RapidAlert - New RapidAlert

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RapidAlert - New RapidAlert

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The prerequisite to send a New RapidAlert is that you must have an existing template and a group enabled for RapidAlert. To learn how to create template for RapidAlert, click here.

 
To view the settings to select Groups for RapidAlert, click here.

 

Once you have the templates and groups available, let's start sending quick alert messages.

You may access the 'New RapidAlert' option from top menu bar under RapidAlert:

 

 

 

 

Steps To Send a New RapidAlert:

 

1.New RapidAlert View & Fields: As explained above, click on 'New RapidAlert' option. When you select 'New RapidAlert' option, the page appears with one tab of 'RapidAlert Details' that shows you the options to fill in, to be able to create a new alert message and choose your target Groups.

 

 

New RapidAlert

                             

 

 

As you can see the fields above, users can only choose an option from 'Template', 'Recipients' and add a custom message to pre-filled sections. We will discuss each field in detail that will help you creating a New RapidAlert.

 

 

Name:

 

Displays the name of the RapidAlert. When a user selects one of the existing templates from the ‘Template’ option, this field is automatically populated. It is not possible to edit the 'Name' in this page. To be able to edit it, you need to edit the template from template settings.

 

RapidAlert State:

 

Current Status of the RapidAlert. When a user selects the 'Template' option, this field is automatically populated with 'New' text. Once submitted, the state changes to Open. Possible states are Open/Closed/Reopened.

 

Client Message ID

 

Optional user supplied message reference which will be linked to the RapidAlert order. Corresponding reply messages will be linked to this order, and will be available in message reports.

 

Template:

 

Displays existing and predefined templates. User can select one of the templates to be sent as RapidAlert. For example, Fire Evacuation, Power Failure etc.

 

Recipients:

 

Displays the options of pre-configured destination groups to send alert messages. To enable groups for RapidAlert, please refer to RapidAlert Groups settings.

 

User can select the Groups enabled for RapidAlert from the list. Click on one to select a group or ctrl+click to select multiple groups. You also have a 'SELECT ALL' option to select all the groups listed here.

 

Message:

 

Message field is further subdivided into:

 

Header Message - Title or header of the emergency message. When a user selects the ‘Template’ option, this field is automatically populated. It is not possible to edit Header Message in this page. Example, “RapidAlert message from Building Manager.”

 

Message Template - Text showing the actual message that would be sent to the recipients. When a user selects the ‘Template’ option, this field is automatically populated. It is not possible to edit Message Template in this page. For example, “ Evacuate building from the side exits.”

 

Custom Message - Allows you to add custom text to be included in this specific RapidAlert message, along with the template text. Example, “ Please do not use lifts”, "Hurry Up" etc.

 

Request Response Text - Text requesting for response using quick options. When a user selects the ‘Template’ option, this field is automatically populated. It is not possible to edit response text in this page. As an example – “ Please reply ‘ok’ if you are safe”.

Validity Period

The 'Validity Period' option is available to users to set the time period for which the message stays in the system before being delivered to destination handsets.

Values range from Always Valid, 8 hours to 1 day. If no option is configured the default value is retained to 1 Day.

All Clear Message

This is a message users send to the recipients when the purpose of the RapidAlert is completed. This can be a default message pre-configured before hand or can be modified at the time of sending out the RapidAlert message.

 

 

2. Select Template: In the above example, we have selected an existing template - Flood Alert from the 'Templates' field. Once you select a template, you would notice that the below fields are automatically updated:

 

Name

State

Header Message

Message Template

Request Response Text

 

 

3. Select Groups: Displays the options of pre-configured destination groups to send alert messages. To enable groups for RapidAlert, please refer to RapidAlert Groups settings.

User can select the Groups enabled for RapidAlert from the listed options. Click on one to select a group or ctrl+click to select multiple groups and click on 'Add' button. As soon as 'Add' is clicked, Group would be moved to 'Selected Groups' window.

 

4. Send RapidAlert: Once you update the fields as per the requirement, you may click :

 

 

Store your selection and send the message.

Discard all changes and exit.

 

 

The RapidAlert messages are sent to the recipients.

 

NOTE: As an added feature, SOPRANO MEMS offers the enhanced user experience that allows users to have the page read out loud (Accessibility) for items within the page.

 

Specific to RapidAlert, users who create a new RapidAlert, can utilize the Accessibility feature.The sequence of actions, in New RapidAlert, are as follows:

 

 

1.Navigate to the Create New RapidAlert page.

2.Begin by pressing "Tab" on the keyboard and listen to the field currently chosen.

3.Fill in the details accordingly.

4.While pressing "Tab" and reaching the "Groups" section.

5.Users, now on the "Groups" section by default the whole set of Groups are chosen.

6.Users must use the arrow keys ("up" and "down") to scroll through the various Groups available.

7.Based on the right Group, users press the "Tab" button again in order to move the narration to the "Add" button.

8.Once the choice is on the "Add" section, when ready to add that Group to the "Selected Groups" section, User presses the "Enter" button in order to confirm the choice of Group.

9.If Users need the want to choose an alternate Group, follow the navigation of the page via "Tab" to reach the "Selected Groups". Use Arrow keys to choose the appropriate Group to be removed. Now hit "Tab" to reach the "Remove" button. Hit "Enter" to put the Group to be removed back to the "Groups" section.

 

Once the above actions are completed, Users proceed to choose the "Send" option.

 

 

Monitoring and Status Control of RapidAlert:

 

Once you have hit the button. You will be taken to the screen with two tabs - 'Status And Control' & 'RapidAlert Details', as shown below:

 

 

RapidAlert Details: Flood Alert

                             

 Sent Details

 02/02/2017 17:36 - Flood Alert - ClientMessageId [XX1234]

 

 

 

 

We will discuss the important features and various options available in the 'Status And Control' page:

 

 

 Sent Details

 02/02/2017 17:36 - Flood Alert - ClientMessageId [XX1234]

 

 

1. Status View of RapidAlert & LIVE Statistics: This useful data shows a pie chart at the left and Top Statistics with real-time information of the 'Recipients' who received the RapidAlert messages. The statistics will show the below data:

 

Total Recipients

Sent

Delivery Confirmation

Failed

Responses

No Response Yet

 

In the above example, notice that out of 2 recipients, 1 has responded and 1 shows - 'No Response Yet'. As per the statistics, none of the messages have failed to get delivered. User may click on the 'Details' button to view more information about the Contacts data.

 

2. Refresh of Data: The above information refreshes every 60 seconds. However, if you want to refresh even sooner, you may click on button for force reload.

 

3. Send follow-up: You can see a button beside the recipients who have not responded. This allows a quick-follow measure by sending Reminder Alerts to selected contacts.

 

4. Send All Clear: Now that we have sent the alerts and learned how to monitor it - let's have a look at how we can close the emergency and - 'Send All Clear'.  In the right section of the 'Status And Control', you can view 'All Clear - Sent' display. The statistics will show the below options:

 

Total Recipients

Sent

Delivery Confirmation

Failed

 

Click on button to send an 'All Clear' message to the recipients. You would be prompted with the below confirmation message:

 

 

 

 

As soon as you click on button, the 'All Clear' message is sent to the recipients.

 

5. Close Incident: As you can see in the above screen in 'All Clear' prompt, there is an option to tick the checkbox to confirm closure of incident along with sending 'All Clear'.

 

Optionally, you may close it after sending all clear message, by clicking button on the top of the 'Status And Control' screen. Once you click on that, you will be prompted with the below message:

 

 

 

 

Click to proceed or to discard the closure.

Please note: A license may be required in order to view or use the above features.