1 ‐ External operator (based off the Mass Notification Operator role) has access to XX notification templates. The Team 2 ‐ Internal operator (also based off the Mass Notification Operator role) has access to a a different set of notification templates.
Click Save.
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Select the organization from the drop‐down list. The Role Types that have been added for the selected organization are listed on the left‐hand side of the page. A new organization contains only the Organization Administrator role.
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Scheduled / Recurring Notifications 99 Scheduled / Recurring Notifications
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The Scheduled sub‐tab contains the notifications that you predefined and prefilled while planning for emergencies and other events ahead of time. From this list, you can select the template that has been scheduled to be released on a specific date or the recurring (or repeating) notification. Under the Sched/Recurrence column on the right‐hand side of the list, for Scheduled notifications, you can see the date and time of scheduled notifications. For Recurring notifications, hover the mouse to see the start and end dates, how often the notification will repeat, and the number of days. M AS S N O T IF I C AT I O N U S ER G U I D E
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Message Library 101 Message Library
When you are sending a notification, you will need to provide the message, or body of text. You can select from existing messages, type the text of the message, or upload a voice recording from your desktop. Any method will get your message to your contacts, but it is a best practice to use existing messages.
Whenever possible, plan and record the message in advance, while you are not under stress to send the notification. This allows you to provide a higher‐quality message.
About Text Messages
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To make sure that your SMS text message is passed through the carrier without error, keep the following guidelines in mind when typing the message:
◊
Only use characters that you find on a standard keyboard.
◊
Do not paste text from a word processing application or a web page that may add special formatting characters, even if they are invisible.
◊
Avoid special characters, such as an ampersand (&) or percent sign (%).
If you use the message in a notification that includes voice devices, but do not include a voice recording, the system can use text‐to‐speech to add the voice message. Make sure that the text you entered can be properly converted by the text‐to‐speech engine. That is, be careful of abbreviations, acronyms, and words that may not be clear. If you are adding this message in advance, send a test notification to yourself to make sure the output is clear. TIP: For further details about text‐to‐speech, contact your Everbridge implementation representative.
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Chapter 4 – Notifications To add a new text message template
1
From the Message Library sub‐tab, click Add.
The Add Message Template page appears.
2
Type a title for this message.
If this message is sent by email, fax, or SMS, the title becomes the subject line of the email.
3
Type the Body of the message.
When you send this message to a text path like email or SMS, this is the message text that is sent. If you send this message to a voice path like a phone, a text‐to‐speech engine reads this message to the contact.
4
Optionally, assign the message template to a Category to make it quicker to find in the list.
Select from the drop‐down list or type the Category name directly in the text box.
5
Click Save.
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NOTE: At the Account level, the Account Administrator sees only the messages saved in the Account level.
Message Library 103 Maintaining Your Message Library
From the Message Library sub‐tab, you can search using the Message Template name or Category name. To clear the search, delete the search term, and click Search again. You can sort the list by any of the columns. Click a column heading on which to sort.
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Use the Page Controls at the bottom of the page to view the records. Use the drop‐down list to set the number of records to display on each page. Step through the pages using the page controls (First Page, Previous Page, Next Page, Last Page). To edit a message template, select the Pencil icon in its row. Make your changes to the template, then click Save.
To remove a message template from the list, select the Trash Bin in its row. Confirm the deletion.
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5
Contacts
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This chapter provides information about Contact Management.
The following topics are covered:
◊
Overview of Contacts
◊
Managing Contacts
◊
Searching for Contacts
◊
Groups and Rules
◊
Adding Contacts
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Chapter 5 – Contacts Overview of Contacts
The Contacts tab is where you can add and maintain Contacts. See Roles on page 5 for an understanding on who can perform Mass Notification activities such as manage contacts, send notifications, and add groups and rules.
Some examples of your system of record for your contact data follow:
◊
Business, health care, and higher education organizations can load employee contact information from a Human Resources system.
◊
Vendors and customers can be loaded from a Contact system.
◊
Higher education organizations can bring data from a Student Information system.
◊
Regional and local governments can use emergency and non‐emergency residential and business phone lists.
◊
Governments can open a public portal where citizens can register with their contact information and opt‐in to receive notifications.
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An organization sends notifications to its own contacts. The contacts in an organization can be assigned to one or more groups. You can select one or more groups to receive a notification. An account administrator can add a Group Manager for a group within an organization. Overview of Contacts 107 D R A F T — I N TE RN A L U S E O NL Y
The Main Contacts Page Viewing the Contacts List
The list of contacts is sorted alphabetically by Last Name. Click the desired column heading to sort on that value instead. Click the column heading again to reverse the sort order.
At the bottom of the list, the page counter shows you which page you are viewing and how many pages contain the entire list. The drop‐down field shows how many contacts are currently displayed per page. The record counter shows the records currently displayed and the total number of records in the organization.
Use the arrow buttons — First Page, Previous Page, Next Page, and Last Page — to step through the pages. Or, to go directly to a page, type the page number in the Page field, and press ENTER.
Managing Contacts
From the Contacts tab, to view a contact record, click the name. All of the information for the selected contact is displayed. Click Contacts in the upper left‐hand corner of the page to return to the Contacts list.
To edit a contact’s record, click the Pencil icon in the specified row. The fields are enabled to so that you can change the information. Click Save when you are done.
For more details, see About Contact Data on page 124.
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Chapter 5 – Contacts Downloading Contact Records
You can download your contact records in a Comma‐Separated Values (CSV) file. Use the CSV file as a starting point for making changes or restoring the contact data.
◊
To download a CSV file containing all contacts, make sure all check boxes are clear for all records, then click Download. Save the file to your local computer resource. ◊
To download a CSV file containing only some of the contacts, select the check box in the row next to each desired contact.
NOTE: The selections must be from a single page, so you might first need to adjust the number of contacts per page. Use the Page Controls to adjust the number of contacts per page.
Click Download. Save the file to your desktop.
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Searching for Contacts 109 Searching for Contacts
From the Contacts tab, in the Search field, you can find a contact by First Name or Last Name. Narrow your search by typing more characters in the Search field. For example, typing Jo finds contacts with the first names of John, Jon, Jonathan, and Joni, as well as contacts with the last name Johnson. To clear the Search field, click Reset. Filtering Your Search
You use the Advanced Search function to:
◊
locate contacts from the Contacts tab
◊
select individuals to receive a notification
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In either case, you search in the same way. Advanced Search is also used as custom filters in the Rules sub‐tab.
To use one filter
1
Do one of the following:
•
If you are sending a notification, from the Notifications tab, click New Notification. In the Select Contacts section, click Individuals. Click Advanced Search.
•
If you are managing contacts, from the Contacts tab, click Advanced Search. The Contact Information fields are available, including General Information, Locations, Contact Paths, Additional Information, Subscriptions, and Contact Record Type.
2
Select a field from the drop‐down list on which to search.
The list displays the contact fields. The fields include ones for contact management, such as whether a contact’s address is geo‐coded.
3
Select the condition on which you want to search.
The conditions depend on the type of data in the field. For example, a Name field is a text field. A text‐formatted field may have different conditions than a date‐formatted field. 4
Type the value in the correct format for the data type.
5
•
A Date data type must be in YYYY‐MM‐DD format. This field offers a Calendar icon, from which you can select the desired date. The String data type can be any alphanumeric characters, and the Number data type can be numeric characters.
•
If the field type offers a single‐select list, choose one value. If the field type offers a multi‐select list, choose one or more values by selecting the first value, then pressing and holding down CTRL while selecting the other values.
•
To select a range of values, select the first value, then press SHIFT while selecting the last value in the range.
Click Search.
Your list is filtered to show only contacts from your Advanced Search.
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Chapter 5 – Contacts Example Using One Filter
To see all my contacts assigned to a specific group, and then download that list, I can use one filter.
1 From the Contacts tab, select Advanced Search.
The Advanced Search pane is displayed. C O NF ID E NT I A L
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2
From the Condition drop‐down list, select Associated Group(s).
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Searching for Contacts 111 D R A F T — I N TE RN A L U S E O NL Y
The application displays your group structure. 3
Locate and select check box of the Group you want to query and click Search.
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Chapter 5 – Contacts The application displays the list of contact records assigned to the selected group. Click Download to download the contact records for all the members in the group to a Microsoft Excel spreadsheet.
Or, select the check boxes of the individual contact record(s), then click Download. (You can also view or edit an individual contact record.)
Using Multiple Fields and Conditions in a Filter
You can use multiple fields and conditions to locate your specific contacts. Suppose you wanted to find the Fire Wardens in Building 1. To use multiple fields and conditions in a filter
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1
Using the example, locate the Fire Wardens.
Follow the procedure To use one filter on page 109 to select the field (Certifications) and condition (is equal to) with the value (Fire Warden).
2
Click Add Filter Search.
3
Locate the contacts who are in Building 1.
Follow the procedure To use one filter on page 109 to select the field (Location Building) and condition (is equal to) with the value (Building 1).
4
Click Search.
When you use more than one filter, all conditions must be true. In this example, the contact must both be certified as a Fire Warden and have an office in Building 1.
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4
Searching for Contacts On the Contacts tab, after you have configured a search matching your selected criteria, you can save the filters as a rule. Do this by selecting the check box: Save as rule.
You can use the rule to locate contacts for a notification. See Groups and Rules on page 114 for more information.
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Chapter 5 – Contacts Groups and Rules
Preparing messages, lists of recipients, and other aspects of the notification in advance reduces the chance of human error in sending and responding to notifications. Groups and Rules are two ways to organize your contacts for quick selection. You can configure Groups and Rules for selecting contacts.
Groups
Groups are static, or fixed, lists of contacts that you can maintain. Group Managers can manage contact profiles and send notifications to contacts in their own group. By adding a set of groups before you need to send a notification, you will be ready to respond quickly.
To add a new group
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1
From the Contacts tab, select the Groups sub‐tab. 2
On the left‐hand panel, select All Contact Groups or the desired group name.
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When you are going to send a notification, you can select groups as targets rather than select contacts individually. You can add a group for any set of contacts that have something in common. A contact can be in more than one group. This allows you to target exactly the contacts who should receive the notifications. For example, a manager might be in the “Sales” group in addition to a “Managers” group. Individual contacts and groups can be nested within a group, such as “Joe Hamilton” individual and the “Fire Department” and “Police Department” groups nested in a “Public Safety” group. D R A F T — I N TE RN A L U S E O NL Y
Groups and Rules 115 3
Select Add Group. 4
Type a name for your new group and press ENTER. 5
From the Contacts tab, select check boxes of the contacts you want as a part of the this new group.
6
Click Add to Group.
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Chapter 5 – Contacts To rename a group, select it from the left‐hand panel and click its Pencil icon. Type the edited name and press ENTER.
To delete a group, select it from the left‐hand panel and click its Trash Bin. Confirm the deletion.
Rules
When you send a notification, you can apply a rule based on characteristics of the contact who will receive the message. Rules can be added on Name, Location, Contact Paths, and the other contact data fields.
Rules are a dynamic way of selecting contacts using multiple filters based on their contact information, such as Name and Address or Additional Information, that is custom to your organization. So, even if new contacts have not yet been added to the “Fire Department,” group, they could still be located at a Fire Station address where they are located.
If the data content in a contact record is current, then the rule is up‐to‐date whenever you send a notification — you do not have to “maintain” the list.
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To add dynamic groups, see To manage dynamic groups on page 17.
To add a new rule
1
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From the Contacts tab, select the Rules sub‐tab. E V ER B R I D G E S U IT E
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Groups and Rules 2
Click Add. 3
Type a name for your new rule.
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Chapter 5 – Contacts 4
In Custom Filters, select a field from the Add Filter Search drop‐down list. D RA FT — I N T E R N A L U S E O NLY
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Groups and Rules 119 5
Select the Condition from the drop‐down list and type the Value. In this example, the Location City field must be equal to “Glendale.” 6
Repeat steps 4 and 5 for each additional filter you need to use.
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Chapter 5 – Contacts Optionally, click Preview to see the contacts matching your new rule. 8
Click Save.
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The new rule is listed in the Rules list. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 5 – Contacts To edit a rule, click the Pencil icon in the same row. The Update Rule page appears from which you can make changes. Click Save after you have modified your rule. C O NF ID E NT I A L
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To delete a rule, select the check box next to its name, and click the Delete button. Confirm the deletion.
Groups and Rules 123 D R A F T — I N TE RN A L U S E O NL Y
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Chapter 5 – Contacts Adding Contacts
Once the configuration options are completed, you can begin adding contacts to the Mass Notification system. Contacts can be added individually or through an upload process.
About Contact Data
General Information
The General Information section of the contact record contains the name and ID information for the contact.
Required fields have a red asterisk (*) next to the field label.
Records types in the drop‐down list are configured by the administrator for this particular organization.
Address Information
The Address Information section of the contact record allows you to define up to five locations for each contact. These locations can be used to include the contact in a notification sent using map addresses. Click the link: Enter Address Information.
Location Name can be used when you send a notification; for example, “Work” or “Home.” Verify the correct Country is selected. Enter address information, up to the Postal Code field. The system tries to convert this address into a standardized format from the list. Note that the selected address is automatically geo‐coded so that you can notify this contact using the map. (See Adding and Sending a Notification on page 71 for information about the map.) Add another address link, as needed.
You can remove a location by selecting the Delete icon (X).
Delivery Methods
The Delivery Methods section of the contact record contains the message delivery information for the contact. This is the section where you configure the device details to deliver a notification to this contact, including phone numbers, email addresses, and so forth. The delivery methods in the list are configured for your organization. Select a delivery method from the list. For each method, supply a device address. Add more delivery method device addresses for this contact. The more ways that the notification can be delivered means that it is more likely the message will get through as quickly as possible.
◊
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For email addresses—Use SMTP format. That is, [email protected]
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The External ID must be unique in the organization. The unique ID prevents duplication of records and customizes individuals with the same name. Your organization might use Employee ID numbers or some other plan that contains unique IDs. Adding Contacts ◊
125 For phone numbers—Confirm the Country to ensure the system uses the correct dialing instructions and that the message is sent from the correct location. Then enter only the digits of each phone number.
If the system calls a phone number and reaches an answering machine or voice mail, it will wait a short time for the announcement to play before leaving a message. You can change the default Wait Time if you need more time for the device. Call the line and time how long to wait before starting the message to know the value to type in the Wait Time field.
When a message is sent to this contact, Everbridge tries the delivery methods, one after another, until the contact responds or until it has tried all the methods. The system uses the order of the list. To reorder the delivery methods, use the Up and Down arrows to move them accordingly.
It is a good idea to put text paths, such as SMS and email, higher in the order than voice‐
based methods. In the event of an emergency, a voice message might be difficult to hear, while a text‐based message will be clear. D R A F T — I N TE RN A L U S E O NL Y
NOTE: The Mobile Member App is not on the list of delivery methods until the contact downloads the application and logs in. You do not need to add it to the list.
To remove a delivery method, select the Trash Bin.
Additional Information
The Additional Information section of the contact record contains custom fields configured by your organization. An Additional Information field can be a:
◊
text box, where you type a value
◊
date field, where you select a date by clicking the Calendar icon and selecting the date
◊
single‐select list, where you select one value from the drop‐down list
◊
multi‐select list, where you select one or more values from the drop‐down list
If configured for your organization, select a field to add for this contact. Example custom fields are: Office Location, Floor or Building, Certifications or Training, Specialties, and Special Assistance Needed.
For multi‐select lists, from the Values/Possible Values, select the desired one and click the Right arrow (>) to move the selection to the “Selected” list on the right‐hand side of the panel. Continue to assign values, as needed, and click Save.
To remove a value, select it from the right‐hand “Selected” list, and click the Left arrow (<) to return it to the Values/Possible Values list. The double arrows (<< and >>) move the entire list of values from one side to the other.
To remove Additional Information field, click the Trash Bin.
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Chapter 5 – Contacts Adding Contacts Individually
Perform the following procedure to add contacts individually.
To add a new Contact individually
From the Contacts sub‐tab, click Add Contact.
The Add Contact page appears. 2
Under General information:
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1
•
First Name—Type the first name of the contact and press TAB. •
Last Name—Type the last name of the contact and press TAB.
•
Middle Initial—Optionally, type the middle initial of the contact and press TAB.
•
Suffix—Optionally, type the suffix for this contact and press TAB.
•
External Id—Type the external ID (a unique identifier for Contacts) and press TAB.
NOTE: External IDs can include email addresses, telephone numbers, login IDs, employee IDs, or other unique items within your organization.
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•
Record Type—From the drop‐down list, select the record type.
•
Country—From the drop‐down list, select the Country.
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Adding Contacts 3
127 Under Address Information, click the link: Enter address.
•
Location Name—Type a name for the location being stored.
•
Country—Select the country from the drop‐down list.
•
Address—Type the street address.
•
Apt/Suite/Unit—Type the apartment, suite, or unit, if applicable.
•
City—Type the city name.
•
State/Province—Select the State from the drop‐down list if United States is the country. Type the State/Province name if the country is international.
The system begins geo‐coding the address. The Select Geo Address field allows you to select from a list of locations to which the address matches. If further refinement is needed, add the Postal Code. D R A F T — I N TE RN A L U S E O NL Y
NOTE: Review the following about geo‐coding.
You can geo‐code any location, domestic or international.
◊
You can define up to five addresses for any given contact in the system (such as a place of business, point of interest, home location, spouse’s work address, children’s schools, and so forth). Do this by clicking the link: Add Another Address.
◊
The geo‐coding process supports foreign language characters, making geo‐
coding global locations quick to locate.
◊
Each location that is defined for the contact displays on the Universe view.
◊
When you enter an address, it could be geo‐coded. That is, the latitude and longitude of the address are verified to be a location on earth. If you enter your own latitude and longitude, the geo‐coding is not verified. Postal Code—Type the postal code of the address.
•
4
◊
–
In the United States, type the 5‐digit postal code.
–
In Great Britain, type the post code (between 5 and 7 alphanumeric characters with a space before the last 3 alphanumeric characters).
•
Select Address—Select the address from the drop‐down list that matches your address.
•
Location—Once a geo‐coded address is selected, the Latitude/Longitude information is populated into the corresponding fields.
Under Delivery Methods, define the contact information for the devices.
a Add a delivery method—Select a delivery method from the drop‐down list.
You can configure the delivery methods enabled for your organization, but you do not have to define the contact information for every delivery method. The priority of the devices will be in the order in which they are added/populated in the profile. NOTE: The Mobile Member App must be downloaded, and then it is aut0matically added to the list.
b
Device address—Type the device address.
c
Repeat steps 4a and 4b for every delivery method you want attempted for this contact.
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Chapter 5 – Contacts 5
d
Prioritize the delivery methods by using the Up and Down arrows on the right‐hand side of the panel.
e
Optionally, remove a delivery method from the path by selecting the Trash Bin on the right‐hand side of its row.
Under Additional Information, define the desired information for the contact.
a Additional Information—Select the desired information from the drop‐down list.
b
c
6
Depending on the format, enter the possible value or values.
–
A multi‐select list allows you to select from a list of values and click the Right Angle (>) button.
–
A single‐select box allows you to select the value.
–
A text box allows you to type free‐form text.
Optionally, remove additional information by selecting the Trash Bin on the right‐
hand side of its row.
Under Subscription Fields, view and/or modify the contact’s subscriptions by clicking the link: Edit Subscriptions.
The Edit Subscriptions dialog appears. D RA FT — I N T E R N A L U S E O NLY
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a
Select the check box for the desired category. This exposes all the alerts in that category. (Alternatively, you can select the Right arrow to display the alerts.)
b
Scroll as needed to see the entire list.
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Adding Contacts 7
129 c
Clear check boxes for the alerts that the contact should not have. (Or, if you chose the Right arrow to display the alerts, select the check boxes you want the contact to have.)
d
Click Save.
Click Save.
Notice that the Subscription Fields pane shows the number of subscriptions. Uploading Contacts
Mass Notification supports the ability to upload data to the system using the web‐based interface (manually) or through Secure FTP (FTP with SSL connectivity via a CSV, Comma‐
Separated Value, file). Highlights of uploading are:
◊
Fast record upload processing
◊
Bulk record geo‐coding based on address information (global geo‐coding capability)
◊
Upload error reporting within the upload section (loaded without errors/loaded with errors/not loaded ‐ critical)
◊
File upload status emails:
•
Received Contact Data File email (automatically sent to the Administrator’s email account)
•
Processed Contact Data File email (automatically sent to the Administrator’s email account)
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Chapter 5 – Contacts In many organizations, the file is generated by the HR (Human Resources) system or other system‐of‐record. You then upload the file to Mass Notification after reviewing and editing the file. You can also add a file directly. The data file you will upload contains all the personal and contact information you would enter on‐screen for an individual contact: General Information, Address Information, Contact Paths, and Additional Information.
No matter whether the file is uploaded automatically or uploaded manually, the fields in the file must use the correct format for the data. You can download the latest Data Dictionary from the Client Portal to help you ensure your data is in the correct format. You can also download the template directly from the Contacts tab.
The file you upload must be a CSV (Comma‐Separated Value) file. In a CSV file, the data fields are separated by commas. The first row of the file contains the names of the data fields. You must make sure that there are no extra:
◊
characters in any line.
◊
lines in the file. NOTE: No matter what software you use, make sure that it preserves the CSV file format and does not add any characters to the file. If you use spreadsheet software, make sure you save your data as a CSV file without formatting and not as a spreadsheet‐formatted file like an Excel XLSX file. Spreadsheet files will not upload.
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If you have spreadsheet software, like Microsoft Excel, on your system, it will open a CSV file automatically. The spreadsheet makes it convenient to see and edit the data, and you do not need to worry about placing the commas. Adding Contacts 131 Data Dictionary
The following table provides details about the column headings, from left to right, in the Data Dictionary (also known as the CSV Template). The column headings must not be changed! If you use your own spreadsheet, make sure your column headings use the exact case‐sensitive spelling and spaces. Column Heading
Required
Data Type
Comments
Organization Name
N
String
◊ For only Account Administrators using the Account, in one CSV file, add contacts across different organizations. This must be the first column.
◊ Maximum characters: 40
First Name
Y
String
◊ When adding contacts to an Organization, this must be the first column. ◊ Maximum characters: 40
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Middle Initial
N
String
Maximum characters: 1 Last Name
Y
String
Maximum characters: 40
Suffix
N
String
Maximum characters: 10 External ID
Y
String
◊
Maximum characters: 50
◊
Must be unique in the organization
Record Type
Y
String
Must exist in the list NOTE: Make sure to set up your Record Types in the portal before uploading contact data.
Country
N
String
◊ Must be ISO‐2 character or the full name of the country
◊ This is the primary country for the contact
Business Name
N
String
Maximum characters: 100 Location 1
N
String
◊ Maximum characters: 50 ◊ Must be unique per contact
Street Address 1
N
String
Maximum characters: 100 Apt/Suite/Unit 1
N
String
Maximum characters: 10 City 1
N
String
Maximum characters: 40 State/Province 1
N
String
Maximum characters: 40
Postal Code 1
N
String
◊ Maximum characters: 10
◊ If Country X is “United States” or “US”, then valid formats are: 99999; 99999‐9999; 999999999
◊ If Country X is not “United States” or “US”, then the value can be any format
Country 1
N
String
Must exist in the list
Latitude 1
N
Decimal
◊ Minimum characters: 90
◊ Maximum characters: 90
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
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Chapter 5 – Contacts Column Heading
Required
Data Type
Comments
Longitude 1
N
Decimal
◊ Minimum characters: 180
◊ Maximum characters: 180
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Location 2
N
String
◊ Maximum characters: 50 ◊ Must be unique per contact
Street Address 2
N
String
Maximum characters: 100 Apt/Suite/Unit 2
N
String
Maximum characters: 10 City 2
N
String
Maximum characters: 40 State/Province 2
N
String
Maximum characters: 40
Postal Code 2
N
String
◊ Maximum characters: 10
◊ If Country X is “United States” or “US”, then valid formats are: 99999; 99999‐9999; 999999999
◊ If Country X is not “United States” or “US”, then the value can be any format
N
String
Must exist in the list
Latitude 2
N
Decimal
◊ Minimum characters: 90
◊ Maximum characters: 90
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Longitude 2
N
Decimal
◊ Minimum characters: 180
◊ Maximum characters: 180
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Location 3
N
String
◊ Maximum characters: 50 ◊ Must be unique per contact
Street Address 3
N
String
Maximum characters: 100 Apt/Suite/Unit 3
N
String
Maximum characters: 10 City 3
N
String
Maximum characters: 40 State/Province 3
N
String
Maximum characters: 40
Postal Code 3
N
String
◊ Maximum characters: 10
◊ If Country X is “United States” or “US”, then valid formats are: 99999; 99999‐9999; 999999999
◊ If Country X is not “United States” or “US”, then the value can be any format
Country 3
N
String
Must exist in the list
Latitude 3
N
Decimal
◊ Minimum characters: 90
◊ Maximum characters: 90
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
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Country 2
Adding Contacts Column Heading
Required
Data Type
Comments
Longitude 3
N
Decimal
◊ Minimum characters: 180
133 ◊ Maximum characters: 180
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Location 4
N
String
◊ Maximum characters: 50 ◊ Must be unique per contact
Street Address 4
N
String
Maximum characters: 100 Apt/Suite/Unit 4
N
String
Maximum characters: 10 City 4
N
String
Maximum characters: 40 State/Province 4
N
String
Maximum characters: 40
Postal Code 4
N
String
◊ Maximum characters: 10
◊ If Country X is “United States” or “US”, then valid formats are: 99999; 99999‐9999; 999999999
◊ If Country X is not “United States” or “US”, then the value can be D R A F T — I N TE RN A L U S E O NL Y
any format
Country 4
N
String
Must exist in the list
Latitude 4
N
Decimal
◊ Minimum characters: 90
◊ Maximum characters: 90
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Longitude 4
N
Decimal
◊ Minimum characters: 180
◊ Maximum characters: 180
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Location 5
N
String
◊ Maximum characters: 50 ◊ Must be unique per contact
Street Address 5
N
String
Maximum characters: 100 Apt/Suite/Unit 5
N
String
Maximum characters: 10 City 5
N
String
Maximum characters: 40 State/Province 5
N
String
Maximum characters: 40
Postal Code 5
N
String
◊ Maximum characters: 10
◊ If Country X is “United States” or “US”, then valid formats are: 99999; 99999‐9999; 999999999
◊ If Country X is not “United States” or “US”, then the value can be any format
Country 5
N
String
Must exist in the list
Latitude 5
N
Decimal
◊ Minimum characters: 90
◊ Maximum characters: 90
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
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Required
Data Type
Comments
Longitude 5
N
Decimal
◊ Minimum characters: 180
◊ Maximum characters: 180
◊ If no latitude/longitude is entered, the system automatically attempts to geo‐code
Custom Field 1
N
String
◊ Maximum characters: 40
◊ Must exist in the list
Custom Value 1
N
String, Date, or Decimal
Custom Field 2
N
String
◊ Maximum characters: 40
◊ Must exist in the list
Custom Value 2
N
String, Date, or Decimal
Custom Field 3
N
String
◊ Maximum characters: 40
◊ Must exist in the list
N
String, Date, or Decimal
Custom Field N
N
String
◊ Maximum characters: 40
◊ Must exist in the list
Custom Value N
N
String, Date, or Decimal
Extension Phone 1
N
Decimal
4‐20 digits
If Country code is 1, phone length should be 10 digits and not start with 911, 976, 411, 011, 900, 611, 000
If Country code is not 1, phone length can be 4‐20 digits
The Country code of TTY/TDD should be 1
Extension 1
N
String
◊ Maximum characters: 10
◊ Can remain empty, can include commas
NOTE: If Extension is not empty, it should match 0‐9 or 1,10.
Extension Phone Country 1 N
String
Must exist in the list
Extension Phone 2
Decimal
4‐20 digits
N
If Country code is 1, phone length should be 10 digits and not start with 911, 976, 411, 011, 900, 611, 000
If Country code is not 1, phone length can be 4‐20 digits
The Country code of TTY/TDD should be 1
Extension 2
N
String
◊ Maximum characters: 10
◊ Can remain empty, can include commas
NOTE: If Extension is not empty, it should match 0‐9 or 1,10.
Extension Phone Country 2 N
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String
Must exist in the list
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Custom Value 3
Adding Contacts Column Heading
Required
Data Type
Comments
Extension Phone 3
N
Decimal
4‐20 digits
135 If Country code is 1, phone length should be 10 digits and not start with 911, 976, 411, 011, 900, 611, 000
If Country code is not 1, phone length can be 4‐20 digits
The Country code of TTY/TDD should be 1
Extension 3
N
String
◊ Maximum characters: 10
◊ Can remain empty, can include commas
NOTE: If Extension is not empty, it should match 0‐9 or 1,10.
Extension Phone Country 3 N
String
Must exist in the list
Extension Phone 4
Decimal
4‐20 digits
N
If Country code is 1, phone length should be 10 digits and not start with 911, 976, 411, 011, 900, 611, 000
If Country code is not 1, phone length can be 4‐20 digits
The Country code of TTY/TDD should be 1
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Extension 4
N
String
◊ Maximum characters: 10
◊ Can remain empty, can include commas
NOTE: If Extension is not empty, it should match 0‐9 or 1,10.
Extension Phone Country 4 N
String
Must exist in the list
Phone 1
N
Decimal
4‐20 digits
Phone Country 1
N
String
Must exist in the list
Phone 2
N
Decimal
4‐20 digits
Phone Country 2
N
String
Must exist in the list
Phone 3
N
Decimal
4‐20 digits
Phone Country 3
N
String
Must exist in the list
Email Address 1
N
String
◊ Maximum characters: 80
◊ Must be in SMPT format ([email protected])
Email Address 2
N
String
◊ Maximum characters: 80
◊ Must be in SMPT format ([email protected])
Email Address 3
N
String
◊ Maximum characters: 80
◊ Must be in SMPT format ([email protected])
SMS 1
N
Decimal
4‐20 digits
SMS 1 Country
N
String
Must exist in the list
SMS 2
N
Decimal
4‐20 digits
SMS 2 Country
N
String
Must exist in the list
TTY/TDD
N
Decimal
10 digits
TTY/TDD Country
N
String
Only United States or Canada
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Required
Data Type
Comments
Groups
N
String
◊ Maximum characters: 80 per group name
◊ Groups column cannot be repeated. All groups assigned to the contact must be in this cell.
◊ Can contain one or more group names. Each group name cannot be longer than 80 characters. Separate group names using the pipe (|) character. For example, for contact Bob Smith, his Groups cell contains the following: Floor 2 | Nurse. Bob Smith becomes a member of these two groups.
◊ When performing an update, add a contact to a group, but never remove them from existing groups when an asterisk (*) is placed in front of the first pipe. For example, contact Sue Jones is already part of the CodeBlue group. Her Groups cell contains the following: * | Floor 1 | ER Doctor. Sue Jones is now a member of three groups.
END
N
String
Although not required, it is a recommended technique to include “END” at the end of every row. (In a spreadsheet, it is the last column heading.)
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1
From the Contacts tab, click the Uploads sub‐tab.
2
Click Download Template.
Depending on your browser, the following message might appear: What do you want to do with CSVTemplate.csv (or account_contactCSV for Account Administrators to add contacts across organizations)? 3
Save the file to your desktop.
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To prepare your CSV data file
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Chapter 5 – Contacts 4
Review the following about the data file:
•
Make sure that the column heading names are exactly as they appear in the template to avoid errors when you upload the file. The column heading names are case‐sensitive, so do not change the capitalization. NOTE: Only Account Administrators can use the Contacts tab at the Account level to upload data across organizations. In Column A (so that all other columns shift to the right), add the column heading, Organization Name. This way, each contact can be placed in their specific organization.
The External ID is the unique identifier for a contact. When you are updating a file, if the External ID does not exist in the database, it adds a record; if the External ID already exists in the database, it updates that record.
If two records in your file have the same External ID, the record is updated using the data from the later record. For example, if External ID EB‐0004 exists for Larry Hansen in row 4 and Larry Hansen in row 7, the data from row 7 is used.
•
A contact can have several locations, but the location names must be unique for this contact. For example, a contact cannot have two “Home” locations, but can have a “Home” and a “Vacation Home.”
•
If a contact has an address for a location, but no latitude and longitude, it is automatically geo‐coded for you. This makes the contact available to you on the map.
If you provide latitude and longitude in the data file, the system verifies that they are valid latitude and longitude values. However, it does not verify that these are the correct coordinates for the address. Therefore, if you supply the coordinates, ensure that they are correct.
•
For some of the sections of the file, the template provides multiple copies of the data columns. For example, the template provides for multiple locations. You can safely delete the extra location fields to simplify your data file. You can also delete columns from other areas such as contact paths and custom values.
Do not delete any columns that already contain data in the system. For example, if a contact has a value for “Location 3” and you update the contact with a file that has no “Location 3” column, that value is deleted from the contact record.
•
Custom Fields in the data file are Additional Information fields that are configured for your organization. Enter the name of the field in “Custom Field” and the value of the field in “Custom Value.”
If the field is a multiple selection list and this contact has more than one value, enter the values in a string separated by the “pipe” (|) character. Do not add any spaces before and after the pipe character. For example, to l ist Fire Warden and CPR‐First Aid, in the Custom Value field, type the following:
Fire Warden|CPR‐First Aid
•
You can add contacts to groups by uploading the group name with the contact. If the contact lists a group that does not exist, the group is added and the contact is added to it. You cannot delete groups using the upload file. The Groups column can only hold a simple list of group names. That is, you cannot specify the nested structure of groups. To manage the group structure, use the web interface.
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•
Adding Contacts 139 To add a contact to more than one group, enter the values in a string separated by the “pipe” (|) character. Do not add any spaces before and after the pipe character. For example, to l ist Management and Sales, in the Groups field, type the following:
Management|Sales. NOTE: The contact is removed from any groups you do not list.
•
It is a recommended technique to end each row in the file with “END” to clearly mark the end of the contact record.
•
The required commas are automatically added for you. Fill in the template with your organization’s contacts.
6
From the CSV template, save the file with a new name (that is, perform a “Save As”).
See the following example.
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Chapter 5 – Contacts To upload a list of Contacts
From the Contacts tab, click the Uploads sub‐tab. 2
Click the button: Upload to portal.
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Adding Contacts 141 D R A F T — I N TE RN A L U S E O NL Y
The Upload Contacts dialog appears. 3
Click Browse and find your file to upload.
You can upload a .csv file, tar.gz file, or compressed (.zip) .csv file. The maximum .csv, tar.gz, or .zip file size is 100 MB. When more than 100 MB, use Secure FTP.
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Select one of the following radio buttons:
•
Update
Insert new contact records and update existing contact records. No contact records are deleted from your organization.
•
Replace
All contact record types in this file are matched with existing contacts. New contacts with matching record types are added. Existing contacts with matching record types and ID are updated. All contacts matching contact record types but are excluded from this file will be permanently deleted.
•
Delete
All contact records included in this file will be permanently deleted.
Click the button: Upload to portal to process the file.
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Adding Contacts 143 D R A F T — I N TE RN A L U S E O NL Y
An Alert message is displayed. 6
Click OK.
You are sent two automated emails:
•
one that the contact data file was received.
•
another that the contact data file has been processed.
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•
In Progress—The records are updated or inserted in the database.
•
Geo‐coding—Addresses with no latitude and longitude are processed to add the location; otherwise, if already done, no geo‐coding occurs. It could take a while to process the geo‐coding. The contacts that are not map‐based are available for notification. Once geo‐coding is complete, contacts can be selected from the map.
•
Done—The system sends an email. In addition, when the upload is complete, the map tiles for the contact layers are refreshed if you loaded addresses for contacts.
Verify/preview the uploaded contacts. See the following procedure, To see the upload results.
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There are three stages in file processing contact data.
Adding Contacts 145 To see the upload results
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1
From the Contacts tab, click the Uploads sub‐tab.
At the Organization level, the list of uploads is displayed. NOTE: Check the File Status column. A status of Failed means no records were received or loaded from the file.
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Chapter 5 – Contacts At the Account level, click the plus sign (+) next to the file containing the list of contacts from different organizations. C O NF ID E NT I A L
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2
Click the View icon in the row of the file you want to see.
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Adding Contacts 147 D R A F T — I N TE RN A L U S E O NL Y
The Upload Results are displayed. 3
Select each tab to see the contact names of the upload results.
4
Click the View icon next to the desired contact name to see further details.
The contact records that were received are listed on one of the three results tabs:
5
•
Loaded without error—Records loaded normally.
•
Loaded with error—Records that had something wrong, but there was enough good information to load them anyway.
•
Not Loaded ‐ Critical—Records that had errors so severe that they were not loaded.
See the following example results.
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Chapter 5 – Contacts •
Loaded without error (nn), where nn is the number of contacts loaded without error. the following example shows one of the contacts loaded without error. D RA FT — I N T E R N A L U S E O NLY
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Adding Contacts Loaded with error (nn), where nn is the number of contacts loaded with errors. The following example shows one of the contacts loaded with error. Return to the Upload Results page to see the Header Errors: Error Code and Column Name. For these contacts, return to the CSV file and fix the issues before uploading again. D R A F T — I N TE RN A L U S E O NL Y
•
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Click the Close icon (X) in the upper right‐hand corner of the Mass Notification tab to return to the Upload Results.
If your browser is configured to “open in new tab,” you will see two Mass Notification tabs in the browser. The one to close is the right‐most one. If your browser is configured to “open in new window,” simply close that window.
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6
Not loaded ‐ critical (nn), where nn is the number of contacts not loaded from the CSV file. The following example shows one of the contacts not loaded. Return to the Upload Results page to see the Header Errors: Error Code and Column Name. For these contacts, return to the CSV file and fix the issues before uploading again. C H A P T E R
6
Reports
D R A F T — I NTE R NAL U S E O N LY
This chapter provides information about the Reports you can view and/or add.
The following topics are covered:
◊
Overview of Reports
◊
Quick Reports
◊
Custom Reports
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Chapter 6 – Reports Overview of Reports
The Reports tab allows you to view two types of reports:
◊
Quick Reports are preconfigured and provide summary information with a few mouse clicks.
◊
Custom Reports allow you to select the fields you want to show and set filters on the data.
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Quick Reports 153 Quick Reports
The following quick reports are discussed:
◊
Notification Summary
◊
Event Analysis
◊
Detailed Notification Analysis
Notification Summary
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Notification Summary shows the count and type of notifications sent during a time period. Select the link: Notification Summary and the Notification History Summary page appears. Select the date range (YYYY‐MM format) and click Update. You see the number of notifications sent by month and by type. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 6 – Reports Event Analysis
Event Analysis shows a summary of information across the notifications that are part of an event. Select the link: Event Analysis. Select an event from the drop‐down list and click View Report. C O NF ID E NT I A L
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On the Event Summary report, you see the Event name and all the IDs of all the notifications that part of the event. The charts show the total confirmation status and total confirmation by path across all the notifications in the events. The Total Confirmation Status chart shows the sum of recipients in each of the confirmation categories. The Total Confirmations by Path chart shows the delivery methods that reached the contacts who confirmed.
Quick Reports 155 D R A F T — I N TE RN A L U S E O NL Y
Hover the mouse over a pie chart to see the percentage in a segment. Hover the mouse over a bar chart to see the total in a bar. Below the totals, there is a row for each notification that is part of this event. You can see the summary results for each notification. The notifications are in order with the oldest one at the bottom of the list, so you can trace the history of the event. Hover the mouse over the Confirmation Status chart or Confirmations by Path to see totals per notification. Also, if the M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 6 – Reports confirmation status has shows “1/2”, click the down arrow to see the second part of the confirmations. Likewise, if it shows “2/2”, click the up arrow to see the first part of the confirmations. C O NF ID E NT I A L
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You can also review Events from the Dashboard tab. See Event Overview on page 44.
Quick Reports 157 Detailed Notification Analysis
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The Detailed Notification Analysis report shows a summary of information for a notification that you select from the Detailed Notification Analysis list. Call Results Summary
The Call Results summary displays a pie chart and the percentage of total calls in six ways:
◊
Connected: Voice path made connection to the number.
◊
Not Connected: Attempted, but no answer, line busy, no ring‐back, or out of service.
◊
Not attempted: Duplicate, no contact path defined, or notification expired prior to attempting this path.
◊
Confirmed: Member confirmed receipt of the notification on this path.
◊
Attempted: Path has been attempted, but not yet confirmed.
◊
Other: Additional call results.
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Chapter 6 – Reports Call Results Details
Selecting the link: Show details displays the details of the call results summarized in the pie chart and percentage of total calls. The Attempts Over Time section shows, in 5‐minute intervals, the number of attempts per delivery path for all delivery paths used in the notification.
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Attempts Over Time
Quick Reports 159 Attempts Over Time Details
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Selecting the link: Show details displays the details in 5‐minute intervals per path type. M AS S N O T IF I C AT I O N U S ER G U I D E
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Chapter 6 – Reports Custom Reports
From the Reports sub‐tab, select the existing custom report you want to use or add a new custom report. By adding filters, you limit the report to only the details in which you are interested. If you do not use a filter, your report will contain all the records in the database.
For example, to filter a report to show only the priority notifications, rather than all of the notification types, drag a field to the FILTER panel. Then, select a condition for the field. In this example, the value “is equal to” indicates “true” (versus “false”). Next, enter a Parameter or value to meet the criteria. In this example, type Priority. Finally, click Run Report to preview the results.
You can generate a report on members of a specific group from Custom Reports. Or you can use the Advanced Search feature from the Contacts tab to download a list of members of a specific group. See Example Using One Filter on page 110.
To add a new Custom Report
From the Reports tab, click add Report.
The add Custom Report page appears.
2
On the left‐hand pane, select a Report Type from the drop‐down list.
NOTE: When you add fields to the DATA section, they are added at the bottom of the list. When the fields are displayed in the report, they are displayed left to right. Make sure to add the fields in the order you want them to appear in the report (left to right).
3
Select from the details available for the report type you selected, and while holding down the mouse button, drag the data field name to the DATA panel. Release the mouse button.
(If you change your mind, click the Trash Bin next to the undesired field name.)
4
Repeat step 3 for all details you want in your custom report.
5
Set filters to narrow down the data to the values in which you are interested. The parameters you set here will limit the data you see. For example, you might only want to see notifications that were started before a certain date.
a Select from the details available, and while holding down the mouse button, drag the data field name to the FILTERS panel. Release the mouse button.
Information in the FILTERS panel is optional. 6
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b
Select the desired value from the condition (Equation) drop‐down list. Depending on the data type of the field — String, Number, or Date — your options differ.
c
Type the value in the correct format for the data type in the Parameter field. For example, a Date data type must be in YYYY‐MM‐DD format. This field offers a Calendar icon, from which you can select the desired date. The String data type can be any alphanumeric characters, and the Number data type can be numeric characters.
Repeat step 5 for each optional FILTER.
If you change your mind, click the Trash Bin next to the undesired field name.
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1
Custom Reports 161 7
Click Run Report to preview the results.
Use the Page Controls at the bottom of the page to view the records. Use the drop‐
down list to set the number of records to display on each page. Step through the pages using the page controls (First Page, Previous Page, Next Page, Last Page).
8
Continue to add more filters by repeating steps 5 through 7 if you need to reduce or expand the number of records in the results.
Once the report has been configured and the preview shows you the data you want to see, you can export the results to a PDF file or a Microsoft Excel file. Many software applications, including Microsoft Excel, can open a CSV (Comma‐Separated Value) file.
9
Select a file type to which to export: PDF or Excel.
10 To save the report, type a custom report name and click Save.
The report is added to the Custom Reports list on the Reports tab. To run the report from the Custom Reports list, click the report name, and when it opens, click Run Report. You can save the report with a different name by typing a new name and clicking Save.
D R A F T — I N TE RN A L U S E O NL Y
To delete a single report
1
Click the Trash Bin next to the undesired report name.
2
Click Yes to confirm the deletion.
To delete multiple reports
1
Select the check box next to each of the report names you want deleted.
2
Click the Delete button.
3
Click Yes to confirm the deletion.
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A P P E N D I X
A
Settings
D R A F T — I NTE R NAL U S E O N LY
This appendix describes the configuration options available to you in the Mass Notification system.
The following topics are covered:
◊
Overview of Settings
◊
Organization Settings
◊
Map Settings
◊
Publishing Options
◊
Notifications Settings
◊
Contacts and Groups
◊
Member Portal Settings
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Appendix A – Settings Overview of Settings
The Settings tab is provided for Administrators to configure settings specific to your organization. D RA FT — I N T E R N A L U S E O NLY
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Organization Settings 165 Organization Settings
Base Information
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This page displays the Organization Details, as entered by Everbridge:
◊
Account Name
◊
Organization Name
◊
Organization ID
◊
If your organization is currently active. An account can have more than one organization in it. The Organization Details show you to which organization you are logged in.
◊
The default Country for your organization.
◊
The Contact Data Store Location shows where personal information is being stored. There are contact data stores in several locations around the world. Your data is in one suitable for your organization.
◊
When and who last modified the configuration of the organization. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings Login Message
Optionally, you can type a login message for your users to see when they log into the application. When you finish typing your message, click Save.
For example, it could be the terms and conditions or other legal information about using the portal. Or, it could be about security, a current situation, or any other topic you want them to see before gaining access to the application.
From the Settings tab, select Login Message under Organization Settings. You have a maximum of 2,500 characters to type your message in the text box. You can add messages in advance that you are not displaying to users when they log in. To make the message appear when the users log in, select the check box: Display the message. Click Save when you are done. D RA FT — I N T E R N A L U S E O NLY
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Organization Settings 167 D R A F T — I N TE RN A L U S E O NL Y
When the users login to the Everbridge system, your Login Message is displayed. The users must click the Proceed button in order to continue to the application. To change the login message, return to the Login Message page. You can clear the check box: Display the message to users. This message is not shown to users although there is text in the text box. Click Save. You can edit or delete the message by typing in the text box, then clicking Save.
HTML Messages
You can use HTML markup in the message, not just plain text. This allows you to control the appearance of the message, as well as include images.
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Appendix A – Settings Map Settings
Default Settings
This page allows you to configure your map defaults for use in the Universe tab. The Universe tab displays a map of the area in which you are interested. You can configure the default settings that control the appearance of the map when you open it. You can also configure the map projection a contact upload file will use when you upload a list of addresses. D RA FT — I N T E R N A L U S E O NLY
These defaults include:
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Default Base Map — Select one of the available map types to be used on the Universe tab. Locations and selection shapes are shown on this map. Choose the base map that your organization prefers.
◊
Default Map Zoom Level — From the drop‐down list, select the Map Zoom Level. This is your starting point when you view the map. You can set it to start with a very high‐level view or even set it to street level. No matter which zoom level you select, you can always change it when you are using the map.
◊
Default Map Center — Type a default location on which to focus the map. You will see this location as the center point when you access the Universe tab. Type the location where you want the map to focus. Regardless of the default location, you can always move to a different location on the map while you are using it.
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Map Settings ◊
169 GIS Default Projection — From the drop‐down list, select the default GIS (Geographic Information System) projection to use for Contact addresses. The GIS Default Projection is only used when:
•
You are uploading a file of contact information to the system.
•
The upload file already contains geo‐coding for the addresses. In that case, you need to select the projection used for the geo‐coding values from the list. If your upload file contains values that are from a projection that is not on the list, leave it set to the default. After the file is uploaded, check the addresses as they are displayed on map (in the Universe tab) to ensure the addresses appear in the exact location.
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Click Save after making any changes to your Map settings. Then, click the Universe tab to see the effect of the default settings.
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Appendix A – Settings My Shapes
You can upload polygons into Settings > My Shapes to select contacts from the map for a notification. The My Shapes library accepts only closed, single‐loop polygons. Also, your file can contain multiple polygons, which you will be able to load/hide separately on the map. This feature does not currently support polygons with holes (for example, donuts). In addition, you can export any shapes from the My Shapes library; the exported shape will be provided in shapefile format. Import Region — You can also upload existing files that contain your shapes. Your import region can be one of the following:
•
A KML (Keyhole Markup Language) file, which must not be compressed. The maximum file size is 100 MB.
A Shape file compressed into a zip file. If you upload shapes to My Shapes, make sure there are only shapes, and not nested folders, contained in the compressed file (zip file). In other words, the zip file can only contain the shapes. The maximum file size is 100 MB.
In the field: Region name, type a name to the region in the shape. This is the name that is listed in My Shapes. Click Upload to portal. When you select a file, you can rename it by clicking the Pencil icon or remove it by clicking the Trash Bin. If you already have folders, you can import a file directly to a folder.
•
◊
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Add — You can add folders to contain different libraries of shape files to make it convenient to organize your shape file. When you select a folder, you can rename it by clicking the Pencil icon or remove it by clicking the Trash Bin. (Be careful if you delete a folder. Any shape files in that folder are also deleted.) To move a file to a folder, click the file and drag it to the folder. This way, you can locate and use your shapes quickly. E V ER B R I D G E S U IT E
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◊
Map Settings ◊
171 Export—You can export shape files from My Shapes. This is useful if you have saved custom shapes that you have drawn on the Universe map. Select the shape you want to export, and click Export. Click the radio button: Save File, select the location to save the file, and click Save.
Display Layers
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You can upload any shape (polygons, points, or lines) into Settings > Displays Layers that you want to overlay on the map for reference. For example, your Display Layer could be county or city boundaries (lines), school district buildings (points), or even school buildings (closed polygons). Shapes loaded into the Display Layers library cannot be used to select contacts from the map for a notification. This feature currently does not support multi‐part polygons. Your file can contain multiple shapes that you will be able to load/hide separately on the map. In the Settings tab, under Map > Display Layers, you can:
◊
Add display layers. The maximum file size is 100 MB.
◊
Import the shape files in a compressed file (zip format). If you upload shapes to Display Layers, make sure there are only shapes, and not nested folders, contained in the compressed file (zip file). In other words, the zip file can only contain the shapes. The maximum file size is 100 MB.
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Appendix A – Settings Publishing Options
Everbridge offers the following Publishing Options. An option is visible here only if it is enabled for your organization.
Everbridge Network
When configured, the notification will be published to the organizations you have indicated. Optionally, you can use a shape to specify the impacted area to your network. D RA FT — I N T E R N A L U S E O NLY
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Publishing Options 173 D R A F T — I N TE RN A L U S E O NL Y
In addition, you can configure your network Subscribe & Publish settings. You can choose specific categories of organizations by selecting the radio button: Only those in specific categories. Next, clicking the specific categories link launches the Select Categories dialog (see the following example). Select one or more categories and click OK. M AS S N O T IF I C AT I O N U S ER G U I D E
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Publishing Options 175 Alertus
Provides a way for personnel to relay important emergency alerts through Alertus, an Everbridge Partner providing desktop alerts, alert beacons, and digital signage.
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All fields are required. Click Save when you have added the Alertus Profile. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings CMAS/WEA
IPAWS (Integrated Public Alert and Warning System) is a planned multi‐agency emergency population warning system in the United States, hosted by FEMA.
CMAS (Commercial Mobile Alert System) is the system interface to the WEA (Wireless Emergency Alerts) service that wireless carriers use. CMAS is in partnership between FEMA, the Federal Communications Commission (FCC), and wireless carriers, to enhance public safety.
Certificate
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NOTE: When sending to the CMAS\WEA publishing option, you do not select a list of recipients, and the message recipients cannot confirm receipt or reply.
To fill in the fields on this page, type or copy and paste the information from the document provided by FEMA, then click Save. The application converts all fields to read‐only format and stores the three entries as one record for the organization. The page displays the audit information: time stamp and full name of the user who last updated the content of this page.
An organization can load only one set of IPAWS credentials. If you want multiple agencies to send CMAS messages, and each agency has their own set of credentials, then each agency needs their own organization. You are responsible for maintaining the accuracy of your credentials. The application does not verify the accuracy of the information loaded on this page.
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Publishing Options 177 To update, you must remove all credentials in order to edit any component. Click Remove All. Confirm the deletion and the values are purged. Enter your update information and click Save.
You must load these non‐sensitive credentials before attempting to send a notification to CMAS/WEA from within Everbridge Mass Notification.
SAME Codes
The SAME Code (Specific Area Message Encoding code) is a NOAA‐provided code that extends the 5‐digit FIPS code to 6‐digits by enabling the first digit (left‐most) to be used to identify a sub‐geographical area in a county. The SAME code value must be 6‐digits; for example, 006037. The current list of SAME codes is available at:
http://www.nws.noaa.gov/nwr/indexnw.htm#sametable
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An organization that uses CMAS must include at least one SAME code. Only agencies with permission to send messages to more than one county in a state will have more than one value in the list. If the list is populated with more than one SAME code, the administrator can sort the list as desired. The SAME code field will be used in the message sent to IPAWS. The Geographical Description enables the administrator to set a label for each code to assist other administrators with troubleshooting.
Enter the SAME Code and its description. then click Add for each individual entry. If there are multiple SAME codes, the administrator can click the up or down arrows to resequence the list.
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Appendix A – Settings Sender Agency Name
Administrators can enter one or more Sender Agency names. Type the Sender Agency Name and click Add. If there are multiple Sender Agency names, the administrator can click the up or down arrows to resequence the list. D RA FT — I N T E R N A L U S E O NLY
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Publishing Options 179 CMAS Fields
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The administrator can hide fields on the CMAS form, as needed. Initially, all fields are exposed to the user on the notification form. Clear the corresponding check box to hide a field. In addition, the administrator can optionally select the Default Values for each field. This eliminates the probability of the user entering incorrect values on the user form.
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Appendix A – Settings Web Posting
To initiate notifications to partner systems or client‐side web sites, you can provide one or more URLs. As needed, provide a corresponding username and password for each URL. When sending your notifications, you can select Web Posting as a publishing option and then select the check box for the specific URLs. Customer Web Service Requirements
The Customer Web Service receives the HTTP POST notification from the Everbridge system.
In order to set up the Customer Web Service to receive Everbridge notifications, the web service must meet the following requirements:
1 The web service must exist and be reachable from the Internet.
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The web service endpoint must accept an HTTP POST of content type "application/json" with a JSON encoded body.
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The web service may use HTTP Basic Authentication.
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The web service may use SSL/HTTPS.
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NOTE: Since each implementation is unique, it is recommended that you work with your IT department to ensure proper configuration of the Web Posting feature. Publishing Options 5
181 The web service must respond with a valid HTTP status code as an acknowledgment for successful or unsuccessful receipt of the Notification. NOTE: Response codes returned by external web services are logged by Everbridge for troubleshooting purposes. They are not currently reflected in the Notification reports in the Everbridge Notification Reports through the Manager Portal.
Everbridge Notification Format
An Everbridge notification sent to the web service endpoint will be JSON‐encoded and will have the properties shown in the following sample message.
{"title" : "Notification Title", "body" : "Notification Body", "fileAttachments" : ""}
NOTE: fileAttachments will not yet produce the Notification Attachment. This functionality is coming soon.
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JSON parsers are available for most programming languages. Your web service endpoint should parse the above message. After parsing the message, you can perform whatever logic you desire using the properties of the message.
Everbridge Configuration
Once the web service endpoint is working as discussed, you can configure the service in your Everbridge settings. 1 Choose "Settings‐>Publishing Options‐>Web Posting" in the Everbridge web interface.
2
Click "Add" on the right‐hand side under "Web Posting Settings".
3
Input the following values:
a URL: The URL to which you want to POST an Everbridge Notification. NOTE: The URL must be accessible by the Internet.
4
b
Display Name: The name this URL POST should have in the Everbridge UI when creating a Notification.
c
Username: IF the URL requires HTTP BASIC Authentication, the username for the URL.
d
Password: IF the URL requires HTTP BASIC Authentication, the password for the URL.
Click "Save".
Having followed these steps, you will see the value you set in "Display Name" when you select the "Web Posting" check box during notification creation. Selecting the option will send a message to your web service.
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Appendix A – Settings Stopping or Expiring a Web Posting Notification
Customers using the Web Posting Notification feature currently have two options to stop or expire a Notification:
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Develop logic on the Customer Web Service to remove or replace a Notification based on your own business requirements (for example, elapsed time, updated HTTP POST, and so forth).
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Develop a web service call to Everbridge's REST API for Notification Configuration element in order to determine if the Notification Title is listed as an active notification. This call can be executed at an interval of your choosing, but not recommended at less than 5 minutes from the time of receipt of the original HTTP POST.
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Notifications Settings 183 Notifications Settings
The Notifications settings allow you to directly configure many default options within the Mass Notification system. It provides immediate access to the ORG settings so that you can adjust them specifically to your organization’s preferences.
Default Options
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Enter your default options and click Save when you are done. When you are sending a notification, you can change these settings if needed. Configuring the most commonly used settings as the default options reduces the chances of human error while sending the notification. ◊
Notification Language—From the drop‐down list, select the desired default language. The Notification Language uses system prompts and messages in that language. It also chooses the correct text‐to‐speech engine if you need to convert the text for a voice path. (The language setting does not translate the text. You must enter the text in the correct language.)
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Confirmation Requested—Select the desired radio button: Yes or No. This controls whether the message will contain a method for the contacts to confirm that they have received the message. Sending a message is not sufficient; you need to know that your contacts have actually received the message. For example, in an email message, there is a link for the users to confirm receipt of the message. In a voice message, users are M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings prompted to press a key. The Broadcast Results show you how many contacts confirmed and who they were. In most notifications, you will want to select Yes as the default.
Voicemail Preference—Select the desired radio button: No Message, Message Only, or Message with Confirmation. This controls what happens when the message is sent to voice mail. You can select whether to end the call (No Message), leave a message (Message Only), or leave a message with confirmation (Message with Confirmation).
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Broadcast Cycles—Type the number of cycles you want your notifications to be repeated. Enter a Maximum number that the notification sender can use and a Default number setting the default value for sending the notification. Broadcast Cycles controls how many times the notification will attempt to deliver the message across all of the device types for each contact. For example, if a contact has four device types and the Broadcast Cycles is set to 2, the system tries all devices twice.
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Broadcast Duration—Type the number of hours for notifications. This controls how long the notification is open to send messages and receive confirmations. Make sure that the duration is long enough to send all of the messages. If you have a large number of contacts to whom to send messages and the duration is too short, the notification might not go to all contacts. The Broadcast Duration also controls the confirmation status. If the contacts confirmed during the broadcast duration, they are counted as confirmed. If they confirmed after the broadcast duration, they are counted as confirmed late.
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Interval Between Cycles—Select the number of minutes between notification cycles from the drop‐down list. This controls how long the system waits before trying the next cycle. If you leave the number at 0 (zero), the next cycle begins immediately.
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Interval Between Delivery Methods—Select the number of minutes from the drop‐down list. This controls how long the system waits before moving on to the next delivery method for a contact. For example, if the contact has four delivery methods, this is the number that the system waits between delivery methods. If the contact confirms, the system does not need to send the message to any additional devices. The default interval is 0 (zero), so the system tries all devices as quickly as possible.
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Notifications Settings 185 Sender Information
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You can define, globally and by country, the Caller ID that Everbridge will use when deploying notifications to target recipients in international locations. This allows you to obtain better confirmation rates for international participants. You can specify whether these settings are alterable when a notification is sent. Click Save after configuring your Sender Information. ◊
Sender E‐mail Display—You can set an address that is used for email notifications. The Sender Email Address is used as the “From” address when the message is sent by email. To change the address, click Edit, type the new address, and click Save.
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Sender Caller ID—You can set the Caller ID for notifications so that the recipient sees a familiar number.
•
Default—If you add more than one Caller ID, choose which one will be the default Caller ID. If a call is placed to a country that does not have a Caller ID configured, the default Caller ID is displayed.
•
Country—To add a Caller ID, select the country where this will be the number displayed. Then, type the number and click Add. •
Caller ID—The Caller ID is displayed to the recipient on voice calls.You can configure more than one Caller ID and the system will use the appropriate one for a notification. That is, when calls are placed to numbers in the specific country, that country’s number is displayed as the Caller ID.
If you are sending the message to another country, using a local Caller ID can increase the response and confirmation rate to the notification. In other words, if the call displays a familiar ID, the rate of responses from recipients is much higher. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings Click the Pencil icon in the row of the Caller ID you want to edit. Click the Trash Bin in the row of the Caller ID you want to delete.
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Permission—Select the check box if you want the notification sender to edit the sender information.
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Notifications Settings 187 Delivery Methods
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You can configure the delivery methods available in the Mass Notification system. You can view the various delivery methods (path codes) by selecting them from the drop‐down list. Selecting the path codes your organization prefers, including selecting the Default check box for each path code, reduces the number of options to select to launch a message and can help reduce human error. That is, the notification initiator does not have to select as many options for deployment. You can:
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Add new delivery methods to the list and set the prompt. When you add a prompt to a selected method, the prompt is displayed to the contact. There are a number of path codes from which you can choose. The different path codes will prompt you for different types of input when you add a contact. For example, choosing:
•
E‐Mail Address provides a text box to type an SMTP address ([email protected]). An example prompt might be a Business Email or a Personal Email address.
–
•
The contact confirms by clicking the link: “Please click here to acknowledge receipt of this message.”
Phone allows you to type a phone number. An example prompt might be Business Phone or Home Phone. Type the digits with or without the hyphens and/or brackets. (For international phone numbers, provide the Country Code + City Code + number.)
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Phone—The contact confirms a phone delivery method by pressing a key requested at the end of the message.
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Fax—The contacts confirm a fax delivery method by calling the phone number provided on the fax, entering their contact ID and password, then typing the PIN provided on the fax. NOTE: When you edit a Phone delivery method, you can change the prompt. You can also click the Advanced link to specify the wait time for the notification recipient to press “1”.
•
Extension phone has a text box for a phone number and one for an extension number.
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SMS device has a text box for a phone number. An example prompt might be Text Message. Type the digits with or without the hyphens and/or brackets. –
•
Numeric Pager device allows you to type a pager number. Type the digits with or without the hyphens and/or brackets. –
One‐Way Alphanumeric Pager (Unlimited and Limited, which support an unlimited number of characters) device provides a text box to type an SMTP address ([email protected]).
–
•
The contacts confirm a One‐Way Pager delivery method by calling the phone number provided on the pager, entering their contact ID and password, then typing the message PIN provided on the pager.
Two‐Way Alphanumeric (Unlimited and Limited, which support a limited number of characters) device provides a text box to type an SMTP address ([email protected]).
–
•
The contacts confirm a numeric pager delivery method by calling the phone number provided on the pager, entering their contact ID and password, then typing the PIN provided on the pager.
The contacts confirm a Two‐Way Alphanumeric device delivery method by using the device’s “Reply‐to” option.
TTY/TDD device has a text box for a phone number. NOTE: The Everbridge Mobile Member App runs on iPhones, iPads, and Android Smart Phones and tablets. It is fully integrated with the Everbridge Suite and turns notifications into two‐way communication. This enables end recipients to become the “eyes and ears” of the organization during a crisis by responding to surveys, supplying additional information, and sharing their locations and real‐time images from the scene.
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Move delivery methods in the list using the Up and Down arrows located on the left‐
hand side of each path code. When you send a notification, the default methods are already selected for you as delivery methods for that notification. The notification sender can change the methods for the notification, but setting the defaults for the most common delivery methods helps to eliminate mistakes. You can edit a method by clicking the Pencil icon in the desired row. After making changes, click the Save icon to keep your changes or the Cancel icon if you do not want to keep your changes. You can delete a method by clicking the Trash Bin in the desired row. Confirm the deletion. (Be careful that this delivery method has not been used in a template or recurring notification.)
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The contacts confirm an SMS device delivery method by using the device’s “Reply‐to” option.
Notifications Settings 189 Broadcast Throttling
You can customize rules that apply to all notifications, are required on all notifications, and/
or show the rules to the notification initiator. When you have configured the throttling rules and preferences, click Save.
You can define, globally and by country, custom throttling rules based on any desired dialing pattern. For example, you can slow the rate of making calls to match what the receiving system can handle.
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When you start a notification, Everbridge will try to deliver the message as quickly as possible. If you are sending phone calls, it is possible that the system receiving the calls will not be able to keep up. For example, a notification might place 200 calls to an office location with a PBX phone system. If the PBX can only handle 125 calls at a time, then 75 calls are dropped. The Everbridge notification moves on to the next contact method for those 75 contacts.
Using Broadcast Throttling slows down the rate of making calls to match what the receiving system can handle. It slows the rate of the notification, but does not overwhelm the phone system causing dropped calls. For example, if the PBX can handle only 125 calls, we might set the maximum notification calls to 100. In this case, the notification is sent to the first 100 calls, not the entire 200. It will not send another call until one of the first 100 has ended.
A call ends when:
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The contact hangs up after hearing the message.
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The contact hangs up without listening to the message.
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The call is dropped or recognized as not delivered.
To control the number of calls, set up rules to control the call flow based on the dialed number. For example, the PBX at the Glendale office might only be able to handle 150 calls at a time, so set the maximum simultaneous calls to 125. All calls going to this location begin with 818‐230. add a rule that looks for numbers that start with “818230” and limits them to 125 simultaneous calls.
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Appendix A – Settings You can have different rules for different locations. You can also have a default limit for calls that do not match any of the rules. Click the Pencil icon to edit a rule. Make your changes and click the Save icon. Or, click the Cancel icon to keep the original values. Click the Trash Bin to delete a rule. Confirm the deletion.
You can set a maximum to be used if the dialed number does not match any of the rules. By default, there is no limit to the number of simultaneous calls if a throttling rule is not matched. To set a maximum number of calls, click Edit. Type the maximum number of calls in the text box and click Save.
When you make changes to throttling rules, the new values are used the next time a notification is sent, including any notification templates and scheduled messages.
In the Preferences section of Broadcast Throttling, you can configure how the throttling rules are to be used in a notification.
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If all the check boxes are clear, then the throttling rules are not applied by default, but the notification sender can turn them on by selecting the check boxes.
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If the check box: Apply to all notifications is selected, but the check box: Require on all notifications is clear, then the throttling rules are applied by default; however, the notification sender can turn them off by clearing the check box.
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To define a rule, start by giving it a Rule Name. Then select the country in which the dialed numbered are located. Type the Throttling Pattern for this rule. If the phone number to be dialed for the contact matches this pattern, the rule will be used. Using the example above, the Throttling Pattern would be 818230 and the Max Simultaneous Calls 125. Click Add. Repeat this process for any additional rules. When done, click Save.
Notifications Settings 191 ◊
If the check box: Require on all notifications is selected, then the throttling rules are applied by default and the notification sender cannot turn them off.
◊
If the check box: Show rules to notification initiator is selected, then the notification sender can view the rules by clicking View Rules.
When you make changes to preferences, they apply to new notifications. They will not affect any templates or schedules messages you have already configured.
Conference Bridges
You can customize the conference bridges associated with the Mass Notification system. If you are sending a conference notification, you will have a choice of default conference bridges (by default, Everbridge includes four conference bridges for your use) or bridges that are custom to your organization. If the selected Contacts exceed 96, the first 96 contacts will be reached.
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NOTE: The Organization’s Settings tab offers Conference Bridges. The Account’s Settings tab does not offer Conference Bridges.
To add a custom bridge for your organization, start by entering a name for the bridge. This is the name that the notification senders see when they are selecting the bridge for a notification. You can select the country where this number is located so the Everbridge system knows how to dial it, and enter the dial‐in number of the conference bridge.
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Appendix A – Settings Then, use the Wizard to define the dialing string to successfully connect to the bridge. Often, entering an access code for a conference bridge requires more than just the code. You might need to pause before dialing or use special keys such as the pound/hash (#) key. The Wizard helps you to build the string you need. Enter your information in the Conference Wizard, and click the >> key next to those fields to move the steps to the Access Code Steps. For example, to wait 5 seconds for a prompt, from the Wait for seconds drop‐down list, select 5, and click >>. It becomes step 1: Wait for 5 second(s) appears. Next, type your Access Code in the text box and click >>. It becomes step 2: Dial access code 391739. Your access code requires a hash key after it. From the Dial # or 0‐9 drop‐down list, select # and click >>. It becomes step 3: Dial #. The Wizard now has the steps to build a dialing string to meet the requirements of your bridge.
You can change the order of the steps by selecting a step and pressing the Up or Down arrows. Click the Trash Bin to delete a step. When the access code string is configured, click OK. Finally, click Add in the row of the custom bridge you just added.
To remove a bridge that you have added, click the Trash Bin in its row. You can delete a default bridge if you do not want your notification senders to have it available. Confirm the deletion.
Phone ‐ Voice Greeting
You can customize the Greetings associated with voice calls from the Mass Notification system. When a message is sent over voice paths, the contacts hear a greeting before the actual message starts. You can use the system default greeting, but it can be more effective if the greeting comes from a name or voice that is familiar in your organization. You can use your own recorded greeting files instead of the system defaults. NOTE: The Organization’s Settings tab offers a Phone ‐ Voice Greeting. The Account’s Settings tab does not offer the Greetings Library.
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When you send a conference notification, your bridge is available. You cannot edit the Everbridge conferences bridges. To edit a bridge added by your organization, click the Pencil icon. Change the name or conference number by typing in the text boxes. Change the access code dialing by clicking the number, then making changes in the Wizard. Click OK to save the changes to the Wizard. Then click the Save icon. Or click the Cancel icon to keep the old values.
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Notifications Settings 193 The Phone ‐ Voice Greeting allows you to have separate greetings for non‐priority and priority messages. You can record your greeting directly into the Greetings Library using the online recorder. When you are ready to start, click the Record button (green circle). It is a good idea to wait for a second or two before you start talking to make sure you do not cut of the beginning of your greeting. It is also a good idea to wait for a second or two before you stop recording. To stop recording, click the Record button again. If the Camera and Microphone Access dialog appears, click Allow.
Or, you can prerecord the audio file and upload it. An uploaded voice file must be 8KHz, 8‐
bit, mono audio WAV format and less than 5‐minutes in length.
Click Save when you have set a greeting. At any time, you can use the default greeting by selecting the radio button: Use default greeting under either Greeting Message (Non‐
Priority or Priority).
The system uses the default greetings unless you install custom recordings.
Email ‐ Header & Footer
You can customize the Email Header and/or Footer that is displayed with the email‐based notification deployments. When a message is sent by email, the header and footer are automatically added to it. The header and footer should contain information that belongs with every message, and not be message‐specific.
NOTE: The Organization’s Settings tab offers Email ‐ Header & Footer. The Account’s Settings tab does not offer Email ‐ Header & Footer
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You can add a header, a footer, or both. You can use up to 300 characters in each default header and footer. Type the text in the box, as desired. After typing the custom header/
footer, click Save. Contacts and Groups 195 Contacts and Groups
At the Organization level, all Contacts and Groups are offered. At the Account level, only Security is offered under Contacts. See Security on page 200.
Contact Record Types
NOTE: The Organization’s Settings tab offers Contact Record Types. The Account’s Settings tab does not offer Contact Record Types.
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You can define various Contact Record Types that are available when adding members to the system. Typically, you would do this to filter your target population or to segment different types of contacts from others.
NOTE: Since the Record Type field is required in the contact record, make sure to define the Contact Record Types before you add any Contacts to your system.
The system has one record type configured that cannot be deleted. The default value for this record type is Employee. If Employee is not a record type that your organization needs, you can edit it to change it to a name you want to use.
Some example record types include:
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Employee
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Contractor
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Vendor
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Visitor
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Partner
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Internal Personnel
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Citizen
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Doctor or Physician
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Nurse
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General Staff
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Faculty
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Professor or Teacher
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Student
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Parent
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Appendix A – Settings ◊
Government—Employee and Citizen
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Education—General Staff, Faculty, Student, Parent, Alumni
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Health Care—General Staff, Physician, Nurse
To add a contact record type, type a name in the text box and click Add. To edit the name of a record type, click the Pencil icon in its row. Make any changes to the name, then click the Save icon. Click the Cancel icon to leave the record type unchanged. To delete a record type, click the Trash Bin in its row. Confirm the deletion.
Once defined in the organization, the record types can be used to:
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Search and manage contact records based on Record Type
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Filter the target audience of any notification
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Filter search results and reporting results based on Record Type
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Names of the record types you use are custom to your organization. Add names that are meaningful to your organization and how you want to classify your contacts. The following are some examples:
Contacts and Groups 197 Additional Information
NOTE: The Organization’s Settings tab offers Additional Information. The Account’s Settings tab does not offer Additional Information.
You can define custom data fields for use in the Mass Notification system. Additional Information fields are added to the Contact record that are important to you. These could be:
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The location where an employee works
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The title or department of an employee
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A particular skill or certification someone has
You can use Additional Information fields to manage your contacts. You can also use Additional Information to select contacts for notifications.
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Click Add and the Add Fields pane is displayed. The bottom pane shows the existing Additional Information. There are three data types available for Additional Information fields:
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Text can hold any text string.
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Number must contain a number.
◊
Date must be in the date format (yyyy‐mm‐dd).
Display formats from which to choose:
◊
A text box allows any value to be entered.
◊
A single selection drop‐down list has a list of possible values, and one can be selected.
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Appendix A – Settings ◊
A multiple selection drop‐down list has a list of possible values, and one or more can be selected.
There are no limits to the number of fields you can define. Click Add and type a name for the field. Then, select the Data Type and Display Format for the field. Under the selected Display Format, add the corresponding value. Click the link: Add another item to add more values. To change the order in which the values appear, click the Up and Down arrows. (To remove a value from the list, click the Trash Bin in its row.) When your field is complete, click Save.
To edit a field, click the Pencil icon in its row. Make any changes to the name or values of the field. Note that you cannot change the Data Type or Display Format. Click Update to save your changes. Or click Cancel to leave the original values. To delete an Additional Information field, click the Trash Bin in its row. Confirm the deletion. If you already have contacts that have been assigned a value for this field, they lose that information.
Subscription Fields
You can add types of notifications to which the recipient (contact) can subscribe to receive notifications. These are available on the Member Portal for a contact to choose. For example, you could offer to notify contacts about several types of traffic conditions in your area. On their profile, the contacts would select the conditions for which they want to receive notifications. Then, when you send the notification, you choose individuals who have opted‐in to that type of notification. Of course for an emergency notification, you can disregard all opted‐in subscriptions and send to anyone.
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NOTE: The Organization’s Settings tab offers Subscription Fields. The Account’s Settings tab does not offer Subscription Fields.
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Contacts and Groups 199 Select the Rules option when adding a Notification and Target Audience. By default, the values entered for the subscription fields are available for use.
To add a new Subscription Field Value
1
Click the Add button at the top of the Subscription Fields page.
2
From the Type field, select the type of field to add from the drop‐down list:
•
Customized—Can have any values you choose. Type your values, as needed. Select the link: Add another item to add additional values.
•
Weather—Offers a list of predefined values for different weather conditions.
3
Type a name for the Subscription field.
This name is shown on the Member Portal page when the contacts are making their selections.
4
Click Save.
To edit a field, click its name in the list. Click in a text box to edit the name or values. Click Update. Click the Trash Bin next to any value to remove it from the list.
To remove a Subscription Field, click the Trash Bin from its row in the list.
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Appendix A – Settings Security
There are various ways to add contacts to Everbridge Mass Notification.
◊
An administrator can fill in a form for a single contact and save it to the database.
◊
An administrator can use a data file containing a number of contacts and upload it to the database.
◊
You can configure another system to automatically add a file containing a number of contacts and upload it to the Everbridge database.
Most organizations use bulk upload methods to add and manage many contacts at once. One way to automate the upload is through the Everbridge interface. You configure your system to add a contact upload file in the Everbridge format. You then script or schedule software that supports Secure File Transfer Protocol (FTP) to upload your file to Everbridge.
Using an automated system saves time and helps to prevent errors. Note that you can use the Secure FTP software to manually upload files. This is a good way to test your connection to Everbridge and make sure that your system is configured properly. However, if you are going to upload files manually, there is no advantage to using Secure FTP software instead of simply uploading through the Mass Notification interface.
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File Encryption provides a standard encryption method (such as PGP) to generate encryption keys. Contacts and Groups 201 To use Secure FTP to upload contact data files
1
From the Settings tab > Organization > Base Information, note your Organization ID and the your Contact Data Store Location.
2
From the Settings tab > Contacts and Groups < Security, in the Secure FTP pane, click the link: Download Access Instructions. Save the file to your desktop. NOTE: For cross‐organizations, perform the Secure FTP procedure from the Account level (that is, from the Settings tab > Contacts > Security) rather than from the Organization level. Include the column to designate your organizations.
D R A F T — I N TE RN A L U S E O NL Y
You will need two additional programs to use Secure FTP. Everbridge does not endorse any third‐party software, but has examples using programs that others have found useful.
3
From the Secure FTP pane, to download the soft key (.key) file for your organization, click the button: Download. Save it to your desktop.
This soft key needs to be converted into a format that the Secure FTP software can use.
4
Following the Access instructions, use the key generating software to take the soft key (.key) file you downloaded and export it to a key (.pgb) file for the software. 5
Configure the encryption software, so you can use it to upload contact data files (.pgb).
To connect to the Everbridge server, you need to supply a hostname. Find the hostname for your Contact Data Source Location in the Access instructions. Your login username is your Organization ID.
By configuring your computer system and Secure FTP software to work together, they can automatically add contact data updates and install them. The computer system needs to add and place the data file in the location configured in the Secure FTP software. The Secure FTP software is scripted to perform the transfer.
FTP instructions are not provided in this document. If you have questions about using FTP, contact your IT department or your Client Services representative.
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Appendix A – Settings To use File Encryption for additional security
From the Settings tab, select Contacts < Security < File Encryption. 2
Select the Encryption Status radio button: On. NOTE: From the Organization level (that is, from the Settings tab > Contacts and Groups > Security, in the File Encryption pane, select the Encryption Status radio button: On).
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3
Click the link: Download Access Instructions. 4
Save the file to your desktop.
5
Follow the instructions from the downloaded file.
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Member Portal Settings 203 Member Portal Settings
Configure your Member Portal settings before distributing access to your contacts. Member Portal Options
Select the Portal Type: Public Member Portal or Private Member Portal. If a Public Member Portal, also select the New Opt‐in Record Type from the drop‐down list. Click Save. In the Public Member Portal, members can add new records.
D R A F T — I N TE RN A L U S E O NL Y
In the Private Member Portal, organizations can offer employees an avenue to augment their organization’s uploaded data (first name, last name, company email, and work phone number) with personal data (cell phone, personal email, and home address information) to ensure successful message receipt.
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Appendix A – Settings User Profile Settings
You can expose user profile settings. If you do, you can make the field editable and/or mandatory as well. Select Save. Required fields are already selected.
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Member Portal Settings 205 D R A F T — I N TE RN A L U S E O NL Y
When members login to the Member Portal, the Manage Profile page appears. The first section, My Profile, shows the user profile settings that were marked as “exposed.” M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings If members need to change their passwords, they must click the Change Password link at the top right‐hand corner of the page. The Change Password page appears. ! @ # $ % ^ & * ( ) Fill in the fields, then click OK.
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The password must be 8 to 64 characters long and contain at least one letter and one number. Special characters are permitted, but limited to the following:
Member Portal Settings 207 Subscriptions
Subscriptions are available for all organizations by default. Any organization can add as many custom subscriptions as desired. The Account Administrator and/or the Organization Administrator determine the custom subscriptions.
Weather Alerts
The only subscription type that requires an additional purchase is the Weather Alerts. The National Weather Service (NWS) sends alerts to the weather providers, who forward the alerts to Everbridge. Everbridge then automatically sends weather warnings. D R A F T — I N TE RN A L U S E O NL Y
On the Subscriptions page, you can turn off auto‐alerts. Of the choices in the subscription, you can expose a field and/or make a field mandatory as well. Under the Status column, you can toggle an alert on or off. Select Save. For details about Weather Alerts, see the SMART Weather Alerting User Guide.
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Appendix A – Settings When the member launches the Member Portal, under Subscriptions, the list that the member chose to expose is displayed. Members can clear the check boxes for the alerts they do not want made available. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 209 Additional Information
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Additional Information fields are populated here with the values that the organization has set up in Contacts and Groups > Additional Information. You can expose this additional information, or make the fields editable and/or mandatory by selecting the respective check boxes. Select Save. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings You can expose selected Additional Information fields on the Member Portal. If you do, you can make the field editable and/or mandatory as well. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 211 Location
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You can expose Location settings. If you do, you can make the field editable and/or mandatory as well. Select Save. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings In the Member Portal, the corresponding Locations I Care About are displayed. Members can add their own locations. They must click Next to continue to the How to Contact Me section of the Member Portal. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 213 Delivery Methods
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You can expose Delivery Methods. If you do, you can make the fields editable and/or mandatory as well. In addition, you can select the minimum number of required contact paths from the drop‐down list or type the number if it does not yet exist. Select Save. In the Member Portal, the How to Contact Me section displays fields for the members to fill in their delivery method numbers. Members must click Save after entering their information. M AS S N O T IF I C AT I O N U S ER G U I D E
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Member Portal Settings 215 Banner
D R A F T — I N TE RN A L U S E O NL Y
You can upload a banner to your Member Portal. Banners must be of format: jpg, gif, png, or bmp. Suggested size is 990 pixels by 120 pixels. The maximum width is 990 pixels. NOTE: Be careful. If you have an existing banner and upload a different banner to the portal, and then change your mind, you must upload the original banner. In other words, you cannot cancel your upload.
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Appendix A – Settings The following is an example banner. D RA FT — I N T E R N A L U S E O NLY
The banner appears on all pages of the Member Portal. C O NF ID E NT I A L
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Member Portal Settings 217 New Member Registration
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If this is the first time the members have entered the Member Portal, they should click add New Account to add their user profiles. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings Home Page
Type your text to be used on the Home Page of the Member Portal. The following example shows sample text. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 219 D R A F T — I N TE RN A L U S E O NL Y
When members first launch the URL to the Member Portal, they see this text on the Home Page. In the following example, the sentence “<sample text only ‐ not suggested for distribution>” was removed from the default text. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings FAQ Page
Type your text to be used on the FAQ page on the Member Portal.The following example shows sample text. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 221 D R A F T — I N TE RN A L U S E O NL Y
The FAQs link is displayed on the upper right‐hand corner of all Member Portal pages. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings Click the FAQs link to display the Frequently Asked Questions and answers. In the following example, the sentence “<sample text only ‐ not suggested for distribution>” was removed from the default text.
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Member Portal Settings 223 Overview Page
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Type your text to be used as an overview on the Member Portal. The following example shows sample text. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings When the user accesses the Member Portal URL, the Overview link is displayed on the upper right‐hand corner of the login page. D RA FT — I N T E R N A L U S E O NLY
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Member Portal Settings 225 D R A F T — I N TE RN A L U S E O NL Y
Click the Overview link to display the customized overview page of the Member Portal. In the following example, the sentence “<sample text only ‐ not suggested for distribution>” was removed from the default text. M AS S N O T IF I C AT I O N U S ER G U I D E
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Appendix A – Settings D RA FT — I N T E R N A L U S E O NLY
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A P P E N D I X
B
Permissions
D R A F T — I NTE R NAL U S E O N LY
This appendix provides a quick reference of the permissions of each Mass Notification role. The Account Administrator can view the permissions electronically from the Roles tab.
The following topics are covered:
◊
Overview
◊
Account Administrator
◊
Organization Administrator
◊
Group Manager
◊
Dispatcher
◊
Data Manager
◊
Mass Notification Operator
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Appendix B – Permissions Overview
The following pages show the permissions by role and provide cross‐references to the associated topics for details. Column 1 displays the topic; Column 2 shows the task; and Column 3 references a chapter/appendix name and/or user guide name for the detailed information. In Column 2, a check mark indicates that the task is permitted.
◊
The majority of topics are found in the Mass Notification User Guide.
◊
Topics about Incidents are found in the Incident Management User Guide.
◊
Topics about weather are found in the SMART Weather Alerting User Guide.
◊
Topics about Twitter and Mobile Member are found in the Interactive Visibility User Guide.
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Account Administrator 229 Account Administrator
Default Landing Page: Account’s “Users” tab.
D R A F T — I N TE RN A L U S E O NL Y
From the Account
Topic
Task
Refer to:
Cross‐Organization Notification
√
Send notifications to contacts in any organization
Notifications
Mass Notification User Guide
Contact Upload
√
Upload and view contacts in any organization
Contacts
Mass Notification User Guide
User Management
√
Create, edit, delete, and enable/disable users in any Introduction
organization
Mass Notification User Guide
Role Management
√
Assign permissions and resources to the users created/managed under the User Management tab
Account Settings
√
Notifications: Specify settings that are applied to all Settings
broadcasts in all organizations
Mass Notification User Guide
√
Contacts: Specify settings that are applied to all contacts and groups in all organizations
Introduction
Mass Notification User Guide
Settings
Mass Notification User Guide
From the Organization
Topic
Task
Dashboard
√
View notification and incident dashboards
Dashboard
Mass Notification User Guide
Universe
√
Access Twitter alerts
Using Twitter Alerts
Interactive Visibility User Guide
√
Access weather alerts
Thresholds
SMART Weather Alerting User Guide
√
Use selection tools to highlight contacts on the map Universe
Mass Notification User Guide
√
Access Mobile Member messages
Using Mobile Member
Interactive Visibility User Guide
√
Send a notification from the Universe to contacts selected on the map
Universe
Mass Notification User Guide
√
Notification button widget
Universe
Mass Notification User Guide
M AS S N O T IF I C AT I O N U S ER G U I D E
Refer to:
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Appendix B – Permissions Task
Notification
√
Publish to Alertus
Notifications
Mass Notification User Guide
√
Publish to Web Posting
Notifications
Mass Notification User Guide
√
Publish to the Everbridge Network
Notifications
Mass Notification User Guide
√
Publish to CMAS/WEA
Notifications
Mass Notification User Guide
√
Create a new notification—send now, schedule, save as template, Send follow‐up
Notifications
Mass Notification User Guide
√
Manage active/sent notifications (including stop, rebroadcast)
Notifications
Mass Notification User Guide
√
Manage scheduled and recurring notifications
Notifications
Mass Notification User Guide
√
Edit/Delete an existing notification template
Notifications
Mass Notification User Guide
√
Send an existing notification template
Notifications
Mass Notification User Guide
√
Edit Notification settings: Message content & Contacts
Notifications
Mass Notification User Guide
√
Mobile Website
Notifications
Mass Notification User Guide
√
Create, edit, and delete message templates
Notifications
Mass Notification User Guide
√
Launch and manage incidents
Launching and Managing Incidents
Incident Management User Guide
√
Create, edit, and delete incident templates
Launching and Managing Incidents
Incident Management User Guide
√
Create, edit, and delete information variables
Managing a Communication Plan
Incident Management User Guide
√
Edit and download existing contacts, save (search) filters as rules
Contacts
Mass Notification User Guide
√
Create and delete contacts, add them to groups
Contacts
Mass Notification User Guide
√
Upload contacts
Contacts
Mass Notification User Guide
√
Remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete groups, remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete rules
Contacts
Mass Notification User Guide
Incident
Contact
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Topic
231 Topic
Task
Report
√
View Quick Reports
Reports
Mass Notification User Guide
√
Create, edit, and delete Incident Custom Reports
Managing a Communication Plan
Incident Management User Guide
√
Create, edit, and delete Incident Notification Custom Reports
Managing a Communication Plan
Incident Management User Guide
√
Create, edit, and delete Mass Notification Custom Reports
Reports
Mass Notification User Guide
√
Create, edit, and delete Contact Custom Reports
Reports
Mass Notification User Guide
√
Organization—Edit base information and login message
Settings
Mass Notification User Guide
√
Map—Edit default map views, manage shape library, and import region files
Settings
Mass Notification User Guide
√
Interactive Visibility—Turn weather/Twitter/mobile Interactive Visibility User Guide or alerts on/off, and create new alerts
SMART Weather Alerting User Guide
√
Notifications—Edit the default settings (sender info, Settings
Mass Notification User Guide
delivery methods, and so forth) applied to all notifications across the organization
√
Contacts and Groups—Create record types, additional information questions and subscription fields
Settings of the Mass Notification User Guide
√
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Settings
Mass Notification User Guide
√
Send a notification
Not yet available
√
Send a notification using a template
Not yet available
√
Rebroadcast a notification
Not yet available
√
Send a notification Follow‐up
Not yet available
√
Stop an Active notification
Not yet available
Organization Settings
D R A F T — I N TE RN A L U S E O NL Y
Account Administrator Mobile Manager
M AS S N O T IF I C AT I O N U S ER G U I D E
Refer to:
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Appendix B – Permissions Organization Administrator
Default Landing Page: Organization’s “Dashboard” tab
From the Organization
Task
Dashboard
√
View notification and incident dashboards
Dashboard
Mass Notification User Guide
Universe
√
Access Twitter alerts
Using Twitter Alerts
Interactive Visibility User Guide
√
Access weather alerts
Thresholds
SMART Weather Alerting User Guide
√
Use selection tools to highlight contacts on the map Universe
Mass Notification User Guide
√
Access Mobile Member messages
Using Mobile Member
Interactive Visibility User Guide
√
Send a notification from the Universe to contacts selected on the map
Universe
Mass Notification User Guide
√
Notification button widget
Universe
Mass Notification User Guide
√
Publish to Alertus
Notifications
Mass Notification User Guide
√
Publish to Web Posting
Notifications
Mass Notification User Guide
√
Publish to the Everbridge Network
Notifications
Mass Notification User Guide
√
Publish to CMAS/WEA
Notifications
Mass Notification User Guide
√
Create a new notification—send now, schedule, save as template, Send follow‐up
Notifications
Mass Notification User Guide
√
Manage active/sent notifications (including stop, rebroadcast)
Notifications
Mass Notification User Guide
√
Manage scheduled and recurring notifications
Notifications
Mass Notification User Guide
√
Edit/Delete an existing notification template
Notifications
Mass Notification User Guide
√
Send an existing notification template
Notifications
Mass Notification User Guide
√
Edit Notification settings: Message content & Contacts
Notifications
Mass Notification User Guide
√
Mobile Website
Notifications
Mass Notification User Guide
Notification
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Refer to:
E V ER B R I D G E S U IT E
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Topic
Topic
Incident
D R A F T — I N TE RN A L U S E O NL Y
Contact
Report
Organization Settings
Mobile Manager
Organization Administrator Task
233 Refer to:
√
Create, edit, and delete message templates
Notifications
Mass Notification User Guide
√
Launch and manage incidents
Launching and Managing Incidents
Incident Management User Guide
√
Create, edit, and delete incident templates
Launching and Managing Incidents
Incident Management User Guide
√
Create, edit, and delete information variables
Managing a Communication Plan
Incident Management User Guide
√
Edit and download existing contacts, save (search) filters as rules
Contacts
Mass Notification User Guide
√
Create and delete contacts, add them to groups
Contacts
Mass Notification User Guide
√
Upload contacts
Contacts
Mass Notification User Guide
√
Remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete groups, remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete rules
Contacts
Mass Notification User Guide
√
View Quick Reports
Reports
Mass Notification User Guide
√
Create, edit, and delete Incident Custom Reports
Managing a Communication Plan
Incident Management User Guide
√
Create, edit, and delete Incident Notification Custom Reports
Managing a Communication Plan
Incident Management User Guide
√
Create, edit, and delete Mass Notification Custom Reports
Reports
Mass Notification User Guide
√
Create, edit, and delete Contact Custom Reports
Reports
Mass Notification User Guide
√
Organization—Edit base information and login message
Settings
Mass Notification User Guide
√
Map—Edit default map views, manage shape library, and import region files
Settings
Mass Notification User Guide
√
Interactive Visibility—Turn weather/Twitter/mobile Interactive Visibility User Guide or alerts on/off, and create new alerts
SMART Weather Alerting User Guide
√
Notifications—Edit the default settings (sender info, Settings
delivery methods, and so forth) applied to all Mass Notification User Guide
notifications across the organization
√
Contacts and Groups—Create record types, additional information questions and subscription fields
Settings of the Mass Notification User Guide
√
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Settings
Mass Notification User Guide
√
Send a notification
Not yet available
√
Send a notification using a template
Not yet available
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Appendix B – Permissions Topic
Task
Refer to:
√
Rebroadcast a notification
Not yet available
√
Send a notification Follow‐up
Not yet available
√
Stop an Active notification
Not yet available
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Group Manager 235 Group Manager
Default Landing Page: Organization’s “Dashboard” tab
D R A F T — I N TE RN A L U S E O NL Y
From the Organization
Topic
Task
Dashboard
√
View notification and incident dashboards
Dashboard
Mass Notification User Guide
Universe
√
Access Twitter alerts
Using Twitter Alerts
Interactive Visibility User Guide
√
Access weather alerts
Thresholds
SMART Weather Alerting User Guide
√
Use selection tools to highlight contacts on the map Universe
Mass Notification User Guide
√
Access Mobile Member messages
Using Mobile Member
Interactive Visibility User Guide
√
Send a notification from the Universe to contacts selected on the map
Universe
Mass Notification User Guide
√
Notification button widget
Universe
Mass Notification User Guide
√
Publish to Alertus
Notifications
Mass Notification User Guide
√
Publish to Web Posting
Notifications
Mass Notification User Guide
√
Publish to the Everbridge Network
Notifications
Mass Notification User Guide
√
Publish to CMAS/WEA
Notifications
Mass Notification User Guide
√
Create a new notification—send now, schedule, save as template, Send follow‐up
Notifications
Mass Notification User Guide
√
Manage active/sent notifications (including stop, rebroadcast)
Notifications
Mass Notification User Guide
√
Manage scheduled and recurring notifications
Notifications
Mass Notification User Guide
√
Edit/Delete an existing notification template
Notifications
Mass Notification User Guide
√
Send an existing notification template
Notifications
Mass Notification User Guide
√
Edit Notification settings: Message content & Contacts
Notifications
Mass Notification User Guide
√
Mobile Website
Notifications
Mass Notification User Guide
Notification
M AS S N O T IF I C AT I O N U S ER G U I D E
Refer to:
C ONFIDENTIAL
236
Appendix B – Permissions Topic
Task
√
Incident
Create, edit, and delete message templates
Refer to:
Notifications
Mass Notification User Guide
Launch and manage incidents
Create, edit, and delete incident templates
Create, edit, and delete information variables
Contact
√
Edit and download existing contacts, save (search) filters as rules
Contacts
Mass Notification User Guide
Create and delete contacts, add them to groups
Upload contacts
√
Remove contacts from a group
Contacts
Mass Notification User Guide
Create, edit, and delete groups, remove contacts from a group
Report
Create, edit, and delete rules
Contacts
Mass Notification User Guide
√
View Quick Reports
Reports
Mass Notification User Guide
Create, edit, and delete Incident Custom Reports
Create, edit, and delete Incident Notification Custom Reports
√
Create, edit, and delete Mass Notification Custom Reports
Reports
Mass Notification User Guide
√
Create, edit, and delete Contact Custom Reports
Reports
Mass Notification User Guide
Organization Settings
Organization—Edit base information and login message
Map—Edit default map views, manage shape library, and import region files
Interactive Visibility—Turn weather/Twitter/mobile alerts on/off, and create new alerts
Notifications—Edit the default settings (sender info, delivery methods, and so forth) applied to all notifications across the organization
Contacts and Groups—Create record types, additional information questions and subscription fields
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Mobile Manager
C O NF ID E NT I A L
√
Send a notification
Not yet available
√
Send a notification using a template
Not yet available
√
Rebroadcast a notification
Not yet available
√
Send a notification Follow‐up
Not yet available
√
Stop an Active notification
Not yet available
E V ER B R I D G E S U IT E
D RA FT — I N T E R N A L U S E O NLY
√
Dispatcher 237 Dispatcher
Default Landing Page: Organization’s “Notifications” tab
D R A F T — I N TE RN A L U S E O NL Y
From the Organization
Topic
Task
Refer to:
Dashboard
√
View notification and incident dashboards
Dashboard
Mass Notification User Guide
Universe
√
Access Twitter alerts
Using Twitter Alerts
Interactive Visibility User Guide
√
Access weather alerts
Thresholds
SMART Weather Alerting User Guide
√
Use selection tools to highlight contacts on the map Universe
Mass Notification User Guide
Access Mobile Member messages
Notification
√
Send a notification from the Universe to contacts selected on the map
Universe
Mass Notification User Guide
√
Notification button widget
Universe
Mass Notification User Guide
√
Publish to Alertus
Notifications
Mass Notification User Guide
√
Publish to Web Posting
Notifications
Mass Notification User Guide
√
Publish to the Everbridge Network
Notifications
Mass Notification User Guide
√
Publish to CMAS/WEA
Notifications
Mass Notification User Guide
√
Create a new notification—send now, schedule, save as template, Send follow‐up
Notifications
Mass Notification User Guide
√
Manage active/sent notifications (including stop, rebroadcast)
Notifications
Mass Notification User Guide
√
Manage scheduled and recurring notifications
Notifications
Mass Notification User Guide
√
Edit/Delete an existing notification template
Notifications
Mass Notification User Guide
√
Send an existing notification template
Notifications
Mass Notification User Guide
√
Edit Notification settings: Message content & Contacts
Notifications
Mass Notification User Guide
√
Mobile Website
Notifications
Mass Notification User Guide
M AS S N O T IF I C AT I O N U S ER G U I D E
C ONFIDENTIAL
238
Appendix B – Permissions Topic
Task
√
Incident
Create, edit, and delete message templates
Refer to:
Notifications
Mass Notification User Guide
Launch and manage incidents
Create, edit, and delete incident templates
Create, edit, and delete information variables
Contact
Edit and download existing contacts, save (search) filters as rules
Create and delete contacts, add them to groups
Upload contacts
Remove contacts from a group
Create, edit, and delete groups, remove contacts from a group
Create, edit, and delete rules
Report
View Quick Reports
Create, edit, and delete Incident Custom Reports
D RA FT — I N T E R N A L U S E O NLY
Create, edit, and delete Incident Notification Custom Reports
Create, edit, and delete Mass Notification Custom Reports
Create, edit, and delete Contact Custom Reports
Organization Settings
Organization—Edit base information and login message
Map—Edit default map views, manage shape library, and import region files
Interactive Visibility—Turn weather/Twitter/mobile alerts on/off, and create new alerts
Notifications—Edit the default settings (sender info, delivery methods, and so forth) applied to all notifications across the organization
Contacts and Groups—Create record types, additional information questions and subscription fields
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Mobile Manager
C O NF ID E NT I A L
√
Send a notification
Not yet available
√
Send a notification using a template
Not yet available
√
Rebroadcast a notification
Not yet available
√
Send a notification Follow‐up
Not yet available
√
Stop an Active notification
Not yet available
E V ER B R I D G E S U IT E
Data Manager 239 Data Manager
Default Landing Page: Organization’s “Contacts” tab
From the Organization
Topic
Task
Dashboard
View notification and incident dashboards
Universe
Access Twitter alerts
Refer to:
Access weather alerts
Use selection tools to highlight contacts on the map
Access Mobile Member messages
D R A F T — I N TE RN A L U S E O NL Y
Send a notification from the Universe to contacts selected on the map
Notification button widget
Notification
Publish to Alertus
Publish to Web Posting
Publish to the Everbridge Network
Publish to CMAS/WEA
Create a new notification—send now, schedule, save as template, Send follow‐up
Manage active/sent notifications (including stop, rebroadcast)
Manage scheduled and recurring notifications
Edit/Delete an existing notification template
Send an existing notification template
Edit Notification settings: Message content & Contacts
Mobile Website
Create, edit, and delete message templates
Incident
Launch and manage incidents
Create, edit, and delete incident templates
Create, edit, and delete information variables
M AS S N O T IF I C AT I O N U S ER G U I D E
C ONFIDENTIAL
240
Appendix B – Permissions Topic
Task
Contact
√
Edit and download existing contacts, save (search) filters as rules
Contacts
Mass Notification User Guide
√
Create and delete contacts, add them to groups
Contacts
Mass Notification User Guide
√
Upload contacts
Contacts
Mass Notification User Guide
√
Remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete groups, remove contacts from a group
Contacts
Mass Notification User Guide
√
Create, edit, and delete rules
Contacts
Mass Notification User Guide
Report
Refer to:
View Quick Reports
Create, edit, and delete Incident Custom Reports
Create, edit, and delete Incident Notification Custom Reports
√
Organization Settings
Create, edit, and delete Contact Custom Reports
Reports
Mass Notification User Guide
Organization—Edit base information and login message
Map—Edit default map views, manage shape library, and import region files
Interactive Visibility—Turn weather/Twitter/mobile alerts on/off, and create new alerts
Notifications—Edit the default settings (sender info, delivery methods, and so forth) applied to all notifications across the organization
√
Contacts and Groups—Create record types, additional information questions and subscription fields
Settings
Mass Notification User Guide
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Mobile Manager
Send a notification
Send a notification using a template
Rebroadcast a notification
Send a notification Follow‐up
Stop an Active notification
C O NF ID E NT I A L
E V ER B R I D G E S U IT E
D RA FT — I N T E R N A L U S E O NLY
Create, edit, and delete Mass Notification Custom Reports
Mass Notification Operator 241 Mass Notification Operator
Default Landing Page: Organization’s “Notifications” tab
From the Organization
Topic
Task
Dashboard
View notification and incident dashboards
Universe
Access Twitter alerts
Refer to:
Access weather alerts
Use selection tools to highlight contacts on the map
Access Mobile Member messages
D R A F T — I N TE RN A L U S E O NL Y
Send a notification from the Universe to contacts selected on the map
Notification button widget
Notification
Publish to Alertus
Publish to Web Posting
Publish to the Everbridge Network
Publish to CMAS/WEA
Create a new notification—send now, schedule, save as template, Send follow‐up
√
Manage active/sent notifications (including stop, rebroadcast)
Notifications
Mass Notification User Guide
Manage scheduled and recurring notifications
Edit/Delete an existing notification template
√
Send an existing notification template
Notifications
Mass Notification User Guide
Edit Notification settings: Message content & Contacts
√
Incident
Mobile Website
Notifications
Mass Notification User Guide
Create, edit, and delete message templates
Notifications
Mass Notification User Guide
Launch and manage incidents
Create, edit, and delete incident templates
Create, edit, and delete information variables
M AS S N O T IF I C AT I O N U S ER G U I D E
C ONFIDENTIAL
242
Appendix B – Permissions Topic
Task
Contact
Refer to:
Edit and download existing contacts, save (search) filters as rules
Create and delete contacts, add them to groups
Upload contacts
Remove contacts from a group
Create, edit, and delete groups, remove contacts from a group
Create, edit, and delete rules
Report
View Quick Reports
Create, edit, and delete Incident Custom Reports
Create, edit, and delete Incident Notification Custom Reports
Create, edit, and delete Mass Notification Custom Reports
Create, edit, and delete Contact Custom Reports
Organization—Edit base information and login message
D RA FT — I N T E R N A L U S E O NLY
Organization Settings
Map—Edit default map views, manage shape library, and import region files
Interactive Visibility—Turn weather/Twitter/mobile alerts on/off, and create new alerts
Notifications—Edit the default settings (sender info, delivery methods, and so forth) applied to all notifications across the organization
Contacts and Groups—Create record types, additional information questions and subscription fields
Member Portal—Edit the setup, design, and contents of the organization’s Member Portal
Mobile Manager
Send a notification
√
Send a notification using a template
Not yet available
√
Rebroadcast a notification
Not yet available
Send a notification Follow‐up
√
C O NF ID E NT I A L
Stop an Active notification
Not yet available
E V ER B R I D G E S U IT E
G L O S S A R Y
Glossary
D R A F T — I NTE R NAL U S E O N LY
This Glossary is provided as a reference for common terms and acronyms, and their definitions as used within the Everbridge Suite system. event
All of the notifications in an event are grouped together to make it convenient to see them in one place. You could have the initial notification about something like a fire, an update, and an all clear. When notifications are part of the same event, some of the statistics are summed over all the notifications in the event. geo‐code
When an address is entered, the system begins geo‐coding that address to its longitude and latitude. If you enter your own latitude and longitude, the system does not verify the accuracy. If your organization is not using geo‐coding, enter 00 in both the latitude and longitude fields or do not enter an address. hashtag
A word or phrase prefixed with the symbol #, It is the Twitter practice of tagging an individual tweet by using a hash in front of the tag. For example, putting the hashtag #flu in a tweet about the flu.
message
A message could be about an emergency situation, such as a hurricane warning, or a serious problem such as “there is a wildfire west of the I‐295.” The message could also be just a regular part of doing business, such as “We need three people to work second shift.” The message is delivered in various delivery formats: If the message is delivered to a voice device like a phone or mobile phone, it is played as a voice message; if the message is delivered to a text device, like email, it arrives as a text message; and if the message is going to email, it can have data attached as a file.
M AS S N O T IF I C AT I O N U S ER G U I D E
C ONFIDENTIAL
244
Glossary Data about the content on the page. Examples of metadata are as follows: the date and time a notification was sent, when the notification was last updated, and/or closed.
notification
A notification is the sending of a message to a contact for some specified number of cycles. rebroadcast
After a notification has ended, the Stop button is replaced by a Rebroadcast button. A rebroadcast resends the original message to contacts who have not confirmed receiving it. From the Incidents tab, however, you would send an update on the incident, not a rebroadcast.
SMS address
An acronym for Short Message Service, the SMS address is usually the 10‐digit phone number of the mobile phone.
SMTP
An acronym for Simple Mail Transfer Protocol. Email formats must in SMTP format, [email protected]
threshold
A defined situation on which you want your contacts to be alerted or notified.
widget
An application, or component of an interface, that enables a user to perform a function or access a service.
C O NF ID E NT I A L
E V ER B R I D G E S U IT E
D RA FT — I N T E R N A L U S E O NLY
metadata
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