SendQuick SMS Service Administrator and User Manual

SendQuick SMS Service Administrator and User Manual
SendQuick SMS Service
Administrator and
User Manual
Version 2.5 (10 August 2012)
Prepared by
TalariaX Pte Ltd
76 Playfair Road
#08-01 LHK2
Singapore 367996
Tel: +65 62802881
Fax: +65 62806882
E-mail: info@talariax.com
Web: www.talariax.com
Copyright©2007-2012, TalariaX Pte Ltd
SendQuick Services User Manual
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sendQuickASP
User Manual
TABLE OF CONTENTS
1.0 INTRODUCTION..............................................................................................3
2.0 INITIAL PREPARATION.................................................................................4
3.0 ADMINISTRATOR ACCESS............................................................................4
3.1 Administrator Rights................................................................................4
3.2 Administrator Login.................................................................................5
3.3 Change System Configuration.................................................................6
3.4 Assign User Quota/Credits.......................................................................7
4.0 USER ACCESS...................................................................................................9
4.1 User Login................................................................................................9
4.2 Compose Message....................................................................................9
4.3 Inbox.......................................................................................................10
4.4 Outbox....................................................................................................11
4.5 Common Inbox.......................................................................................12
4.6 Unsubscribe Mobile and Subscribe Mobile...........................................12
4.7 Reminder Message.................................................................................13
4.8 Broadcast Message.................................................................................14
4.8.1 Create Template........................................................................................17
4.8.2 View Template..........................................................................................18
4.8.3 Insert Template from List.........................................................................18
4.9 Pending Messages..................................................................................19
4.10 Address Book Management.................................................................19
4.11 Manage Account Information..............................................................23
5.0 2-WAY SMS SERVICE....................................................................................24
5.1 2-way SMS Service................................................................................24
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SendQuick Services User Manual
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SENDQUICK SERVICES
ADMINISTRATOR AND USER MANUAL
1.0 INTRODUCTION
Welcome to sendQuick service. SendQuick is a hosted SMS messaging service, allowing companies to
have a low cost and efficient messaging service for all SMS communications. SendQuick supports 1-way
broadcast or 2-way SMS service (with optional upgrade) to allow companies to conduct all types of
messaging services for the companies' need.
In order to assist the usage of the services, the manual serves as a guide for the usage of the sendQuick
service to send and receive messages.
The service is pre-activated and configured before you can use the service. The service will be available
at MyBusiness Application Portal in Singtel. To access the service, go to Singtel myBusiness at the
address below:
http://marketplace.singtel.com
Login to the MyBusiness service and launch the sendQuick application. SendQuick Application can be
seen as in Figure 1 below. If you do not have this application, you can subscribe at the Application
Catalogue.
Figure 1: sendQuick Launchpad
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2.0 INITIAL PREPARATION
Before accessing the sendQuick service, you need to have a computer with Internet access (or LAN) with
a web browser (Internet Explorer or Mozilla Firefox or others).
Once you are ready, perform the following steps to access the service.
1.
2.
3.
4.
Power up your computer and access to the Internet or office network
Open your web browser
Type in the URL (address) as provided by Singtel in the format as shown in section 1 above
You will see a login page as shown in Figure 2 below. Enter your username and password as
provided by Singtel or your Administrator.
5. Once you had enter the correct username and password, you will see the interface as shown in
Figure 3 (for administrator) and Figure 6 (for User) below.
Note: Get assistance from your system administrator if you do not have the URL
address for the sendQuick service
Figure 2: Login to sendQuick
3.0 ADMINISTRATOR ACCESS
3.1
Administrator Rights
The initial process for Administrator login was explained in Section 2 above. Please perform the steps
for URL address and username and password. As an Administrator, your access is different from normal
users, which is explained in Section 4 and other sections.
In Singtel MyBusiness sendQuick service, there are two types of user accounts, Administrator and User
Accounts. The rights of the accounts are explained below:
Administrator
User
Perform user management like quota assignments and
administration like System Configuration (CallerID) and others
Send and Receive SMS
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These two roles are segregated for better system management. Hence, the Administrator has NO user
roles and vice versa. This means you will need to have two (2) separate accounts to manage sendQuick
and to send SMS. You can check your access rights in Singtel by assigning the correct user or
administrator rights to the respective account (email account).
In short, we will advise you to login as an administrator to your MyBusiness account and
go to Manage App and then Manage User to create and check the access rights of each
user if you notice that you are not able to send SMS.
The Interface to Manage Users is shown in Figure 3 below.
Figure 3: Manage Users in MyBusiness
In this section, we will explain the Administrator function in greater details.
3.2
Administrator Login
After you have login (in Figure 2), you will access to sendQuick immediately as an administrator and you
will see the interface as shown in Figure 4 below. The default page shown is the User Management of
sendQuick.
The top section is the Menu, followed by the Remaining Quota (credits) for your subscription and the
listing of the user. If you see a similar interface as shown in Figure 3, this means you have not assigned
any user to sendQuick to send/receive SMS. You will need to access back to MyBusiness and create new
accounts to send/receive SMS. All account creation need to be done via MyBusiness (sendQuick provide
50 free user accounts to use the service).
The Menu items are described in the table below:
Menu Item
Description
User Management
Assign the user credential like quota (credit) email address, keyword and others
Outgoing Messages
View the outgoing (messages sent) by the company
Incoming Messages
View the incoming (messages received) by the company. Only available if 2-way
SMS service is activated/subscribed (separate charges apply)
Common Inbox
Pending Messages
The incoming SMS which does not match the individual username or keyword.
Messages awaiting to be sent. These are scheduled messages on a future time and
date
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Unsubscribe Keywords
Keywords (first word for incoming SMS message) that will automatically
deposited into Unsubscribe Mobile List. Unsubscribe Mobile List are users who
do not wish to receive any messages from the company.
Subscribe Keywords
Keywords (first word for incoming SMS message) that will automatically
deposited into Subscribe Mobile List. Subscribe mobile is a subscribed list (white
list) that will receive from the company. Using subscribe list will only allow to
send messages to this list of mobile number.
Unsubscribe Mobiles
List of mobile numbers that are unsubscribed.
Subscribe Mobiles
System Config
Logout
List of mobile numbers that are subscribed
Configuration for CallerID, email address and Subscribed/Unsubscribed keywords
Logout from Administration function
Figure 4: Administrator Functions after Login
3.3
Change System Configuration
One action that need to be done is to update/change the System Configuration as an Administrator,
Select the System Config and you will see the interface as in Figure 5 below.
Figure 5: Update System Configuration
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Select whether you wish to check the send SMS database against Subscribe or Unsubscribe Mobile
numbers. Typically, this should be for Unsubscribed Mobile Numbers. However, you can change as you
wish.
The next step is to change the CallerID. CallerID is the name that will appear as the FROM field when
you send the SMS. This will be useful for your company branding perspective as the SMS sent will be
shown to be from this name. The CallerID is restricted to eleven (11) characters and only numbers (0-9)
and alphabet (a-z) is supported and without a space. In the example below shows some correct and
incorrect CallerID for a company name 'My Company Pte Ltd'
Example of
CallerID
Supported/Not
Supported (Yes/No)
Reasons
My Company Pte Ltd
No
2 reasons: More than 11 characters and there are spaces
present.
MyCompanyPteLtd
No
More than 11 characters
MyCompanyPL
Yes
Up to 11 characters
MyCompany
Yes
Total 9 characters, which is less than 11 characters
My Company
No
Though is 9 characters, but there is a space present.
My-Company
No
Though is 9 characters, but there is a hyphen present.
Mycompany88
Yes
Up to 11 characters. Can be a mixture of numbers
(numeric) and alphabets.
MyCoyPromo
Yes
Up to 11 characters. Can be a mixture of Upper and Lower
case
MYCOYPROMO
Yes
Up to 11 characters and can be all Upper case
Note: CallerID support is telco network dependent. This means not all telcos (worldwide) may support
this function, even though you can send from sendQuick. The destination telco may change or block the
message depending on their policies. So far, Singapore telco does allow this feature. We will advise our
customer to perform a test before deciding on whether to use the CallerID.
Note for 2-way SMS Services: CallerID which is a name cannot be replied by the recipients. If you
wish for the user to easily reply to your 2-way SMS service, please use the assigned SIM card
number (provided when you subscribe for 2-way services) as the CallerID.
The last step is to update the Email Address. The purpose of this email address is for sendQuick to send
you email notifications when your credit is low. This is also used for 2-way SMS subscription
notifications. Hence, it is compulsory if you are subscribing to 2-way SMS service.
One the updates are done, just select the Submit button and all the information will be saved in the system.
One you have completed this step, the next step is to assign Quota/credits for your users before they can send SMS.
3.4
Assign User Quota/Credits
The users that you see in the User Management are users that are allowed to send SMS. However, they
can only send SMS if the quota are assigned.
Select the required users and a list of user credentials that is required is shown in Figure 6 below. The
following table explains each item in details.
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User Credentials
Description
User Login Name
The assigned username. This is a default username assigned by Singtel
Employee Name
This is the Employee Name which is automatically assigned
Email Address
The email address of the user. Please complete this field
Mobile Number
The mobile number of the user
Department
The deparment whom the user belong to
User Remaining SMS
The remaining SMS credit assigned to the user. Any new credits will be
added to this number
Add SMS Quota
Administrator can indicate the number (value) in the text box to add to the
quota (credit) of this user. The number is automatically deducted from the
total Remaining Quota as indicated in Section 3.2 above.
Caller ID Subscription
If the check-box is selected the CallerID subscription is 'ON'. This means
the user can change the CallerID when required. If not selected, the
CallerID cannot be changed by the user and the default CallerID is used.
CallerID Default
This is the Default CallerID for all users.
User Keyword
Each user can be assigned a keyword. A keyword is defined as the 'first
word in the incoming SMS message, followed by a space', If the keyword
match to this user, the incoming SMS will be deposited in the user's Inbox.
Otherwise, it will be found in the Common Inbox.
Forward
Forward the incoming message to SMS
Auto-reply
Select (check) to send auto-reply message when received an incoming
SMS that match the keyword
Auto Reply Message
The content of the auto-reply message
Set Password
Set/Change the password for resetting the password for the user
Confirm Password
The same password value for confirmation
Figure 6: Edit User Account (Add Quota)
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One the information is completed, select the Submit button and value will be saved.
4.0 USER ACCESS
4.1
User Login
The initial process for user login was explained in Section 2 above. Please perform the steps for URL
address and username and password.
Once login is successful (as a User), the interface as in Figure 7 as shown below.
Figure 7: Default Login Interface and Compose Message
4.2
Compose Message
Select the Compose Message button (on the top menu) and the interface as shown in Figure 6 will be
ready to send message. Enter the mobile number or email address (not applicable in Singtel sendQuick
service) or select from the address book. The addresses must be created in the address book (section
4.10) before they can be selected by the users. The pop-up screen is shown in Figure 8 below.
The mobile phone number needs to be in the international format (with country code). However, the '+'
sign need to be omitted. For example, for sending to Singapore and Malaysia, the numbers will be
'6591234567' and '60123456789' where the '65' and '60' are the country codes for Singapore and
Malaysia respectively.
The user can decide to send the SMS messages immediately or schedule the messages for later sending, at
a predetermined date and time. The messages that are scheduled will be shown as Pending Messages
(section 4.9) and can be deleted, if required.
To send the message immediately, select Send Message Now. For scheduling, select Schedule Message,
as shown in Figure 7 above.
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Figure 8: Insert Address For Compose SMS
4.3
Inbox
The Inbox is for logging/recording all the incoming SMS that is designated to the user. This service will
only be available if 2-way messaging is selected for the service. 2-Way SMS is an optional service and
can be subscribed from Singtel MyBusiness Catalogue.
The incoming SMS will be routed via a GSM modem (SIM card) and the messages with the designated
keyword for the user (eg, if the user keyword is 'sales', all messages starting with 'sales' followed by space
will be routed to the user Inbox) will be kept in the Inbox. The keyword is defined as the first word in a
SMS message, followed by a space. The keyword can be specified and found in the Account
Management section. This can be designated by the User Administrator.
The Inbox interface is shown in Figure 9 below.
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Figure 9: Inbox
4.4
Outbox
The Outbox (Figure 10 below) is the list of all the messages sent by the user. There is a date and time of
the messages as well as the status of the message. Message that was failed to send will be displayed in
the list as well.
Figure 10: Outbox
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4.5
Common Inbox
This feature is very similar to Inbox. For inbox, all messages are intended to a user. For Common Inbox,
it record all the messages do not belong to any of the users. This feature is accessible by all users in
sendQuick. The 'decision' on the inbox message ownership is based on the keyword (refer to section 3.4
for explanation of keyword). If the keyword does not belong to any users (in sendQuick), the messages
will be deposited in Common Inbox.
The Common Inbox is shown in Figure 11 below.
Figure 11: Common Inbox
4.6
Unsubscribe Mobile and Subscribe Mobile
The Subscribe and Unsubcribe Mobile refers to the permission to send SMS from sendQuick. In
Unsubscribe, this refers to the mobile numbers that DO NOT wish to receive any SMS from sendQuick.
This means these numbers will be filtered out whenever messages are sent from sendQuick.
The Unsubscribe Mobile interface is shown in Figure 12 below.
Figure 12: Unsubscribe Phone List
For Subscribe, this means only these mobile numbers can receive SMS from sendQuick. In this instance,
sendQuick can only send to a list of permitted numbers. This is like a 'white list' or 'closed group' of
recipients to receive the SMS messages.
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4.7
Reminder Message
SendQuick has a reminder service that can be used by the user to create reminders SMS. This reminder is
to remind the user him/herself and not for other reminder usage. Select the Reminder button and the
summary interface as shown in Figure 13 below. To create a new reminder, select Add Reminder and
the details of the reminder can be inserted as shown on Figure 14 below.
Figure 13: Reminder Messages
Figure 14: Set Reminder Message
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4.8
Broadcast Message
Apart from sending SMS via the compose message and address book, user can also perform one-time
upload of contact list to send SMS as a broadcast message (Figure 15 below). This is done by uploading
a file (tab or comma separated value), selecting the language (English text or Chinese) and send the
message. Before sending, the user can preview the messages first and if all messages are fine, then send
the messages.
There are three (3) types of file formats that can be sent. These are explained below.
a) Upload file contains phone number only
e.g : file.txt, File Format contains mobile numbers only
Table 1 and Figure 15 below show the example format and the upload process.
6596367680
6596202618
6596189556
6582821664
Table 1. File content (phone only)
Figure 15: Broadcast SMS (Phone Number Only)
The Figure 16 below shows the Preview Page after the file is uploaded (after clicking the Upload button
in Figure 15). The Preview allows checking of the messages and format before sending the SMS. The
Message Format indicator is whether the messages are in the right format.
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Figure 16: Preview Broadcast SMS (Phone Number Only)
The User can still change the CallerID (Sender) field (if permission is granted) and decide to broadcast
(send) immediately for a later time (schedule).
Do note that the system will need to process the files (records) when sending is selected. As the file may
be huge (for many records), this process may take a while. Users are advised to be patient and wait for
the process to complete before closing the browser or turning-off the computer. Do note that
messages once sent using sendQuick will be difficult to be deleted. This is due to the fast throughput
nature and messages seen on sendQuick Outbox may have been sent (before the Sent status is updated).
b). Upload file contains phone number and data
e.g : file.txt contains phone number and data separated by comma. The first column in the file is
the phone number, the others are data as shown in the example in Table 2 and the figure 16 below.
(phone, x1x, x2x, etc).
In the example we take the first row containing the 2 data fields : 6596367680 (phone number), JS Wong
(x1x), 10:30(x2x). Hence, the first column is the phone number and this is the default column. In short,
phone number is always in the first column, followed by the first data field, second data field, and so on.
6596367680, JS Wong, 10:30
6596202618, Vivian, 12:00
6596189556, Sei Heng, 14:00
Table 2. File content (phone and data fields)
On Broadcast Message type “Hi x1x, see you at x2x”, where x1x and x2x are the data fields for the mailmerge variables will replaced with JS Wong [x1x] and 10:30 [x2x].
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Figure 17: Broadcast SMS(phone and data)
The Figure 18 below shows the preview after upload button clicked, will preview the messages before
send out.
Figure 18: Preview Broadcast SMS (phone and data)
c). Upload file contains phone number and message
e.g : file.txt contains phone number and data separated by comma, where first column is phone
number and the second column is message content. Table 3 and the Figure 19 below shows the example
of the records (phone,message).
File with comma delimited
6596367680, Hi there how are you..?
6596202618, Hi we have a meeting at 10:10
Table 3. File content (phone and message)
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Figure 19: Broadcast SMS (phone and message)
The figure 20 below shows the preview before the messages are sent.
Figure 20: Preview Broadcast SMS (phone and message)
Do note that the file format consists of 2 columns. The first column is the handphone number (in
international format, without the '+' sign) while the second column is the message. This format applies to
both CSV (comma separated value) as well as TAB.
4.8.1 Create Template
Template is a form of quick message or frequently used message which the user may plan to store for
future use. This feature is used to create such message template to ease the process of sending SMS for
frequently used messages. An example is shown in Figure 21 below.
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Figure 21: Create Template
4.8.2 View Template
Select the View Template and the list of all pre-created templates are shown as in Figure 22 below.
These are the templates that can be used when sending SMS.
Figure 22: List Template
4.8.3 Insert Template from List
This template will be inserted to broadcast message. While user click insert template from list
Figure 23: List Template
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4.9
Pending Messages
As explained in section 4.2, the messages can be prepared and queue for sending later. This allow the
user to schedule the messages and plan the SMS sending exercise. All the messages pending for sending
is logged in the Pending section. The pending messages are shown as in Figure 24 below.
The pending messages and the date will be displayed in the log. User can choose to delete the messages,
as long as they are still in the pending log. Select the relevant messages and select the Delete button.
The messages will be removed from the pending log.
Figure 24: Pending Messages Log
4.10 Address Book Management
There is an address book for every user. The user can create, delete and group the addresses. The user
can also Import and Export addresses from the system. The interface for the Address Book is show in
Figure 25 below.
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Figure 25: Address Book
Select the New Contact button to create a new contact. The information for the new contact is shown in
Figure 26 below. Once ready, select the Submit button and the contact is created in the system.
Figure 26: Add Address Record
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Figure 27: View Address Groups
Select the Group Address Book and the user can see the various groups for the addresses. This is shown
in Figure 27 above. To create a new group, select New Group and the grouping function (name the
group and the addresses for grouping) will be shown, as seen in Figure 28 below.
Figure 28: Create Group Address
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Figure 29: Export Address List
Apart from creating the grouping the user can also Import or Export the address book, where the file
format supported is CSV format. This will allow users to easily transfer addresses in a bulk format and
simplify the creation of addresses. This is shown in Figure 29 and 30.
Figure 30: Import Address List
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The file format to be imported to the Address Book is as follow:
Name[delimiter]mobilenumber[delimiter]emailaddress
The delimiter is either a Comma or TAB. The email address field is compulsory. If there is no email
required, just insert any value or the word NA to complete the field for easy Import of the list.
You can create the address list in the Excel or any database and export as TAB or Comma Separated
Value (csv) to upload to the Address Book.
4.11 Manage Account Information
There is an User Account Information for every user. Select the button and the interface as in Figure 31
is presented for management.
Figure 31: User Account Information
User can manage the User Code (which is the keyword), Email address, Mobile Number and the
Autoreply message (where applicable).
This interface allows the user to manage the private information and will free the resources of the User
Administrator. Do note the remaining quota for sending SMS at the top of the interface. If the quota is
low, do contact the User Administrator for more credits for sending SMS.
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5.0 2-WAY SMS SERVICE
5.1
2-way SMS Service
SendQuick has 2-way SMS service. This is an optional service as there is a need to provide a return
(incoming) SMS path to be sent to sendQuick portal. This incoming SMS is configured by designating a
mobile number (SIM) to be dedicated to the sendQuick account.
In order to activate the 2-way SMS service, the following are the steps:
1. Subscribe for 2-way SMS service in Singtel MyBusiness
2. Login as sendQuick Administrator and update the System Configuration (Section 3.3)
with the correct email address
3. The SIM will be setup within 3-5 working days
4. Once the SIM is setup, an email will be sent to the customer (via email, to the email
address configured in Section 3.3
5. Once this is done, all incoming SMS to the SIM card will be deposited in the Inbox or
Common Inbox in sendQuick portal.
For 2-way SMS, there are a few items to note.
A) Messages sent with alphanumeric CallerID (See Section 3.3) cannot be replied with 2-way SMS
B) To reply using 2-way SMS, the CallerID need to be set to the SIM card number supplied.
C) The ability to see the CallerID is telco network dependent and may not be applicable to all
countries and subject to availability. Currently, Singapore telcos support this CallerID function.
You are advised to perform your internal test to check on the availability of this service.
If you wish to use the CallerID (in alphanumeric) and wish to get reply from users (incoming), you can
put the instructions on the SMS text. One example is given below:
'Dear customer, your appointment is confirmed at 10am on Monday. To reply, please
SMS Yes to 81234567. Thank you.'
You can use the CallerID and 2-way SMS in whichever you wish. messages to get the combination that
you wish.
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