Everbridge Mass Notification User Guide

 

 

 

Everbridge, Inc.

Mass Notification

User Guide

QuickSheets for Roles

 

 

Version 1.0 

8/11/2013 

 

 

 

 

 

About this guide:

This guide is intended to help a novice user of Everbridge Mass Notification use the basic functionality of the system. It should work as a guide to begin to learn the system, or as a refresher to keep close at hand. This guide is not a replacement for Everbridge University training or the full User Manual. It is meant as a way to get started managing contacts, sending notifications, and to provide guidance on individual functions of the system via Role‐ specific QuickSheets.

 

 

Table of Contents

QuickSheet MN:  Organization Admin .................................................................................................................................... 3

 

Notifications ........................................................................................................................................................................ 3

Contact Management ......................................................................................................................................................... 4

Reports ................................................................................................................................................................................ 5

QuickSheet MN:  Group Manager ........................................................................................................................................... 6

Notifications ........................................................................................................................................................................ 6

Contact Management ......................................................................................................................................................... 7

Reports ................................................................................................................................................................................ 7

QuickSheet MN:  Dispatcher ................................................................................................................................................... 8

Notifications ........................................................................................................................................................................ 8

QuickSheet MN:  Operator ..................................................................................................................................................... 9

Notifications ........................................................................................................................................................................ 9

QuickSheet MN:  Data Manager ........................................................................................................................................... 10

Contact Management ....................................................................................................................................................... 10

Reports .............................................................................................................................................................................. 11

2 

 

 

 

 

Notifications

Create and send new Notification 

Schedule new Notification 

Manage scheduled Notifications 

Create new Notification Template 

Send Notification from Universe 

Manage active Notifications 

QuickSheet MN: Organization Admin

Send Notification from a Template 

On the Notifications page, click the New Notification button to enter the notification workflow.

In the Create Message section, compose your message on the fly or click the link at the upper right to Use a message template , and select from the library of approved message templates.

In the Select Contacts section, click the links to select Individuals , Groups , Rules , or Map in order to specify your target recipients.

In the Settings section, check and update the options if needed.

Click the Send button at the bottom to launch the notification.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Later, and set the date & time for your notification, then click the Schedule button at the bottom to schedule the notification.

On the Notifications page, on the Scheduled tab, click the pencil icon at the left of a notification to edit the notification, or click the trashcan icon to delete it.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Save as a notification

template, assign a Category if desired, then click the Save button at the bottom to schedule the notification.

On the Notifications page, click the Templates tab.

Use the Search box at the upper right if needed to find the desired Template.

Click the check‐box at the left next to one or more desired Templates, and then click the Send button at the top to launch the notifications.

On the Universe page, click Select Contacts to open the menu, and click Draw

Shapes.

Choose a tool and use it to define a region on the map: o

Free Form – click and drag to draw your shape; release to complete the shape. o

Polygon – click each point to define your shape; double‐click the last point to complete the shape. o

Circle – click the center point of a circle and drag to define the radius; release to complete the shape.

When all shapes have been set, click the New Notification button at the top.

Compose and launch your notification in the notification workflow panel that opens at the left (as above).

On the Notifications page, on the Active/History tab, click the Actions link at the left of a notification.

Choose an action to apply to the notification: o

Stop – stop the notification from making any further contact attempts. o

Rebroadcast – launch the notification again but only to the contacts who have not yet confirmed. o

Send Follow Up – start a new notification to contacts based on how they responded to this notification.

3 

 

 

 

 

Contact Management

Create new Contacts 

Upload Contacts 

Edit existing Contacts 

Create and edit Groups 

Add Contacts to a Group 

Remove Contacts from a Group 

From the Contacts page, click the Add Contact button to create a new contact.

In the General Information section, fill in the appropriate information. The

First Name, Last Name, External ID, and Record Type fields are required.

In the Address Information section, add up to five locations for the contact.

After entering the street address information, select the best match from the

Select Address drop‐down list to complete the Longitude and Latitude data.

In the Contact Paths section, select methods from the Add a delivery method drop‐down list, and then complete the Device Address details for each method.

Use the up and down arrows at the right of a method to adjust the order.

In the Additional Information section, select a field from the Add an

Additional Information drop‐down list, and then complete the details for each custom field.

Click the Save button at the bottom to save the contact.

From the Contacts page, on the Uploads tab, click the Upload to portal button to begin a bulk upload of contacts.

Choose a properly formatted upload file in Comma Separated Value (.CSV) format, and click the Upload to portal button.

Choose a method to apply the upload: o

Update – insert new contacts and update existing contacts. o

Replace contacts with Record Type – replace all contacts with Record

Types that exist in the upload file. If a contact is not in the new file, that contact will be deleted. o

Delete – remove the contacts listed in the upload file from the contact database.

After the upload is complete you can view the results by clicking the magnifying

glass icon on the left. This will show the number of contacts loaded without error, with error, or not loaded due to a critical error. Any errors will be listed, allowing you to make corrections to your upload file to fix the errors.

From the Contacts page, on the Contacts tab, click the pencil icon at the left of a contact to edit a contact.

Add or update information on the contact’s detail page, and click the Save button at the bottom.

From the Contacts page, on the Groups tab, click the Add Group link to create a new group. Type a name for the group.

Click the pencil icon at the right of a group to edit its name.

Click and drag a group to move it. Drop the group on another group to make it a subgroup.

From the Contacts page, on the Contacts tab, click the check‐box next to one or more contacts.

Click the Add to group button, then choose the target group from the tree and click the OK button.

From the Contacts page, on the Groups tab, click the group in the tree on the left to display the members of the group.

Click the check‐box next to one or more contacts.

Click the Remove contacts from group button. The contacts will not be deleted from the contacts database, just removed from the selected group.

4 

 

 

 

 

Create new Rules 

Reports

View Quick Reports 

Create Custom Reports 

View Custom Reports 

From the Contacts page, on the Rules tab, click the Add button to create a new rule.

Give the Rule a name, then define one or more criteria for your Rule by adding a

Field, setting the Condition, and a Value to compare.

Preview your Rule to ensure it returns the Contacts you expect, and then Save when satisfied.

On the Reports page, choose a Quick Report from the list at left, and click the

View Report button: o

Notification Summary – an overall count of Notifications sent during a date range, both total by month, and by Notification type by month. o

Event Analysis – an aggregate report on confirmation rate, both total and by path, and individual Notifications included in the selected Event. o

Detailed Notification Analysis – detailed call results statistics and tracking of attempts over time, in five minute increments.

On the Reports page, click the Create Report button.

Select from the Report type box either Notifications or Contacts to choose which list of fields to build upon.

Click and drag the fields you wish to include from the build list on the left. Drop fields into the Data section to include that field as a column. Reorder the fields by clicking and dragging up or down in the Data list. Remove a field by clicking the trashcan icon at the right.

In order to narrow the dataset for your report, drop fields into the Filters section, and set the Equation and Parameter fields.

Click the Run Report button at the bottom to generate your report. Click the

PDF or CSV buttons to download your report.

Give the Report a name and click the Save button to add it to your list of Custom

Reports.

On the Reports page, click the link for the Custom Report you wish to view. On the Custom Report page, adjust any settings if needed, and click the Run

Report button to generate your report. Click the PDF or CSV buttons to download your report.

5 

 

 

 

 

Notifications

Create and send new Notification 

Schedule new Notification 

Manage scheduled Notifications 

Create new Notification Template 

Send Notification from a Template 

Send Notification from Universe 

Manage active Notifications 

QuickSheet MN: Group Manager

On the Notifications page, click the New Notification button to enter the notification workflow.

In the Create Message section, compose your message on the fly or click the link at the upper right to Use a message template , and select from the library of approved message templates.

In the Select Contacts section, click the links to select Individuals , Groups , Rules , or Map in order to specify your target recipients.

In the Settings section, check and update the options if needed.

Click the Send button at the bottom to launch the notification.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Later, and set the date & time for your notification, then click the Schedule button at the bottom to schedule the notification.

On the Notifications page, on the Scheduled tab, click the pencil icon at the left of a notification to edit the notification, or click the trashcan icon to delete it.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Save as a notification

template, assign a Category if desired, then click the Save button at the bottom to schedule the notification.

On the Notifications page, click the Templates tab.

Use the Search box at the upper right if needed to find the desired Template.

Click the check‐box at the left next to one or more desired Templates, and then click the Send button at the top to launch the notifications.

On the Universe page, click Select Contacts to open the menu, and click Draw

Shapes.

Choose a tool and use it to define a region on the map: o

Free Form – click and drag to draw your shape; release to complete the shape. o

Polygon – click each point to define your shape; double‐click the last point to complete the shape. o

Circle – click the center point of a circle and drag to define the radius; release to complete the shape.

When all shapes have been set, click the New Notification button at the top.

Compose and launch your notification in the notification workflow panel that opens at the left (as above).

On the Notifications page, on the Active/History tab, click the Actions link at the left of a notification.

Choose an action to apply to the notification: o

Stop – stop the notification from making any further contact attempts. o

Rebroadcast – launch the notification again but only to the contacts who have not yet confirmed. o

Send Follow Up – start a new notification to contacts based on how they responded to this notification.

6 

 

 

 

 

 

Contact Management

Edit Contacts 

Create new Rules 

Reports

View Quick Reports 

Create Custom Reports 

View Custom Reports 

From the Contacts page, click the pencil icon at the left of a contact to edit a contact.

Add or update information on the contact’s detail page, and click the Save button at the bottom.

From the Contacts page, on the Rules tab, click the Add button to create a new rule.

Give the Rule a name, then define one or more criteria for your Rule by adding a

Field, setting the Condition, and a Value to compare.

Preview your Rule to ensure it returns the contacts you expect, and then Save when satisfied.

On the Reports page, choose a Quick Report from the list at left, and click the

View Report button: o

Notification Summary – an overall count of Notifications sent during a date range, both total by month, and by Notification type by month. o

Event Analysis – an aggregate report on confirmation rate, both total and by path, and individual Notifications included in the selected Event. o

Detailed Notification Analysis – detailed call results statistics and tracking of attempts over time, in five minute increments.

On the Reports page, click the Create Report button.

Select from the Report type box either Notifications or Contacts to choose which list of fields to build upon.

Click and drag the fields you wish to include from the build list on the left. Drop fields into the Data section to include that field as a column. Reorder the fields by clicking and dragging up or down in the Data list. Remove a field by clicking the trashcan icon at the right.

In order to narrow the dataset for your report, drop fields into the Filters section, and set the Equation and Parameter fields.

Click the Run Report button at the bottom to generate your report. Click the

PDF or CSV buttons to download your report.

Give the Report a name and click the Save button to add it to your list of Custom

Reports.

On the Reports page, click the link for the Custom Report you wish to view. On the Custom Report page, adjust any settings if needed, and click the Run

Report button to generate your report. Click the PDF or CSV buttons to download your report.

7 

 

 

 

 

Notifications

Create and send new Notification 

Schedule new Notification 

Manage scheduled Notifications 

Create new Notification Template 

Send Notification from a Template 

Send Notification from Universe 

Manage active Notifications 

QuickSheet MN: Dispatcher

On the Notifications page, click the New Notification button to enter the notification workflow.

In the Create Message section, compose your message on the fly or click the link at the upper right to Use a message template , and select from the library of approved message templates.

In the Select Contacts section, click the links to select Individuals , Groups , Rules , or Map in order to specify your target recipients.

In the Settings section, check and update the options if needed.

Click the Send button at the bottom to launch the notification.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Later, and set the date & time for your notification, then click the Schedule button at the bottom to schedule the notification.

On the Notifications page, on the Scheduled tab, click the pencil icon at the left of a notification to edit the notification, or click the trashcan icon to delete it.

On the Notifications page, click the New Notification button to enter the notification workflow, and create your notification (as above).

In the Send & Save section, click the radio button for Save as a notification

template, assign a Category if desired, then click the Save button at the bottom to schedule the notification.

On the Notifications page, click the Templates tab.

Use the Search box at the upper right if needed to find the desired Template.

Click the check‐box at the left next to one or more desired Templates, and then click the Send button at the top to launch the notifications.

On the Universe page, click Select Contacts to open the menu, and click Draw

Shapes.

Choose a tool and use it to define a region on the map: o

Free Form – click and drag to draw your shape; release to complete the shape. o

Polygon – click each point to define your shape; double‐click the last point to complete the shape. o

Circle – click the center point of a circle and drag to define the radius; release to complete the shape.

When all shapes have been set, click the New Notification button at the top.

Compose and launch your notification in the notification workflow panel that opens at the left (as above).

On the Notifications page, on the Active/History tab, click the Actions link at the left of a notification.

Choose an action to apply to the notification: o

Stop – stop the notification from making any further contact attempts. o

Rebroadcast – launch the notification again but only to the contacts who have not yet confirmed. o

Send Follow Up – start a new notification to contacts based on how they responded to this notification.

8 

 

 

 

 

 

Notifications

Send Notification from a Template 

Manage active Notifications 

QuickSheet MN: Operator

On the Notifications page, click the Templates tab.

Use the Search box at the upper right if needed to find the desired Template.

Click the check‐box at the left next to one or more desired Templates, and then click the Send button at the top to launch the notifications.

On the Notifications page, on the Active/History tab, click the Actions link at the left of a notification.

Choose an action to apply to the notification: o

Stop – stop the notification from making any further contact attempts. o

Rebroadcast – launch the notification again but only to the contacts who have not yet confirmed. o

Send Follow Up – start a new notification to contacts based on how they responded to this notification.

9 

 

 

 

 

Contact Management

Create new Contacts 

Upload Contacts 

Edit existing Contacts 

Create and edit Groups 

Add Contacts to a Group 

QuickSheet MN: Data Manager

From the Contacts page, click the Add Contact button to create a new contact.

In the General Information section, fill in the appropriate information. The

First Name, Last Name, External ID, and Record Type fields are required.

In the Address Information section, add up to five locations for the contact.

After entering the street address information, select the best match from the

Select Address drop‐down list to complete the Longitude and Latitude data.

In the Contact Paths section, select methods from the Add a delivery method drop‐down list, and then complete the Device Address details for each method.

Use the up and down arrows at the right of a method to adjust the order.

In the Additional Information section, select a field from the Add an

Additional Information drop‐down list, and then complete the details for each custom field.

Click the Save button at the bottom to save the contact.

From the Contacts page, on the Uploads tab, click the Upload to portal button to begin a bulk upload of contacts.

Choose a properly formatted upload file in Comma Separated Value (.CSV) format, and click the Upload to portal button.

Choose a method to apply the upload: o

Update – insert new contacts and update existing contacts. o

Replace contacts with Record Type – replace all contacts with Record

Types that exist in the upload file. If a contact is not in the new file, that contact will be deleted. o

Delete – remove the contacts listed in the upload file from the contact database.

After the upload is complete you can view the results by clicking the magnifying

glass icon on the left. This will show the number of contacts loaded without error, with error, or not loaded due to a critical error. Any errors will be listed, allowing you to make corrections to your upload file to fix the errors.

From the Contacts page, on the Contacts tab, click the pencil icon at the left of a contact to edit a contact.

Add or update information on the contact’s detail page, and click the Save button at the bottom.

From the Contacts page, on the Groups tab, click the Add Group link to create a new group. Type a name for the group.

Click the pencil icon at the right of a group to edit its name.

Click and drag a group to move it. Drop the group on another group to make it a subgroup.

From the Contacts page, on the Contacts tab, click the check‐box next to one or more contacts.

Click the Add to group button, then choose the target group from the tree and click the OK button.

10 

 

 

 

 

Remove Contacts from a Group 

Create new Rules 

Reports

Create Custom Reports 

View Custom Reports 

From the Contacts page, on the Groups tab, click the group in the tree on the left to display the members of the group.

Click the check‐box next to one or more contacts.

Click the Remove contacts from group button. The contacts will not be deleted from the contacts database, just removed from the selected group.

From the Contacts page, on the Rules tab, click the Add button to create a new rule.

Give the Rule a name, then define one or more criteria for your Rule by adding a

Field, setting the Condition, and a Value to compare.

Preview your Rule to ensure it returns the contacts you expect, and then Save when satisfied.

On the Reports page, click the Create Report button.

Click and drag the fields you wish to include from the build list on the left. Drop fields into the Data section to include that field as a column. Reorder the fields by clicking and dragging up or down in the Data list. Remove a field by clicking the trashcan icon at the right.

In order to narrow the dataset for your report, drop fields into the Filters section, and set the Equation and Parameter fields.

Click the Run Report button at the bottom to generate your report. Click the

PDF or CSV buttons to download your report.

Give the Report a name and click the Save button to add it to your list of Custom

Reports.

On the Reports page, click the link for the Custom Report you wish to view. On the Custom Report page, adjust any settings if needed, and click the Run

Report button to generate your report. Click the PDF or CSV buttons to download your report.

11