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1. SS N Advanced options for when a contact has sent multiple messages Display all Show unique results e a contact can only vote once per label Use the earliest occurance of the selected labels only per contact Use the most recent occurance of the selected labels only per contact Compare Comparason chart Displaying labels 1 Demo Test Test 2 40 Inbox Rules Administrators Only Inbox Rules is an advanced Functionality only accessible by administrators that enables you to set up your own keywords and actions for inbound messages It is a very powerful piece of software that gives you complete control over your inbound messages IF you would like Inbox Rules to be set up on your account all new customers have this by default please contact txttools Support There is a separate in depth manual 42 for Inbox Rules which is available under the manuals link on the Home page Note that inbox rules can only be set up on your dedicated long number IF you require keywords on our marketing shortcode you must contact Support first to check availability Services Services enable you to automate message sending over a fixed period These services may repeat the same message periodically or send out a set of messages at regular intervals In addition you can use our RSS 2 SMS functionality to convert RSS RSS Really Simple Syndication Feeds to text messages and deliver this content directl
2. User Manual Version 6 1 July 2010 Contents ue EE A What can txttools do fOr wou 4 Support and The txttools Ce ny oc cre scx tveseranienussanssreveu ess uasvasesndesoaun duesusealtuaecaphestoscattcialommnuuatenies 5 FKTLOOIS SUPPO Rinse ee Ee Eegen 5 ECKER EE 5 Let s Talk AGU Txt sesoccsessvsnacsaantuusiunincdedecidesdvensessiaduncilenitustdsdvannhsivavebneabdenetirs EE EA JEEE 5 EE EE eege eebe 5 Eiye GE Ur 5 MT E 6 SECU y QUCS HOD ciecececterevestreresict a E E E 7 Navigating ttt E 8 le 9 Instant Text Message sereisas dE dudes gege EAR AARTEN ENER EENS ENN 9 ET 10 eene eege ee eam nine 10 Manyals and Other Eegeregie ee enee 10 PG TT 11 K ler 1 Changing the HomePage eteeeeiere ee te teed ee eee 12 Viewing Your Message Credits 12 Message Credit lettgesetes rgeeuasbe eet eege Sedegedereg desser eebe seee iney or Gueshevsithoovstereustawessieens 12 Changing Your PAasswO0d vs ssccvciscstedseeacaceceesatcactate cayecsiesdecsacacivansdesaseesesedessnn maven ENEE SEENEN ENEE 13 Address Eeer 14 Parent Student Contacts edutxt accounts only 14 Adding New Contacts ivicccrvsiveescestiecasdeadi se nn ara a EEEa R EELER EENEG 15 Manually Create OC E 15 Spreadsheet leet 16 XML SOAP Messaging Address Book Integerapnon 16 IMIG Wate ACA EE 16 Modifying and Deleting Contacts 16 E sccis eosin EEEN EEEE EEE nua E EESE SA E En aa E ae ATR RE REES 17 Creating a E EE 17 COUPS EE 18 Creating anew Group icies er TE EEEE A AEAEE wowed can
3. 02 Orange Vodafone etc to say the message has been delivered to prevent it being delivered again The 32 networks then pass this notification on to us so we can confirm that your message has been delivered to that phone Gei The green tick indicates that the message has been received by the handset i The red status indicates that a message has failed For one reason or another IF this status appears the message definitely has not been delivered and neither will it be There are a few different explanations For this which are outlined below The green status with no tick inside will appear on any message that has not been confirmed as delivered or Failed It is essentially interpreted as message pending the network still has the message but attempts to deliver it have not succeeded at the current time possibly because the target phone is switched off or has no service The network will then attempt to re deliver the message for a minimum of 24hrs Reasons for Message Failure Messages Fail for several reasons The most common include the target mobile phone being out of range for too long either with no service or switched off or the mobile number being invalid Here is how to spot each instance IF you have a red Failed status within a Few minutes of sending the message out then the mobile number is probably invalid In these cases you should check the number with the contact themselves and not resend th
4. EA 1 DAW E testing Hi there 07000000000 Jul 15 2010 3 50 PM Test select Select none all invert Delete Selected Messages Mark as unread Mark as read BAD v Passto subuser Create a Report of the above as z CSV x Excel lt gt XML ki PDF From this page there are also various other options available In the top left there is a Display sign using the drop down menus adjacent and then clicking Gol you are able to filter your messages to view New Read or Replied messages and you can also view specific labelled messages see Inbox Labels p 40 On the left hand side next to each message there is a small tick box These are used to activate the Functions at the bottom of the page By selecting the relevant message s you can e choose to delete messages individually or en masse e mark messages as read or unread pass messages down to subuser accounts by selecting the relevant subuser from the menu and clicking on Pass to subuser Checking your Messages continued Clicking on a message will display the details of that message in full including the complete message text When you have clicked on a message it will be marked as read an open envelope symbol You can choose to mark messages as unread which can be useful for shared accounts so that your colleagues can easily see which messages are new When a message is opened you will also see all the reply options for that
5. New contact Upload Contact Save Firstname f House number Lastname i Address1 Mobile Phone Number Address2 E mail City Unique ID f County Notes Country select M Gender select Post Code DOB Groups Multiple Recipients Mar 16 2010 03 36 J Normal Multiple Recipients May 24 2010 08 50 Save Fill in the Fields as required select any groups you wish to add the new contact to and then click the Save button The new contact will be added to your address book Note that first name and last name are required Fields A unique ID e g student number is strongly recommended as this will be used to differentiate any contact with the same name The email field can be useful as when filled in the application will allow you to send outa free email to the recipient at the same time as you send a text message see the Compose section p 27 for more details The Notes field can be used to merge additional information into the message You can also add the Gender DOB Address details These details are not compulsory but may be needed to use the custom groups Feature Spreadsheet Upload Export your contacts from your existing MIS system save the file in CSV Excel or XML 15 Format and follow the on screen instructions from the Upload button For a detailed guide to uploading your contacts navigate to the Manuals page or contact Support to obtain a copy of our Upload Guide XML SOAP Messaging Addres
6. Template To create a new template select New Template from the menu at the top of the screen Type your desired template into the text field that appears the counters at the top of the screen tell you how many characters and individual messages are used by your message Template Content Number of characters 0 Number of messages 0 Characters per message 160 Insert into message Firstname Lastname FullName Notes Save Template Reset You can insert merge tags for the recipient s Firstname lastname or Fullname which when the message is sent out will be replaced by the individual s name from your address book Clicking the Save Template button will return you to the main screen above and add your template to the list of saved templates at the top of the screen Modifying and Deleting Templates To modify a template click upon it in the list of saved templates You will be returned to the create modify screen where you can make any changes that you wish 22 To delete a template check the box next to it in the list of saved templates and then click the Delete Templates button Creating Editing a Signature You can append a signature to the end of your messages in much the same way you can to an email To set up a signature from the templates page select Edit Signature From the menu bar You can then type in whatever you would like the signature to say when you are satisfied just cli
7. characters the message limit is set as 70 characters instead of the usual 160 characters due to the nature of the characters used Also please be aware that not all phones are able to read unicode characters so the recipients may not be able to see the message Outbox The outbox contains all messages that have been scheduled to send at some 28 point in the Future Do not be alarmed if you have just sent a message and nothing appears here your message will be logged on the sent page If you have messages scheduled they will appear in a list on this page displaying the message content the intended recipient s and the date and time the message is scheduled to be sent in your local time List messages Search Schedule Calendar Messages Your message has been processed successfully 2 items found displaying all items Page 1 Type Recipient Message Text Message Source Send Time amp Test Test test 88020 Jul 4 2019 2 45 PM E Normal Hi FIRSTNAME test 88020 Jul 2 2020 12 45 PM Select none all invert Delete Selected Messages Create a Report of the above as 4z CSV X Excel XML PDF Editing and Cancelling Scheduled Messages To edit a scheduled message just click on it in the outbox You will be returned to the Compose page where you can make changes to the message itself the recipients or the time the message is scheduled to be sent To cancel a scheduled message you need to delete
8. correspondence with a specific contact at a glance To access the Conversations page just click on the speech bubble sign next to the relevant user on the Inbox page Viewing Conversation List messages Search Inbox labels Inbox stats Conversation with Demo Test 447976750970 This page shows all messages sent and received between your account and phone number 447976750970 Messages you sent appear on the left and messages received from the contact appear on the right Scroll to newest Sent Jul 21 2008 10 25 AM TeESsjnva dkjfn Sent Oct 7 2008 4 00 PM Test Inbox Labels Inbox Labels is a new Feature that works a little like email Folders in that it allows the grouping of incoming messages These labelled messages can then be viewed separately or even compared to monitor numbers of specific responses You can also automate Inbox labels so that any messages sent into a certain keyword will automatically be assigned a label 39 i Inbox i 9 List messages Search inbox rules g nbox stats Display All v a oy Go 4 items found displaying all tems Page 1 Message Source Delivery Date inbox labels Add label BIWO amp TeStinG who s there 07111111111 Jul 15 2010 3 54 PM Demo select Y CZ amp Testing what s up 07000000000 Jul 15 2010 3 52 PM Demo select Epe TESTING txttools 88020 Jul 15 2010 3 50 PM Test select WO amp testing Hithere 07000000000 Jul 15 2010 3 50 PM Ch se
9. particular message 37 H inbox Message Details i S i List messages Search inbox labels inbox stats Move message to subuser s Inbox Test Y Pass to subuser Message Message Content TESTING txttools Message Source 88020 Delivered at Jul 15 2010 3 50 PM Message Sent To 447624803111 Back Mark as unread Reply Delete Deleting or Replying to Messages From the details screen you can select the appropriate buttons to delete the message from the inbox or reply to it Alternatively you can just return to the inbox Moving Messages If you have subusers underneath your account you can move a message directly into their inbox using the drop down list at the top left if you are in the message or the menu is at the bottom of the main Inbox page Simply select the subuser and click Pass to Subuser The message will be transferred to their txttools inbox Once the message has been moved you cannot retrieve it Searching for Messages Like the Outbox and Sent pages your Inbox is unlimited in size meaning you never have to delete another message To make Finding specific messages easier a comprehensive message search option is included You can also use the drop down menu in the top left hand corner to filter the messages that are displayed by Read Unread and Replied 38 E Es Ki amp e gt gt Conversations The Conversations page is a new Feature which allows the user to see all their
10. template on the Templates screen It will appear in the message box where you can make any modifications if necessary 25 Advanced Options Advanced options Append signature a txttools Insert into message Firstname Lastname Full Name Notes Source 88020 Convert to Short Hand Append signature f you select this box it will append your signature to the end of your current message for convenience the currently saved signature is displayed in brackets Note that this will add characters on to your message Insert into message With this Feature you can insert merge tags into the message using the Four grey buttons Each will be replaced upon sending with the appropriate field from the recipient s contact details within the address book So a FIRSTNAME tag will be replaced with the recipient s First name and so on Source This enables you to set what should appear in the from field on the recipient s phone by default this is usually your dedicated number For some accounts this Field is editable allowing you to specify what will appear For example you may put a personal or institution mobile number so that messages appear from that number and any replies go to that number You may also put your institution or a name in that Field Please note that with any option that includes text institution name for example the field is limited to 11 characters Also with this option the recipient would not be ab
11. the page depending on your browser this all indicates that any information you send or store with us is heavily encrypted e Password Protection Only the password holder for an account can send messages out administrators including the team at txttools cannot send messages on your behalf e Audit Trail Every message you send out is automatically stored on the system and can be retrieved at a later date by a Fully customisable search Function Full message credit management enables you to track any misuse of the system e Dedicated Hourly Checks Here at txttools we perform Four different hourly checks to ensure the smooth running and integrity of the system In addition our staff are CRB checked and we work to the same security protocols as internet banking Please note that you should keep your password secret at all times txttools will NEVER ask for your password and you should not disclose it to anyone If you ever feel the security of your account has been compromised you should change your password immediately and contact txttools Support on 0113 234 2111 as soon as possible Logging Out Clicking the Logout button at the top right hand corner of any screen whilst not logged in as a sub user will end your session and return you to the txttools co uk homepage In order to re access the system you will have to enter your username and password again If you are logged into a sub user s account clicking the logout b
12. to chat to us instantly during our office hours Live Help To chat with the Support Team live simply click the Live Help icon at the top of your account page This will open up a chat window with an available team member who will be able to give you instant help and advice Ka d Ki D ob E gt Logging In Signing into your account is simple and secure You should have received a username and password via email if you have not please contact the Support Team Your initial password is randomly generated we strongly recommend changing it as soon as possible to something memorable The password you choose needs to be at least 8 characters long can only contain numbers and letters and is case sensitive You should not disclose your username or password to anybody We will NEVER ask for your password If you believe the security of your account has been compromised you should change your password straight away to prevent unauthorised use of your account To log in to your account navigate to www txttools co uk in your web browser and type your username and password into the boxes on the top right of the screen customer login username Simple eng CH Security Question The first time you log in you will be asked to provide a security question and answer Like your password you should not divulge the answer to your security question to anyone Select a security question from the dro
13. ach Inbox label This will bring up an Are you sure warning where you can click OK to confirm the deletion 40 Inbox List messages Search Inbox labels Inbox stats 3 Add Label Existing Labels Double click on a label s text to edit You have to click the save button for the change to be saved gt Demo Test Save Cancel View Compare Inbox Labels To view the messages assigned to each Inbox label you will need to be on the Inbox page Here you will see some Display drop down boxes on the top left The second one will allow you to choose any of the Inbox labels on your account Selecting the appropriate label and hitting Go will display the list of all the messages that have this label assigned Inbox Stats To quantitatively compare two or more Inbox labels you can click on the Inbox Stats sub menu found towards the top of the Inbox page This allows you to select multiple Inbox labels to compare You can also tweak uniqueness and occurrence settings if someone has sent a message to more than one label this can be useful if using the feature For text voting systems Once satisfied click Compare to view a pie chart of the results 41 Inbox statistics List messages Search Inbox labels Inbox stats Inbox labels Select which labels you would like to compare Only labels linked to messages will be displayed Select none all invert 4 Demo
14. ck on Change Signature and it will be saved onto your account Once a signature has been created you can edit it by clicking directly on your signature as displayed at the Foot of the templates page Message Signature Number of characters 0 Number of messages 0 Characters per message 160 Change Signature Reset A signature can be appended to the end of any message you send out by selecting the appropriate option from the Compose page Signatures have no maximum length but are added to the total character length of a message in addition to your message content Compose The majority of messages you send out from the application will be created on the compose page This is likely to be where you spend most of your time within the application 23 There are three main parts to a text message and thus appropriately the compose page is split into three sections e Recipients e Message Content e Date and time to send Selecting Recipients All the groups within your address book are by default displayed in a list at the top of the screen To send your message to a group click on its name in the list so it is highlighted blue Recipients Group Individual Multiple Recipients Mar 16 2010 03 36 Multiple Recipients May 24 2010 08 50 Test Dynamic You can also send the message out to an individual or a selection of individuals instead IF you select the Individual tab you will see a Search for Con
15. contacts from your address book just the group association between them Viewing Group Member Details You can view and create reports of a succinct view of all the members of a particular group if required To do this click on the group name in the list of groups to go to the Create Modify screen At this point you should see the Member Details button in the menu at the top of the page clicking on this will provide you with a summary of the members of that group Searching Groups You can search for a specific group in your list by using the search function at the top right hand corner of the Groups page Simply enter the name of the group you want to find into the box and click search You can return to the list of groups by selecting List Groups from the menu at the top of the screen Templates Templates can save you time when creating messages that you send regularly Once a template has been created it is saved to your account and can be recalled on the Compose or Instant Text Message screen at the touch of a button 21 Templates and Signature S i List templates new template Tecit signature Templates Template text Hi FIRSTNAME Welcome to txttools 1 Hi FIRSTNAME this is going to be used as a template Select none all invert Delete Selected Templates Create a Report of the above as z CSV X Excel 43 xml 4 PDF Signature From Sam xx Creating a New
16. duled to this group This way it doesn t matter what changes are made to the address book as all contacts are included at send time 2 Say you have a dynamic group called Birthday that has the criteria birthday is today IF you set up a service that sends messages to the group Birthday at 9am every morning then only contacts whose birthday it is at the time of sending will get the message on each day 3 Dynamic groups can also search between ages This means that you can send a message to contacts of a certain age range to inform them for example of relevant course options for their educational stage Combine Groups To combine groups to make a super group select Combine Groups from the top of the page A screen will be displayed very similar to the Create Group page only this time instead of selecting individuals to populate the group you select the existing groups you 20 would like to combine to create the super group At any point you can return to the list of groups by selecting the List Groups button Existing Group To modify an existing group click on its name in the list of groups You will be taken to the original creation page where you can make modifications to the group as required Deleting a Group To delete a group check the box next to its name in the list of groups and then click the Delete Selected Groups button at the bottom of the page NB Deleting a group will not delete the
17. e a new group select the New group button at the top of the screen Enter a name for your group required and a description if you wish optional but particularly useful if more than one group shares a similar name e g if you use module or course codes for group names Add members to the new group by highlighting their name in the Potential Group Members box and clicking the Add gt button to move them to the Current Group Members box Upon clicking Add all the contacts in this box will be added to the group You can select multiple contacts at the same time by holding down the CTRL key whilst clicking on them or select a range by selecting the First contact holding SHIFT then selecting the last contact in the range you wish to add 18 Creating a Custom Dynamic group A custom group matches a subsection of the contacts in your address book to a set of criteria To create a custom group select New custom group from the top of the page Like a normal group you need a name and a can have a description However instead of selecting specific contacts to join the group you have to add criteria that contacts have to match If you have no filters then all contacts will be selected Here is an example of criteria you can select Criteria Add filter Y Phone number is UK number M jis born on after v 15 Jan v 1990 v iis v a member of Normal v Female v Cr
18. e credits e Change your password IF you are an administrator see our separate Administrator s Guide For additional Functions available to you on this page Your Profile Clicking on the Profile button in the menu bar from the account page will display your personal account details Your name and email address should be Filled in by default IF you wish you can enter phone and address details although this is entirely optional The email address and phone number you enter will be used for any forward to email or mobile actions set up on your account See the separate Inbox Rules guide For a Full run down of forwarding options Please note that any personal data you enter will only be used for us to contact you regarding your txttools account we will NEVER pass your details on to third parties You can set and should keep up to date your local timezone as this will be used by the system to ensure messages are sent at the correct local time Finally you have the option to set and or modify your secret question and answer You should ensure this is something memorable We reserve the right to ask you your secret question to verify your identity in the event that you require us to make any modifications to your account or forget your password Clicking the Submit button at the Foot of the page will save your changes and return you to the account page Changing the Home Page You can change the Home Page to any page
19. e message IF you have a green pending status for at least 24 hours which then turns to a red failed status then the phone was probably out of range for too long either switched off or with no service It may be worth attempting to resend the message Sorting Messages via Status You will see at the top of the screen to view messages with a particular status IF you select to just view the Failed messages an option will appear to remove these contacts from your address book This allows you to remove potentially out of date numbers from the address book Please note that you are charged for messages that fail as a result of you uploading an incorrect or invalid phone number to your addressbook This is due to the phone networks charging for each attempted delivery 33 Locating Failed Messages In addition to using the option outlined above clicking the List Failed Messages option in the menu bar will display a list of all messages that have been sent where one or more recipients did not receive the message Clicking on the individual messages will display the detail breakdown of status updates This is again useful for locating contacts for whom the stored number may be out of date or invalid Searching for Messages An infinite number of messages can be stored on your sent page To make finding a specific message easier a comprehensive message search Function is included E Search Sent Messages 8 Lis
20. easc lesace SEESE EEEE E Takaa i i 34 Searching for Messages egent deed E E E weber TEEN e E E a aa 34 Message Statistical Reports 35 enee E 36 Eeer ee 36 Checking your Messages 37 Deleting or Replying to Messages 38 Moving Messages 38 Searching fot Message Siesia inni iE EE ENE P RE E NE EN ERREEN EESE 39 ENEE 39 reg ASU scene Rae esiaon zaca ly a npin ela eatin casey EET 40 Creating Labels ee 40 Assigning Inbox Lae Sc i ss cacwsxsassansdacovensionadieaaviedsnsensiaasiebedsdswansh ennveaasadanseanadannsornndacdeavonderdansvins 40 Deleting Maite Eegeregie 41 View Compare Inbox Lael Sy ccnsastneatavssscaswns ea ea a A E AEE E E DERE EESE Ee 41 dee EEN 42 Inbox Rules Administrators On 43 KE 43 PS UII eebe 44 I STAN YI ate aces ev ence cot oceans renin E E oae es ves oes eames 45 Closing the Bro wet EE 45 al een GE 46 Introduction Welcome to the txttools service This is the document for our txttools application aimed at schools colleges and universities It is our vision to create world class communication and mobile learning tools to empower and connect everyone wherever they are on the planet As a leader in desktop to mobile communications we aim to provide the highest quality service to all our customers We always appreciate your Feedback and comments What can txttools do for you txttools will enable you to efficiently send receive and manage SMS text messages From any internet connected PC to and
21. eate group now Save criteria Save Here the matching contacts will be Female Students Staff with a UK number i e 447 07 00447 who were born on after 15th Jan 1990 and are members of the group Normal edutxt parent contacts are not picked up by this method One important note Contacts MUST have Gender DOB information in order to use the associated Filters This may seem obvious but is often overlooked Creating a Custom Dynamic group continued 19 The two check boxes at the bottom give you two options Create group now Save criteria Save Create group now collects all the contacts matching the criteria and creates a new group full of those contacts Save criteria creates a new group but instead of having contacts it holds the criteria This dynamic group only then populates with contacts at message send time This can be very useful especially when your address book is constantly changing or when your filters contain data that may change such as age NB A dynamic group ALWAYS has 0 contacts except at message send time Examples of dynamic group usage 1 Saya school wants to schedule a message For the new year to wish all your contacts a happy new year The only problem is that your address book changes frequently To ensure all contacts get the message a custom group called Everyone with no criteria can be created thus selecting all contacts and the message can then be sche
22. firm Password Back Change Password Administrators can also change the passwords of their sub users More information regarding this can be found in our Administrator s Guide Address Book The address book is where all your contacts are stored Prior to sending a 13 message from the Compose page the recipient must be stored in your address book From the address book screen you can add new contacts either manually or by batch upload view modify or delete existing contacts Reports of contact information stored within your address book can be extracted if required You can sort the address book alphabetically or numerically by clicking on the column header The number of records viewed on a single page can be modified by selecting one of the Lines per Page options at the top of the screen Parent Student Contacts edutxt accounts only Edutxt permits you the ability to store contact details for your pupils students and also their parents or carers This provides you the Flexibility to contact your pupils regarding events or reminders but also the ability to reach their parents quickly and easily regarding absences or school trips Adding New Contacts There are many ways to add new contacts to your txttools address book 14 Manually Create a Contact Click the New Contact button at the top of the page to view the screen below W Create Modify Contact EI D List contacts Search
23. from any mobile phone on theplanet SMS messaging is a rapidly evolving communication medium convenient cost effective and efficient txttools can help keep you at the Forefront of this technology Support and The txttools Community As a txttools account holder you are a member of one of the fastest growing SMS communities in Europe As such there are numerous ways you can get support and advice both from our dedicated Support Team and other members of the community txttools Support Olivier and his colleagues in our dedicated Support Team are available from 8am to 5pm every weekday via phone email and Live Chat should you ever require any assistance with the application IF you have a query encountera problem or perhaps have a suggestion to make please Feel Free to contact us Full contact details can be found at the back of this document txttools Blog The blog is viewable on the Home page after logging in and provides the latest news and important support announcements Let s Talk About Txt Since March 2007 we have held a FREE conference roughly every six months for customers to showcase the way they use txttools and for you to meet with Fellow users and discuss all things txt related See www txttools co uk for upcoming dates and venues Got Skype You can contact the Support Team via the instant message facility on Skype Add us to your contact list our username is txttools_support and you will be able
24. it from the outbox To do this check the box next to the message you wish to cancel in the outbox and click the Delete Messages button Once a message has been deleted it will not be sent out Searching for Messages You can schedule an unlimited number of messages to be delivered at any time 29 you wish To make Finding these messages in the Outbox easier a comprehensive message search option is available Selecting the search option will display the small form which you can use to specify your search query You can search messages for their content recipient s name or number or the date they are scheduled were sent were received You can also select for results that are like i e contains the search query start with the search query or are an exact match Search Scheduled Messages List messages Search Schedule Calendar Messages Outbox Message Search Criteria Message field Content T Search mode Like y Max results to return 100 M Search for Search Nothing found to display Select the maximum number of results to return and type your search query into the text field Clicking the Search button will return the results of your search below Ensure your search query matches the message field you selected in the first drop down box else your search will return no results e g IF you are searching for a recipient s phone number ensure your query is a phone number iCal Uploads Schedule Ca
25. le to reply directly to the message as the text would not count as a valid phone number for the message to go to Convert to short hand after your message has been written and this button is selected the application will abbreviate certain words for you 26 Date and Time Finally you can set the exact date and time that you wish the message to be sent out using the two radio buttons at the bottom of the page To send a message immediately leave the radio button next to Send selected Alternatively you can schedule the message to be sent at a specific point in the Future by using the drop down boxes to specify the exact date and time you wish the message to be sent out ensuring that the correct time zone is also selected Once the message has been sent out or scheduled the application will automatically take you to the Outbox and you will see the message Your message has been processed successfully at the top of the page If the message was scheduled you will see the it on this page and it will remain here until it is ready to go at the specified Time and Date Previewing and Sending Your Message including email Once you are happy with your message double check the following Your intended recipients are all selected e Your message reads as you intend e The desired time for delivery is set e Any additional options have been set as required You now have two options you can send schedule the message straigh
26. lect Select none all invert Delete Selected Messages Mark as unread Mark as read BAD v Passto subuser Create a Report of the above as dz CSV X Excel 42 vw SA PDF Creating Labels Inbox labels can be found on the Inbox page To create an Inbox label just click the Inbox labels button Found towards the top of the Inbox page Here simply type the name of the Inbox label in the message box and press Add Label Assigning Inbox Labels To allocate Inbox labels navigate to the Inbox page On the right hand side next to each message you will see a series of drop down boxes This drop down box contains a list of all the Inbox labels on the account by selecting a label From the list you can assign that label to a certain message It is possible to have multiple Inbox labels on the same message You can remove Inbox labels From a message by clicking on the red delete sign that appears next to the Inbox label Found just to the left of the Inbox label drop down list For each message Deleting Editing Labels Deleting and editing Inbox labels is done on the Inbox Labels page click on Inbox then click on the link marked Inbox Labels To edit an Inbox label double click on the existing Inbox Labele name This will allow you to make any changes you require once done just click Save to confirm these changes To delete an Inbox label click on the red delete sign that appears next to e
27. lendar Messages 30 You can schedule messages using your desktop calendar application by exporting your calendar as a ical file which you can upload to your account to schedule messages For the events you have on your calendar Please note that Microsoft Outlook does not support this natively To do this firstly schedule events for which you wish to send text messages within your calendar application ensuring the content of your text message is set as either the title or description of the event Export your calendar to a ical file From within your txttools account navigate to the Outbox and click on the Schedule Calendar Messages button in the menu bar Finally select the individual s or group s that you wish to receive the message s Note that every message that is scheduled will be sent to all of the contacts that you select Once you are satisfied with your selected options browse For your ical File and when this is selected click the Schedule button Once the upload is complete you should see all your messages listed in the outbox You can make modifications if necessary by clicking on the message in question Messages scheduled via iCal upload will be scheduled for the date and time of the event in the calendar file Sent The Sent page is an archive of all the messages ever sent out from your account From this page you can access a detailed breakdown of exactly what has been sent how many messages you have
28. lowing example uses capitals for emphasis IF my account has the dedicated number 0113 234 2111 and the keyword is TXTTOOLS then in order to send a message to my inbox it would need to look something like TXTTOOLS this is a message that will be delivered to my inbox Which would then be sent to 01132342111 Incorrect or missing keyword messages will end up in the default account for your institution normally the main administrator account If you are at all unsure about keywords please do not hesitate to contact the Support Team who will be happy to assist Checking your Messages The txttools inbox closely resembles the look and Feel of most email clients notably Gmail due to the use of labels and operates in a very similar way When the Inbox is opened the messages are listed with the most recently received at the top and you can see information including who the message is From you will see the contact s name if it is stored in the address book and when the message was delivered 36 P Inbox il List messages Search inbox nes inbox labels inbox stats Display All vy A Y Go 4 items found displaying all items Page 1 Message Source Delivery Date Inbox labels Add label Mp TeStinG who s there 07111111111 Jul 15 2010 3 54 PM Se Demo select O Testing what s up 07000000000 Jul 15 2010 3 52 PM Demo select E E TESTING txttools 88020 Jul 15 2010 3 50 PM Test select
29. of txttools This allows you to set what page you see when you log in to your account 11 To choose your required page select the drop down menu titled Home Page and select which page you would like to see when you log in Viewing Your Message Credits Invoiced Prepay customers will be able to click Messages from the account page to see a summary of message credits they have remaining in addition to a summary of messages used remaining for all sub users We will apply the Invoiced Prepay option at the time of setting up your account Invoiced customers will be able to view how many messages have been sent and how many messages are remaining Prepay customers can use this screen to allocate or revoke message credits to and from sub users Select Allocate or Revoke from the drop down list at the Foot of the page type in the required number of credits and select the sub user from the list provided Clicking Submit will then confirm the changes Message Credit Alerts An email alert can be sent to warn when there are few message credits remaining The number inserted will indicate the threshold at which the alert is sent Clicking Submit will then confirm the alert Changing Your Password You should change your password regularly in order to help keep your account secure You can change your password from the Account screen by clicking the Change User Password 12 button Change password New Password Con
30. p down list provided and type your answer into the field Your answer will be stored on our system for future reference in case we need to verify your answer for a password reset for example You will only have to provide the security question once after logging in the first time it will take you directly to the home page of your account as shown below sim sas on gt 3 Inbox summary New 392 Read 48 Replied 1 Logged in as admin Logout Inbox Outbox Compose E Services Templates Account Live Help f y Instant Text Message SR SR SE txttools limited application news Conferences Last updated 02 07 2010 12 16 f Phone Number Both our own series of Let s f E o Middleware v1 3 released talk about txt conferences We are pleased to announce a new version of the txttools Middleware and others of relevance Search for Contacts application This update introduces one new feature being able to keep the mee i Download Presentations Type contact s name groups when performing an address book overwrite For more details please contact support S Templates Click here to read the full posting Select a template sl Message Click here for Manuals FAQs and User Guides New features last updated May 2010 Register for our monthly email newsletter Number of characters 0 Messages per recipient O Message credits used 0 Characters per message 160 Message Signature
31. please be patient Alternatively you can select usage for the past number of months which will give an overall monthly usage chart instead 2 ser 1e le lo f Toa Monthly message stats Monthly usage for all users 9 months 722 credits Message statuses for messages sent by all users 2 Sub user totals i SE Inbox 1 If your license includes two way messaging your contacts will be able to reply to your messages or send texts directly from their mobile phones to your account Two way accounts will have an Inbox with one or more dedicated numbers attached to it this number can resemble either a mobile phone number a local landline number or a shortcode number depending on how you chose to have this set up IF you do not have a dedicated number inbox but would like one or would like to check what your number is please contact txttools Support 35 Keywords In many cases your dedicated number will be shared by a number of people each with their own account In order to direct messages to the correct account your account will have a keyword attached to it A keyword is a short string of characters that needs to be placed at the start of a message followed by a space and then the rest of the message and sent to your dedicated number This acts a little like an extension number and Forwards the message to your specific account Note that keywords are not case sensitive the Fol
32. s Book Integration Create a virtual link between your existing MIS system and txttools using our XML connector This will more than likely require the input of your IT department and our Technical Team but once completed will automatically export contacts from your system directly into your address book at regular intervals defined by you Please navigate to our Developers page https www txttools co uk preloginjsp txttools developers jsp or contact Support fora copy of the XML SOAP API documentation Middleware Application txttools Address Book Middleware is a small Java application which takes contact and group data From a simple database and uploads it to txttools via the SOAP API This requires much less coding knowledge than the above method Please contact Support for a copy of the Middleware application software user guide Modifying and Deleting Contacts To modify a contact s details click on their name in the address book The create modify contact screen will be displayed where you can edit any information you wish including group membership Clicking on Save at the bottom will then save your changes To delete a contact from the main address book screen check the box to the left of the contact s name and then click Delete Selected Contacts at the Foot of the page You can select as many contacts as you wish to delete on a single page Conversations ie d 1 10 The application now has the ability
33. s just a single message credit as usual All you would need to ensure is that the correct country code it appended onto the phone number Blog In the centre of the homepage is the txttools blog This provides the latest news on txttools including any updates or support technical announcements If you have any queries about any of our news feeds please feel free to contact us Conference Presentations On the right hand side of the page you will Find a link entitled Download Presentations This will take you through to a page with links to download various presentations regarding txttools some by our staff members some by members of institutions who use our system This is a great resource if you are looking For ideas on how the software can be used and how other institutions are using the system Manuals and Other Links There is a link entitled Click here for Manuals FAQs and User Guides which will bring up the complete list of manuals For the whole site including information not covered in this guide There is now a New Features link which will show the specific updates made in our previous release These details can also be found on our Blog You can also register for our monthly newsletter which contains articles updates integration and any other news within the company Account Settings There are several options available to you from the account page 10 e View and edit your user profile e Manage your messag
34. sbectbacedacaccUasduecesadedavabacsdloyesensieasstileeeze 18 Creating a Custom Dynamic group 19 Examples of Ee A 20 Combine Groups sisirin eaer ao hss REE leas AAA anaa TEE ERA EEEREN ENERE Ea SE 21 Feste GROUP xi cvsiccdsscsee sets cadcacdeescddaaisiadicssavayssayebstuaeseavielstvlel fapedsdarsnieivesteesniaviesanaaeeaaedd Eden 21 Dekkinga GOUD EE 21 Viewing Group Member Details 21 Scare hing GTOUDS EE 21 Eegenen 22 Creating a New Templaten ereris ciaee Seed Eege EENEG EESE as ETE Ee 22 Modifying and Deleting Templates 23 Creating Editing a Sugmnature aorar Er n R E aa Sa EE E ERSE EEE ETERNE 23 E re 24 Selecting e 24 Message Coment EE 25 Advanced Options oil A E wes eee E OE A E ead eas 26 Dateand kr 27 Previewing and Sending Your Message including email 27 UMCU Eisenia sisarien aE EEEE EE RR E E Eo aa AEETI E VENE 28 EE 29 Editing and Cancelling Scheduled Messages 29 Searching fof MESSAGES oo ccc ccesedsesacecasacecs saat cvieeceedenaddavenesessesseibavsatedesnibvona eeaaiiatilelaven davies steaaneaseessebiace 30 UECHT EE 31 SEM ee bp rsp E A E vn snes pan pee E E pean eae wees E EE 32 Message Stats Updates iiccsesceccsivesetzcceaecacscaed casceeceudenesestsedaccna suns ENEE EE NTEN REEE ERETTE 32 Interpreting Status LATE lt csvpeseesasavscusayeansdseaneneccenteadaconeseecencneeraseestacd arcu Ee 33 Reasons for Message E 33 Sorting EE 34 Locating Failed Messages icc cd cescaasiessii0gi22scesagacesacensesdiessacccavsdtevestee
35. t away or preview it first which allows it to be sent as an email To send the message instantly press the Send button IF you wish to preview your message first press the Preview button anda screen like the one below will be displayed 2T Preview message Message Test Date amp Time 2010 07 07 15 08 39 426 Source 88020 Back Send individual Recipients SMS Email Recipient Name Recipient Email v v Test Test test testdemo co uk SMS Select none all invert E mail Select none all invert You can then check to see if the details you entered are correct We strongly recommend you preview a message before sending it out as once a message has been sent it cannot be retrieved In addition if you have email addresses stored for your contacts you can copy the message to their email addresses by checking the Email box next to their name Once you click Send the application will take you to the Outbox Unicode txttools gives the opportunity For users to send out messages using non Latin alphabets Arabic or Greek for example or to add non standard characters These are known as Unicode characters In order to send out a message in unicode there is no difference to your regular process simply type the required message into the message box as normal The application will automatically recognise the unicode nature of the character and an alert will appear When sending messages with unicode
36. t messages List failed messages Search Statistical reports Sent Message Search Criteria Message field Content v Search mode Like Vv Max results to return 100 v Search for Search Message Statistical Reports Message statistical reports allow you to access a detailed report of how many messages were sent over a period of time you can also see how many of these messages were confirmed delivered to the recipient To open this screen click the Statistical Reports button at the top of the Sent page To create a full report use the drop down boxes to select the date range you are interested in clicking Go will bring up the table and a chart beneath containing the statistical data 1 Your account and any sub accounts you have will be listed complete with total 34 messages sent in the selected period broken down into the number sent Failed and still pending Clicking on a sub user will show the same data For their account If you have an abnormally high number of failed messages it is always a good idea to contact txttools Support so we can investigate For you BL Message Statistics S i List messages List failed messages Search Statistical reports Either select a date range between 01 Jan 2010 and 15 Jul 2010 inclusive Or show total usage for the past select months including this month Continue nb due to the complex nature of these queries results may not display instantly
37. tacts box Simply start to type the required recipient in that box name or unique ID and the application will filter out the relevant contacts from your address book The more you type the more specific the search becomes When you see the required recipient just click on them and they will appear in the Message Recipients box below You can then repeat this process to add as many people as required to receive the message 24 Recipients Group Individual Search for Contacts Type the contact s name or un Message Recipients 1 Remove selected contacts from message Note that if you select multiple people from the Individual tab a group will automatically be created for you should you ever wish to use it again Message Content For the content of the message itself you can opt to use either a template or create a brand new message To type a new message just enter your required text into the Message text box The counters above show the number of characters used by your message and also the number of message credits required to deliver your message to each individual recipient IF your message is only slightly over one message in length why not consider using the Convert to Shorthand button Message Select message template v Number of characters 0 Number of messages 0 Characters per message 160 To use a template select it from the drop down list you must have already saved your
38. tettools Send Copyright txttools itd 2001 2010 Terms and Conditions Your Privacy Contact us Training Evaluation ve Kb Se simple clever SN VA Inbox summary New 392 Read 48 Replied 1 Logged in as admin Logout YAS Daa ad H a Home Inbox Outbox Sent Compose Addressbook Groups Services Templates Account Live Help The image above shows the main menu bar These buttons are used to navigate around the txttools site It is a good idea to use these buttons as opposed to your browser s Back Forward and Refresh buttons as these can resend information duplicating contacts and messages Some pages have a sub menu displayed at the top of the page This menu will usually contain links to the various things you can do in this section like adding contacts groups or templates On pages where data is displayed you can sort and arrange the data on screen by clicking on the column headers If you make any errors while using the system trying to send a message in the past for example the application will come up with a red error message indicating where the error is and what needs to be changed Check boxes next to contacts groups messages or templates can be used for batch operations such as deletion The Logout button is in the top right corner of your screen Home Instant Text Message This Feature will allow you to send a message to a individual s without necessarily ha
39. to show conversation history i e all the incoming and outgoing messages between you and a contact This can be accessed by clicking on the speech bubble sign on the left of the relevant contact Further information can be found on page 38 of this guide Creating a Report You can create a report of the information displayed on screen at any time The buttons displayed below will export the information on screen to the appropriate Format Create a Report of the above as fr CSV X Excel gt XML AJ PDF You will see these options on every page throughout the application You can save the created file to your computer For your records or print it for filing purposes Groups 17 After your contacts are added to the address book you can place your contacts into groups to make sending messages to large numbers of contacts quick and easy You can create an unlimited number of groups and any individual contact can be in as many of these groups as required If you include groups in your CSV upload they will be created automatically for you Groups are listed on the page with a description if set and the number of members As with the address book you can sort the list alphabetically or numerically by clicking on the column headers You have three main options on this screen creating new groups manually creating a custom group or combining existing groups to create super groups Creating a new Group To creat
40. used who you have sent messages to and also check if messages have 31 been received successfully No messages can be deleted From your sent page as this provides a searchable audit trail for all your messages Clicking on a message on the sent page will display a detailed status update For that particular message including the individual recipients and a confirmation of whether the message was successfully delivered or not Message Status Updates To access status update information click on the message you are interested in on the Sent page There will be an entry in the displayed table for each individual phone number that the message was sent to Five columns will be displayed showing in order the name of each individual recipient the recipient s mobile phone number allowing you to check it ata glance the exact message text sent to them the time the latest status update was received and finally the current status of the message The three possible statuses are as Follows Status Key Ge Failed will not be delivered to the mobile phone e Sent no errors or handset delivery confirmation received Delivered confirmed as received by the mobile phone Interpreting Status Updates The green status with a tick confirms that the message has been delivered to the recipient s mobile handset How it works when a message is delivered to a mobile phone the phone itself sends a notification to the mobile network
41. utton will return you to that account s super user 44 Closing the Browser IF you close your browser your txttools session will remain active until you are logged out automatically after 30 minutes This means that during this period if the same browser were re opened and pointed at txttools co uk you would still be logged in For maximum security on public and shared computers you should always logout with the button provided before closing your browser or navigating away from the site Contacting Support If you experience any difficulties when using txttools or have any queries or suggestions please do not hesitate to contact our dedicated Support Team Olivier Tane Customer Support Manager Sam King Customer Support Martyn Ryan Customer Support 45 Office Hours 8am 5pm Monday Friday Tel 0113 234 2111 Email supportatxttools co uk Skype txttools_support Live Chat Click on the Live Help button for instant help and advice Out of Hours Emergencies Outside these hours emails are checked periodically In an emergency Olivier may be contacted on 07817 577380 Out of hours we may not be able to solve issues immediately but we endeavour to resolve things A S A P 46
42. ving to add the contact into the address book You can either type the recipient s telephone number in the Phone Number field or you can use the search box to search for a contact within your address book just start typing their name or unique ID To send to more than one individual simply add the required recipient numbers separated by commas if you are using the search box it will automatically separate it For you Then you may either choose a template or type a message in the Message box You can also add your signature onto the end of the message creating and editing signatures and templates can be found on pages 22 23 instant Text Message Phone Number Templates Select a template v Message Number of characters 0 Message credits used 0 Characters per message 160 Message Signature txtto ols Send As you are creating the message the application will keep you updated on the number of characters in your message 160 characters is the maximum for a single text message any more and will be sent out as separate messages except for Unicode messages see p 28 For details You will also be able to see how many message credits in total will be used by the message Once you are satisfied just click on Send and your message will be sent out You are able to send the message to international phone numbers as well There is no additional cost to send the message to an international number it i
43. y to mobile handsets great For keeping contacts up to date with the latest news on a particular topic For an example why not check out our Moodletxt Development RSS Feed at http www moodletxt com rss xml IF you want to see how this content can be delivered to your phone text MOODLETXT to 88020 to subscribe to automatic SMS updates There is a separate guide for Services that is also Found under the manuals link on the Home page Alternatively you can contact our Support team who would be happy to talk you through the different options available with this Feature Security The security of your account and the sensitive data it contains is paramount to us There are a number of security measures in place on your account e 30 minute time out After thirty minutes of inactivity your account will automatically time out and you will need your username and password to access the system again Please note that this cannot be changed There are however 2 methods of circumventing this if you remain on the Inbox page it automatically refreshes itself every minute to check for new messages and thus keeps the session 43 active Alternatively some browsers can help Firefox web browser has an extension called ReloadEvery which can force any page to refresh s Secure Servers Note the https at the start of the web address and the lock symbol likely to be either by the address line at the top or the status bar at the bottom of

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