SMS Mailer V3.x User Guide
Contents
1. SMS Mailer V3 User Guide Table of Content 1 Document information 1 1 Purpose 1 2 Change history 1 3 Release notes 1 4 Contact 2 Getting started with the SMS Mailer 2 1 Requirements 2 2 Main features 2 3 Limitations 2 4 Starting the SMS Mailer 3 Working with SMS Mailing 3 1 Creating a mailing via the web interface 3 2 Dealing with wrong mailing file 3 3 Creating a mailing via FTP 3 4 Mailing file format 4 Contacts amp contact groups 4 1 Contacts 4 1 1 Add contacts 4 1 2 Find contacts 4 1 3 Edit a contact 4 1 4 Delete a contact 4 1 5 Adda contact to one or more contact groups 4 1 6 Remove a contact from one or more contact groups 4 1 7 Perform operations on multiple contacts 4 2 Contact groups 4 2 1 Adda contact group 4 2 2 Find contact groups 4 2 3 Edit a contact group 4 2 4 Delete a contact group lt gt 5 Reporting 5 1 Browsing list of mailings 5 2 Detailed report on mailings 5 2 1 Messages report 5 2 2 Summary report 6 Support 7 Data retention 8 Message Status SMS Mailer V3 x User Guide OM AUUUY AWWW WY Purpose Changes Versions 1 Document information 1 1 Purpose This document describes the usage of the SMS Mailer V3 The tales version of this User Guide is publicly available at 1 2 Change history Version Release Changes date V2 0 2009 09 15 Major upgrade to comply with new SMS Platform EMMA V2 1 2012 08 03 V2 2 Support for2. Delivered it s the date amp time when the delivery notification was received Message Status the delivery notification of the message Phone Number the phone number of the recipient Operator the operator of the recipient Shortcode the shortcode used to send the message SMS the number of SMS Delivered the number of delivered SMS Message the message sent to the end user SMS Mailer V3 x User Guide 32 5 2 2 Summary report Overview The Summary tab provides a graphical overview of the SMS messages selected when the filter is applied Delivery Time The Delivery time statistics provides in a graphical way the number of messages delivered within a time range Information can be used to measure the needed time to deliver SMS messages Delivery time statistics Count Cumulative Percent lt 1 min lt 11 lt 31 lt 61 gt 61 minute minute minute minutes Messages are delivered by mobile providers The Ring Ring Company has no control on the delivery performances of messages Without forgetting that some mobile providers don t provide any timestamp then the reception time of the Delivery Notification Code is taken as the Time Delivered value SMS Mailer V3 x User Guide 33 Message The pie chart Message Status Ratio provides a graphical overview of the Message Status Status When moving your mouse over the Message Status code additional information Ratio is
3. international destinations New layout 1 3 Release notes Version 2 2 e Added the possibility to see the SMS replies MO messages e Added the possibility to create mailings via FTP e Added the possibility to create mailings without the use of a file Version 2 3 e Added the possibility to use long message e Added the possibility to send message to international destinations Version 3 0 e Added the possibility to send mailings to contacts and or contact groups Change of layout Accept a header line in the mailing file upload Reviewed reporting Delivery Notifications updates cycle reviewed SMS Mailer V3 x User Guide 13 1 4 Contact Contact The Ring Ring Company 2 F Culliganlaan 1831 Diegem Belgium coordination ringring be Tel During Business hours 32 0 2 502 85 00 Tel Outside Business hours 0800 930 92 only accessible from Belgium SMS Mailer V3 x User Guide Overview Requirements Features Limitations 2 Getting started with the SMS Mailer SMS Mailer is a user friendly web application It allows you to quickly send large number of SMS messages Thanks to its intuitive interface you can send thousands of SMS messages in few seconds Best of all you don t need any IT skills to do so 2 1 Requirements The SMS Mailer is optimized to run with Internet Explorer version 10 x or higher 2 2 Main features Validity Period the SMS Mailer supports the usage of the validity period allowing t
4. more contact groups To add an existing contact to one or more contact groups click on the button Add To Groups dn dd 32478345608 lo Contact G Add To Contact Groups Fill the form and then click on the button Add To Groups to add your contact to the selected contact groups Click on the button Close to close the window Here is the field you have to provide e Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups to which the contact will be added To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows SMS Mailer V3 x User Guide 23 4 1 6 Remove a contact from one or more contact groups To remove an existing contact from one or more contact groups click on the button Remove From Groups Fill the form and then click on the button Remove From Groups to remove your contact from the selected contact groups Click on the button Close to close the window Here is the field you have to provide e Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a l
5. please provide a unique name to your files If the mailing is successfully created an email is sent to a list of recipients that you can define The email contains a summary of the mailing with the following information e File name e Number of records of messages e Number of SMS messages sent of messages OK e Number of invalid records of messages NOK Example New FTP SMS file received and imported File name myfile 20130214 csv of messages 123 of messages OK 100 of messages NOK 23 You can view the messages and status of sending on the SMS Mailer website Regards CUSTOMER SERVICE coordination ringring be THE RING RING COMPANY 2 F Culliganiaan 1831 Diegem Belgium Tel 32 0 2 502 85 00 Fax 32 0 2 502 76 07 SMS Mailer V3 x User Guide 13 On Error Folders amp Parameters The file used to create the mailing is also attached to the email The last column indicates whether the record was valid or not The possible values are Message cannot be empty Message is too long 161 characters Maximum value is 160 characters Invalid msisan Invalid datetime error o LA If the format of the file is invalid no SMS is sent and an email is sent to a list of recipients that you can define After you corrected your file you can resend it Note that it s not necessary to rename it because the file was not considered as processed If an unexpected error occu
6. single operation click on the button Import Contacts Contacts File example phone firstname lastname custom1 custom2 0496121828 Jane Doe abcde 01254 32496121828 John Doe fghij 56789 Here you will have to provide the contact groups to which all the contacts will be added and a file that contains all your contacts Here are the fields you have to provide Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups to which the contacts will be SMS Mailer V3 x User Guide 18 added To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows e File This field corresponds to the file that contains the contacts to add If the file contains a contact that already exists i e a contact with the same phone number the existing contact will be updated Here are its specifications O Format CSV file Encoding Windows 1252 Column delimiters Comma character or semicolon character Maximum number of lines 10000 Maximum size 2Mb Header i e first line with column names The header is mandatory Column names are cas
7. that will help you find and correct the erroneous records To download that file click on the link download Here are the specifications of the file o Format CSV file o Encoding Windows 1252 o Column delimiters Comma character o Header i e first line with column names The columns are PHONE This column is a copy of the Phone Number column of your contact file FIRSTNAME This column is a copy of the First Name column of your contact file This column is not present if there was no column First Name in your contact file LASTNAME This column is a copy of the Last Name column of your contact file This column is not present if there was no column Last Name in your contact file CUSTOMI This column is a copy of the Custom1 column of your contact file This column is not present if there was no column Custom1 in your contact file CUSTOM2 This column is a copy of the Custom2 column of your contact file This column is not present if there was no column Custom2 in your contact file STATUS This column indicates if the contact has been imported or not and the reason s why it has not been imported If the contact has been imported the value is OK otherwise the value is a list of error codes separated by Here are the possible error codes and their explanation Explanation PHONE is invalid The column Phone Number of y
8. 45601 2013 02 14 13 14 15 Hello Jack Smith SMS Mailer V3 x User Guide 16 4 Contacts amp contact groups Overview You have the possibility to send an SMS mailing to contacts and or contact groups To do that you will have first to create your contacts and your contact groups Contacts are identified by their phone number Amongst other information you can give them a first name and a last name that allow you to easily find them This information can also be used to personalize the message of your SMS mailing Contact groups are used to classify your contacts Updating or deleting a contact or a contact group has no effect on the SMS mailings concerned by those contacts or groups that are scheduled 4 1 Contacts TO manage your contacts click on the link Contacts of the left menu 4 1 1 Add contacts Add a contact To add a contact click on the button Add A New Contact To add a contact and add it to one or more contact groups in one single operation click on the button Add A New Contact To Groups va as A Add A New Contact To Groups Phone Number i a r First Name Last Name Custom Customs Customers Employees Contact Groups Fill the form and then click on the button Insert to add your contact Click on the button Cancel if you want to cancel the operation SMS Mailer V3 x User Guide 17 Add multiple contacts via a file and add them to one or mor
9. A window will open to ask you to confirm or to cancel the operation Click on the button OK to confirm the deletion of the contact group or click on the button Cancel to cancel the operation Remark The contacts that belong to a contact group will be not be deleted if it is deleted SMS Mailer V3 x User Guide 28 Overview Filter list Navigation Mailing list 5 Reporting 5 1 Browsing list of mailings Once you login on the SMS Mailer interface the list of mailings is displayed by default This list of mailings is also accessible via the main menu on the left Mailing List A quick filter enables the possibility to reduce the list of mailings visible on the screen By defining a date range and or by specifying the Shortcode Application Mailing List Start Date 07 09 2013 ea Once the number of SMS mailing to display cannot be shown on one page a navigation grid is available to browse the list of mailing The list of mailings is displayed with some information e the creation date of the mailing the state providing information about the progress of the mailing the shortcode used the charge of the shortcode the name of the mailing optionally followed by the description of the mailing the type of mailing Manual Manual File or FTP the number of messages Messages the number of delivered messages Delivered the percentage of message delivered compared to the number of messa
10. and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows Remove selected contacts from one or more contact groups Click on the button Remove Selected Contacts From Groups to remove the contacts you have selected from one or more contact groups Fill the form and then click on the button Remove From Groups to remove your selected contacts to the selected contact groups Click on the button Close to close the window Here is the field you have to provide e Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups from which the selected contacts will be removed To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows SMS Mailer V3 x User Guide 26 4 2 Contact groups To manage your contact groups click on the link Contacts of the left menu and then click on the link Contact Groups on the top left of the page 4 2 1 Add a contact grou
11. at 2013 02 14 17 15 00 Lok cence Click on the Yes button to proceed or Wo to cancel the mailing By confirming the mailing the SMS Mailer will proceed with your uploaded mailing file If no errors are detected by the SMS Mailer then the message Mailing was created successfully is displayed In case of errors detected in the mailing file by the SMS Mailer the list of errors is displayed For more details about managing errors consult chapter 3 2 Dealing with wrong mailing file SMS Mailer V3 x User Guide 11 3 2 Dealing with wrong mailing file Wrong file When uploading a new mailing file the SMS Mailer will check the validity of the file If the mailing file is not manageable by the SMS Mailer a general error will be displayed explaining the error detected Then you have to correct your file and fix the issue before reloading the file Here is one example of error if the header of the file is not well formatted The mailing is not sent due to an error Error message Header format phone required in csv file Please consult the documentation for more information Wrong data It can happen than the mailing file contains a few errors in the data for example some phone numbers don t have the right format national nor international In this case the SMS Mailer will allow you to proceed with the rest of the mailing file You have the possibility to view the list of errors detected and also de
12. ategory Not Sent Message Status less than 200 means the message is not yet sent to mobile Providers When scheduling messages the messages appear in the system with a Message Status equal to 0 Category Delivered This category contains only one Message Status 200 this code means that the message was successfully delivered to the end user Category Not Delivered This category contains 2 ranges of Message Status The range 300 399 is used to classify messages that were not delivered by the mobile provider The range 800 899 is used to define messages that were not correctly sent by The Ring Ring Company to the mobile provider Internal Error Category Unknown The range 400 499 defines messages for which we never received a Message Status from the mobile provider The message can be correctly delivered or not Category Pending The Range 100 199 is used for messages that were submitted to the mobile providers The range 900 999 is used to classify messages that are in progress This last range is the only temporary range and the message status will be updated to another category SMS Mailer V3 x User Guide 36
13. basic authentication without a secure connection Remember my credentials Once the first login is accepted the web page is requesting a second username password this information is specific to the user accessing the SMS Mailer SMS MAILER 3 0 Copyright The Ring Ring Company All rights Reserved The SMS Mailer can be managed by 2 types of user users having the right to send mailings and users having only the right to view reports By default The Ring Ring Company creates one user with all the rights SMS Mailer V3 x User Guide 6 Home page When the login is successful you will access the main web interface showing all your company s mailings and at the left side of the page the menu to navigate through the website SMS MAILER 3 0 14 02 2013 iy 15 02 2013 s 14 02 2013 17 13 55 14 02 2013 15 13 19 14 02 2013 15 04 44 14 02 2013 15 04 18 14 02 2013 14 50 12 SMS Mailer V3 x User Guide Completed Completed Stopped Completed Completed i Manual File Manual File Copyright The Ring Ring Company All rights Reserved 3 Working with SMS Mailing 3 1 Creating a mailing via the web interface To create a new mailing via the SMS Mailer web interface go to the left menu and select Main menu New mailing from file or New mailing New mailing A new page will be displayed as the following if New mailing from file is selected from file The form in conjunct
14. cide if you want to continue with the rest of the file or cancel it Number of rows 2 Number of errors 1 50 00 Show Numbers 3244444 PHONE is invalid Hide Numbers x Cancel Mailing In the example above the number of wrong lines in the mailing file is equal to 1 and then 50 of your mailing will not be sent For each wrong line in the file the SMS Mailer provides you the reason of the error In this case the phone number is not correct not a Belgian national nor international phone number SMS Mailer V3 x User Guide 12 Overview Processing On Success 3 3 Creating a mailing via FTP To be able to create a mailing via FTP you first need to ask The Ring Ring Company to setup an FTP account You can choose between FTP SFTP and FTPS To create a mailing you have to log on your FTP account and put a file in a specific folder That file contains the recipients that will receive an SMS For more details about the format of the file please refer to the chapter 3 4 Mailing file format As soon as the file is created it is moved to an internal folder for later processing Each 5 minutes a mailing will be created for every file found in that internal folder By default only files whose name matches the pattern csy will be processed Please ask The Ring Ring Company if you want to use another pattern For security reasons a file is not processed if its name has already been used by a previous mailing So
15. contacts that match your search criteria Uncheck it to unselect all the contacts Select all contacts through all pages When contacts are selected four buttons appear at the bottom of the grid Each one of them corresponds to an operation you can perform on the selected contacts Here are the four operations Delete selected contacts Click on the button Delete Selected Contacts to delete the contacts you have selected A window will open to ask you to confirm or to cancel the operation Click on the button OK to confirm the deletion of the selected contacts or click on the button Cancel to cancel the operation Download selected contacts Click on the button Download Selected Contacts to download the contacts you have selected SMS Mailer V3 x User Guide 25 Add selected contacts to one or more contact groups Click on the button Add Selected Contacts To Groups to add the contacts you have selected to one or more contact groups Fill the form and then click on the button Add To Groups to add your selected contacts to the selected contact groups Click on the button Close to close the window Here is the field you have to provide e Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups to which the selected contacts will be added To select a contact group click on its name
16. d the returned contacts will be those whose first name contains the entered value Last Name If filled the returned contacts will be those whose last name contains the entered value Custom If filled the returned contacts will be those whose custom1 attribute contains the entered value Custom2 If filled the returned contacts will be those whose custom2 attribute contains the entered value Extra Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups in which the contacts will be searched To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right 21 arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows Remark If the checkbox Exact match is checked the returned contacts will be those whose concerned field matches exactly the entered value Otherwise the returned contacts will be those whose concerned field contains the entered value 4 1 3 Edita contact To edit a contact click on the button Edit juan mM 4 0809 2013 14 36 29 352472541893 manuel oO 11 23 07 2013 18 07 37 32473346037 sophia abdoue RingRing 23224 Y Edite OC 4237 04 10 2013 08 50 15 32478345608 Ge
17. different for all message recipients and each message of the mailing will be sent at the date specified in the mailing file Z O phone datetime SMS Mailer V3 x User Guide 15 Data Examples The data following the header must be in the same format than the header itself Phone is the mobile phone of the end user you want to send an SMS the phone number must be in national 0478345601 or international format 32478345602 datetime is a valid date amp time in the following format YYYY MM DD HH MM SS where e YYYY MM DD YYYY year MM month DD date e HH MM SS HH hour MM minute SS second message is the SMS message you want to send to the end user Here are 3 examples of mailing file content Example 1 Send now and Use global message are selected Then the SMS message is sent directly to all recipients of the mailing file with the same SMS content phone 32478545601 324783545602 Example 2 Only Send on is selected Then the SMS message is sent at the date amp time specified in the configuration and each SMS can have a different content defined in the mailing file phone message 32478345601 Hello John Doo 32478345601 Hello Jack Smith Example 3 Mailing is created via FTP Then each SMS can have a different content and a different schedule date which are defined in the mailing file phone datetime message 324 78345601 2Z013 02 14 107iiciz Hello John Doo 324783
18. displayed number and percentage on total Message Status Ratio Message Finally the Message Status details displays the number of messages and the number of Status details SMS per Message Status with a percentage on the total number of messages and a percentage on the total number of SMS 0 Not Sent To Be Sent 10 Not Sent Pending 11 Not Sent Submit In Progress SMS Mailer V3 x User Guide 34 Support amp Help Data Retention 6 Support The Support menu is accessible from the main menu on the left and provides you the opportunity to contact directly the Support amp Helpdesk of The Ring Ring Company The latest documentation of SMS Mailer is also publicly available through the Support menu You have the opportunity to send directly an email with attachment preferably the mailing file describing your problem using the SMS Mailer 7 Data retention Data remains in the Database Infrastructure of The Ring Ring Company for a period of 13 months After this period Data are archived Customers have the opportunity to export messages using the Download CSV option in the Reporting section at any moment We recommend performing this action if you need to keep a trace history of the messages you sent SMS Mailer V3 x User Guide 35 Not Sent Delivered Not Delivered Unknown Pending 8 Message Status The Message Status are grouped into categories and range of Code C
19. e contact groups Here are the fields you can provide to describe your contact Phone Number It s the mobile phone number that uniquely identifies your contact This field is mandatory and must be provided in one of the two following formats Belgian local format ex 0470123456 or international format ex 32470123456 First Name It s the first name of your contact This field is optional and can t contain more than 50 characters Last Name It s the last name of your contact This field is optional and can t contain more than 50 characters Custom1 This field has no special meaning You are free to use it for any purpose This field is optional and can t contain more than 50 characters Custom2 This field has no special meaning You are free to use it for any purpose This field is optional and can t contain more than 50 characters Contact Groups This field is split into two parts from left to right a list that contains all your contact groups and a list that contains all the contact groups to which the contact will be added To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows To add multiple contacts and add them to one or more contact groups in one
20. e insensitive The order of the columns does not matter Unknown columns are not authorized A column can appear only once Some columns are optional If an optional column is not provided and the contact already exists the corresponding information of the existing contact will not be updated Here are the possible columns Phone Number The accepted column names are phone phone number amp msisdn This column corresponds to the mobile phone number that uniquely identifies your contact This column is mandatory and must be provided in one of the following two formats Belgian local format ex 0470123456 or international format ex 32470123456 First Name It s the first name of your contact This column is optional and can t contain more than 50 characters Last Name It s the last name of your contact This column is optional and can t contain more than 50 characters Customi This column has no special meaning You are free to use it for any purpose This column is optional and can t contain more than 50 characters Custom2 This column has no special meaning You are free to use it for any purpose This column is optional and can t contain more than 50 characters SMS Mailer V3 x User Guide 19 When the processing of the file is done and there is no error a window will open and tell you how many contacts have been imported In case of errors you will be able to download a file
21. ges the number of replies Replied the percentage of replies compared to the number of messages a set of possible actions The list of mailing can be sorted by clicking on the table header text in blue and underlined SMS Mailer V3 x User Guide 29 State Report Stop mailing The mailing list appears as the following nee ET Refn 14 02 2013 17 13 55 Completed 3810 i i Manual File 0 14 02 2013 15 13 19 Completed 0 00 Winners Movie Tickets Manual File 14 02 2013 15 04 44 0 00 Manual File 14 02 2013 15 04 18 0 00 Manual File 14 02 2013 14 50 12 0 00 Manual File The state of a mailing indicates the progress or state of the SMS mailing Running means the mailing is being sent Completed means the mailing is done all messages were sent Stopped means the mailing is stopped see Stop mailing below Scheduled means the mailing was created and scheduled in the future Not Uploaded means the sending of the mailing has not been confirmed or canceled By clicking on the Report link you have access to the reporting of the specified mailing The Reporting is fully explained in the chapter 5 2 Detailed report on mailings The last action is only available when at least one message is not yet sent because scheduled in the future this action allows you to stop the progress of the mailing or delete it completely in the case no messages are sent By clicking on Sto
22. ile allows you to upload the list of recipients To help you on this matter the web interface displays directly the structure of the file you should upload depending on the planning date and the message By clicking on the Browse button you can access file on your disk or network then select the file to upload and click open For more details about the Mailing file file type format content please refer to the chapter 3 4 Mailing file format The Recipients field allows you to define the list of recipients A recipient can be a phone number a contact or a contact group To enter a phone number just type it in national format 0478345601 or international format 32478345602 To select a contact of your address book you can search it by typing his phone number his first name or his last name or you can select it by clicking on the button Contacts To select a contact group of your address book you can search it by typing its name or you can select it by clicking on the button Contact Groups To unselect a contact or a contact group click on the cross on the right of the contact or contact group If a selected contact belongs to a selected contact group only one message will be sent to the selected contact To confirm the mailing press the button Create Mailing A confirmation dialog box will be displayed to confirm your request Do you want to confirm the mailing that will be scheduled
23. ion with your mailing file containing recipients is used to configure the SMS mailing The mailing file is explained later in this chapter Employees new code notification Send the new personal code 4 04 10 2013 20 00 Mailing File example phone message 0496121828 This is an example 32496121828 This is an example SMS Mailer V3 x User Guide New mailing Name Description Schedule A new page will be displayed as the following if New mailing is selected Create New Mailing Name Sending welcome message Description Sending welcome message to employees Schedule Send now O Send on 04 10 2013 09 23 fay Validity 72H m Message Ll Allow long SMS Variables i First N Dear firstname lastname we would like to welcome p irst Name you on board aces SMS 1 Custom1 Z you can drag and drop a variable into the message Custom2 Shortcode Application 8128 0 00 smsmailer Id 3559 x Recipients Ann Cool lt 32497852380 gt sophia abdoue lt 32473346037 gt race E Coniac Groups juan manuel lt 32472341893 gt Geoffroy Docq lt 32478345608 gt lt The name is used to identify the mailing we recommend to our customer to use an unique name for each mailing This parameter is mandatory The description is used to document the mailing This parameter is not mandatory You can define when to send the mailing By selecting the radi
24. ist that contains all the contact groups from which the contact will be removed To select a contact group click on its name and click on the button with one right arrow To select all the contact groups click on the button with two right arrows To unselect a contact group click on the button with one left arrow To unselected all the contact groups click on the button with two left arrows SMS Mailer V3 x User Guide 24 Select the contacts Operations 4 1 7 Perform operations on multiple contacts To perform an operation on multiple contacts you first have to select the contacts When a contact is selected the color of the concerned row is changed to orange When a contact is unselected the color is changed back to white A counter with the number of selected contacts is displayed at the bottom of the grid There are three ways to select the contacts Select a single contact Check the checkbox that appears in the first column of the row concerned by the contact you want to select Uncheck it to unselect the contact Select all the contacts that are visible on the current page Check the checkbox that appears in the first column of the header row i e the very first row that contains the column names Uncheck it to unselect all the contacts that are visible on the current page Select all the contacts that match your search criteria Check the checkbox Select all contacts through all pages to select all the
25. nd a SMS mailing The file must be a text flat file The file extension must be CSV Comma Separated Values Fields in the file must be separated by a comma Records lines are separated by a carriage return The file must be created by a Microsoft Windows system UNIX file are not supported e The header first line in the file is mandatory Header The header first line of file is used by the SMS Mailer to validate the data of the file The header can have different values these values depends on the configuration of the SMS mailing The correct header to use is displayed automatically when configuring the SMS mailing The table below summarize for each case the correct header to use Send now Use global message lt D un m met FTP Description Yes No The SMS message is the same for all recipients and the mailing is sent directly phone No Yes Yes No The SMS message is the same for all recipients and the mailing will be sent at the date specified in the schedule Header phone phone message Yes No No No The SMS message is different for all recipients and the mailing is sent directly phone message No Yes No No The SMS message is different for all recipients and the mailing will be sent at the date specified in the schedule The SMS message is the same for all recipients and each message of the mailing will be sent at the date specified in the mailing file phone datetime The SMS message is
26. nfigure your mailing file with the message to send for each recipient see chapter 3 4 Mailing file format When sending a mailing to contacts and or contact groups the message textbox becomes a template that accepts four variables First Name Last Name Custom1 amp Custom2 Each variable will be replaced by the corresponding attribute of the contact To insert a variable into the message textbox you can drag a variable from the variable list and drop it to the message textbox or you can type directly the variable in the message textbox The possible variables are firstname lastname custom1 and custom2 Shortcode amp The list displayed in the Shortcode Application is used to provide the list of Application available shortcodes and applications A shortcode is a premium SMS number the charge is always displayed and provides you the information about the price that the end user will pay when receiving the SMS Please take note that a charge of 0 00 means a free message for the end user The Ring Ring Company offers you also the possibility to setup more than one SMS Mailer This is very helpful if you have to create mailing for your own sub customers Applications are used by the Statistics Manager to provide detailed statistics Just pick up the shortcode and application that must be used for sending the messages SMS Mailer V3 x User Guide 10 Mailing file Recipients Confirm operation The Mailing f
27. o cancel the delivery of a message if necessary Customization of the message per recipient you can send one SMS message to all recipients or define one specific message per recipient Customization of the schedule planning date you can send all SMS messages at the same time or define a specific date and time for each SMS message Send mailings to contacts and or contact groups SMS replies the SMS Mailer allows you to see the SMS replies Powerful statistics the SMS Mailer comes with its own reporting interface Statistics can be retrieved also via the Statistic Manager interface http stat ringring be 2 3 Limitations For security amp performances reasons the SMS Mailer is limited to e Upload of file with a maximum size of 2 048 KB 2 MB e Upload of file with a maximum of 10 000 records To upload a file containing more than 10 000 records please contact The Ring Ring Company or split your file into several smaller files SMS Mailer V3 x User Guide 5 2 4 Starting the SMS Mailer To access the SMS Mailer open your web browser and type the URL http mailer ringring be The website will require a first login known as NT access control This username amp password is common to all users associated to a customer Login The server mailer ringring be at mailer ringring be requires a username and password Warning This server is requesting that your username and password be sent in an insecure manner
28. o button labeled Send now all messages are sent directly Several options are available to schedule messages in the future to decide if all messages must be sent at the same time or if a specific date and time must be used for each SMS message By selecting the radio button labeled Send on you decide to send all the messages at the same moment Then you can specify the exact date and hour when the SMS mailing must be sent By selecting the radio button labeled Use the datetime column of the Mailing File then you have to configure your mailing file with the date amp time to use for sending the message see chapter 3 4 Mailing file format SMS Mailer V3 x User Guide 9 Validity The validity period defines the numbers of hours a message remains valid This option is useful when the mobile device of the end user is switched off Message The message allows you to define the SMS message to send You can define the same message for all recipients or use a unique message for each recipient To configure a SMS mailing with the same message for all recipients select the radio button Use global message and then type in your SMS message A counter displays the number of characters the maximum length of a SMS message is 160 characters if the checkbox Aow long SMS is not checked or 765 characters 5 SMS if it is checked If you select the radio button Use the message column of the Mailing File then you have to co
29. offroy Docg RingRing EEEF i Edit Last Name Docq Custom1 RingRing J Fo 1790772015 10 47 26 32497652580 Anni Cool Fill the form and then click on the button Update to update your contact Click on the button Cancel if you want to cancel the operation Here are the fields you can update e Phone Number It s the mobile phone number that uniquely identifies your contact This field is mandatory and must be provided in one of the following two formats Belgian local format ex 0470123456 or international format ex 32470123456 e First Name It s the first name of your contact This field is optional and can t contain more than 50 characters e Last Name It s the last name of your contact This field is optional and can t contain more than 50 characters e Custom1 This field has no special meaning You are free to use it for any purpose This field is optional and can t contain more than 50 characters e Custom2 This field has no special meaning You are free to use it for any purpose This field is optional and can t contain more than 50 characters SMS Mailer V3 x User Guide 22 4 1 4 Delete a contact To delete a contact click on the button Delete A window will open to ask you to confirm or to cancel the operation Click on the button OK to confirm the deletion of the contact or click on the button Cancel to cancel the operation 4 1 5 Add a contact to one or
30. our contact file does not contain a valid mobile phone number FIRSTNAME is too long The column First Name of your contact file contains more than 50 characters The column Last Name of your contact file contains more than 50 characters The column Custom1 of your contact file contains more than 50 characters The column Custom2 of your contact file contains more than 50 characters SMS Mailer V3 x User Guide 20 4 1 2 Find contacts To find one or more contacts fill the search form at the top of the page and then click on the button Search Contacts Customers Employees Extra Contact Groups Here are the fields available in the search form SMS Mailer V3 x User Guide Contact Groups If the item ALL is selected all the contacts will be returned If the item ANY is selected the returned contacts will be those who belong to any contact group If the item NONE is selected the returned contacts will be those who don t belong to any contact group If the selected item corresponds to a contact group the returned contacts will be those who belong to that contact group Any Field If filled the returned contacts will be those whose phone number first name last name custom1 OR custom2 attribute contains the entered value Phone Number If filled the returned contacts will be those whose phone number contains the entered value First Name If fille
31. p you can delete a mailing not yet started this one is completely deleted from the mailing list If the mailing is already started but some messages are not yet sent the action of clicking on the Stop will stop the scheduled messages In this case as the mailing was already started the mailing remains in the mailing list and reporting on the messages sent before the Stop operation is still accessible SMS Mailer V3 x User Guide 30 Overview Filtering report Type of reporting 5 2 Detailed report on mailings The Detailed report accessible from the Reporting menu provides information about the status of each message the reason of undelivered messages and the SMS replies Charts are accessible offering a quick visualization of the results The information is available for a specified mailing for all mailings or for specific messages appearing in one or more mailings This Reporting is also accessible directly from the Mailing List by clicking on the Report link associated to a specific mailing in this case the reporting applies only to this mailing The Filter is used to select the mailing and messages outgoing or incoming on which the reporting must be applied select parameters can be used for your filtered selection e Mailing Select the mailing to analyze or select ALL to apply the reporting on all mailings Date By selecting a date range Phone number To get only messages
32. p To add a contact group click on the button Add A New Contact Group Add A New Contact Group Name Es O inser cance 04 10 2015 08 54 43 04 70 2013 08 52 36 Fill the form and then click on the button Insert to add your contact group Click on the button Cancel if you want to cancel the operation Here is the field you have to provide e Name It s the name of your contact group This field is mandatory and can t contain more than 50 characters 4 2 2 Find contact groups To find one or more contact groups fill the search form at the top of the page and then click on the button Search Contact Groups Name Here is the field available in the search form e Name If filled the contact groups returned will be those whose name contains the entered value SMS Mailer V3 x User Guide 27 4 2 3 Edit a contact group To edit a contact group click on the button Edit 54 Customers 04 10 2015 06 54 45 53 Employees 04 10 2013 08 52 36 2 FP Edit Fill the form and then click on the button Update to update your contact group Click on the button Cancel if you want to cancel the operation Here is the field you can update e Name It s the name of your contact group This field is mandatory and can t contain more than 50 characters 4 2 4 Delete a contact group To delete a contact group click on the button Delete
33. rs no SMS is sent and an email is sent to a list of recipients that you can define You don t have to resend your file because it will be processed 5 minutes later You can have as many folders as you want Each one of them determines the parameters of the mailing which shortcode to use whether the Do Not Call list is used or not etc Please provide to The Ring Ring Company the number of folders you want their name and their parameters The possible parameters linked to a folder are e The shortcode to use e The validity period i e the numbers of hours the SMS message remains valid e The search pattern used to find the mailing files Only one wildcard character i e the character is accepted example myfile csv e The pattern used to set the name of the mailing That pattern must contain 1 variable which will be replaced by the part of the filename that matched the wildcard character of the search pattern Example o Fora mailing with a filename myfile 20130214 csv and a search pattern myfile csv the pattern Mailing FileNameVariablePart will set the name of the mailing to Mailing 20130214 e The recipients of the mail to be sent when a mailing is successfully created e The recipients of the mail to be sent when an error occurs SMS Mailer V3 x User Guide 14 3 4 Mailing file format Overview Specific rules regarding the format and content of the mailing file must be respected in order to se
34. sent to by a specific number Text in mailing name To filter only mailings containing a specific string Text in SMS Message To filter only SMS messages containing a specific text SMS Type To select only outgoing messages MT R or incoming messages MO e Message Status to filter only SMS with a Message Status having a particular value Phone Number Text in Message Message Status When applying a filter the list of messages appears in the tab Messages The Summary tab allows you to access the charts and the condensed view of all messages SMS Mailer V3 x User Guide 31 5 2 1 Messages report Overview The Messages tab displays information for each SMS Message found when the filter is applied Messages Summary Download csv Download XLSX D Refresh SMS Type Timestamp Time Delivered Message Status Phone Number Operator Shortcode SMS Delivered Message MO 15 02 2013 15 37 00 32496728123 Mobistar 3810 Thank you MO MO 4 a G 2 gt Pagesize 15 24 items in 2 pages Messages are displayed in a table that can be sorted using the column header The information available for each message is e SMS Type MT R outgoing or MO incoming e Timestamp If SMS Type is MT R it s the date amp time when the message is scheduled If SMS Type is MO it s the date amp time when the message was sent Time
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