Emsg User Guide
 Version 7.7.0 June 2009  










Emsg User & Admin Guide


Internet Service (SaaS)

&

Intranet Edition


Contents

Emsg gives users the ability to send two-way text messages directly to mobile phones and one-way to pagers from their email system or web-browser over an Intranet or the Web.

PO Box 331625, Takapuna, Auckland 0740, New Zealand   Telephone: +6421489580
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 Emsg User Guide
 Version 7.7.0 June 2009 < [contents] >

Login ID & Password

System administrator enables user access to services with login ID and Password, which should not be shared with others. Login and click "user details" button to change your user profile;


Notes:
  • Frequently used group may be selected from the drop-down listbox
  • Email address is used for acceptance of messages and return of replies
  • New/Current password must be entered TWICE, "Update row" button saves changes
  • Login ID is allocated by system administrator and cannot be changed by user
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Sending messages to a Group

Select a group from the drop-down listbox at top left, then click the Group search icon to retrieve a list of staff, or simply click the group search icon to retrieve your default group.

Select individual staff by checkbox, or click the "Select all" button at the bottom of page to send message to the entire group. No checkbox indicates staff member cannot accept messages.

Type message in "message" area (or select from "standard") and click "Send message" button.


Notes:
  • Staff can be members of several different groups
  • Normally, only one group at a time can be selected for the message
  • For a "group of groups" select the *GROUPCALL at end of list
  • Optional URGENT flag or copy to your email if required
  • Character counter for message only (excludes ID and URGENT)
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 Emsg User Guide
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Sending messages to individuals

Find staff in any group by typing a part name in the search field beside the name icon, which must be clicked to retrieve a list of matching staff. Search position/location in the same way.

Select individual staff by checkbox, or click "Select all" button at the bottom of page to send the message to all retrieved staff. No checkbox indicates staff member cannot accept messages.

Type message in "message" area (or select from "standard") and click "Send message" button.


Notes:
  • Only one search can be in effect at a time
  • Duplicate recipients automatically removed before message send
  • Narrow the search with more input characters (widen with less)
  • Optional URGENT flag or copy to your email if required
  • Character counter for message only (excludes ID and URGENT)
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 Emsg User Guide
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Message Confirmation & Email Submission

When a message is sent, a confirmation page indicating success or error status is shown;


Reselect group/individual to continue, or click the "message log" button to view content and status of messages sent and replies received (see next page).

Sending & Receiving Messages by Email

Emsg accepts messages for processing providing they are emailed from a valid email address linked to an active Emsg Login ID. Use the following email addressing scheme for recipients;
  • New Zealand short format: 021numberemsg.co.nz or 027.numberemsg.co.nz
  • International GSM format : 35387numberemsg.co.nz or 6421numberemsg.co.nz
  • Email Alias/Linked Number: Your.Nameemsg.co.nz (substitute your domain on Intranets)
  • See Administrator for email parts sent: From/Subject/Priority/Body (truncated to fit)
Messages may be submitted to specific New Zealand networks by prefixing the number with an 021, 022, 026, 027 or 029 network code plus a dot delimiter and the number at emsg.co.nz while all other destination addresses are submitted (without verification) to the GSM network.

Notes:
  • For best results, always send emails in plain text
  • Ideally, remove automatic email body footers before sending
  • Do not send attachments, which will be discarded by Emsg anyway
  • If requested, status and reply status messages will be emailed to your inbox
  • Your sender email address must match the valid email address on your login id
  • Using this addressing you can txt almost any mobile on any network
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 Emsg User Guide
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Messages Sent & Received Log

Click the "message log" button to view your message log. The most recent messages are shown at top, click the "Page down" button to scroll through log for earlier messages.



Full text of message is shown with recipient network/number and staff name, if known, in the database. Date/Time indicates when the message was submitted to the mobile network or receipt of a reply, which may include optional notification by email.

Access levels are determined by Login ID type;
  • USR - Able to view messages sent by the ID, not able to maintain database
  • MST - Able to view messages sent by the ID and maintain database
  • SEC - Able to view messages sent by any ID and maintain database
Icon Descriptions
  • Message sent Ok
  • Message is queued
  • Message send Failed
  • Reply received
  • Smartword Updated Ok
  • *GROUPCALL
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 Emsg Admin Guide
 Version 7.7.0 June 2009 < [contents] >

Administration & Maintenance

System administrator only can modify user levels so Master (MST) or Security (SEC) access is granted to maintenance functions. Click "maintenance" button to open maintenace pages.


Select a group from the drop-down listbox at top left, or find staff in any group by typing a part name in the search field beside the Name search icon, then click the icon to retrieve staff list.

To maintain staff entries:
  • Click "new..." button to create a completely new staff entry
  • Click "copy" button to create new entry using existing details
  • Click "edit" button beside desired entry to maintain details or delete
Mandatory Fields: Name, Group, Network and Direct Number.

Optional Fields: Job Title/Position, Location, Telephone, Mobile Phone, Email and URL address are informational only. Leave Roster as Default unless rosters have been setup.

See next page.
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 Emsg Admin Guide
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Staff Maintenance Page

Notes:
  • Name to appear in the log and on email replies
  • Select Group from the drop-down listbox or type in a new group name
  • Select the Network from the drop-down listbox for device
  • Enter Direct Number for device (with prefix for GSM networks)
  • Enter an Alias for the device for use with email (instead of actual number)
  • Set "accept all" flag on/off to accept/reject messages from unknown senders
  • Click "Update" Button to save changes, or "Delete" to remove entry
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 Emsg Admin Guide
 Version 7.7.0 June 2009 < [contents] >

Standard Message Maintenance Page

To maintain standard messages, click "std messages" button then new, edit or copy as required.


Notes:
  • Enter up to 60 characters of text for the message
  • The message will appear on the send messge page in drop-down listbox
  • Change or add information to the message when sending to recipients
  • Click "Update" Button to save changes, or "Delete" to remove entry
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 Emsg Admin Guide
 Version 7.7.0 June 2009 < [contents] >

Group Maintenance Page

To maintain Groups click "group calls" button then new, edit or copy as required.


Notes:
  • Name to appear in the *GROUPCALL list and in the log (mandatory)
  • Select the Group from the drop-down listbox for this *GROUPCALL (mandatory)
  • Location is optional and not used by the system
  • Type and Class are not used and can safely be left blank
  • Enter a valid SMTP Alias (no spaces) for the *GROUPCALL (mandatory)
  • An emailed *GROUPCALL has the address Aliasemsg.co.nz
  • Only valid Master (MST) users can send a *GROUPCALL by email, preventing misuse
  • A *GROUPCALL accesses the roster to determine whether to send to any device
  • Click "Update" Button to save changes, or "Delete" to remove entry
TIP: Setup all your groups as *GROUPCALLS in advance of staff maintenance, then simply select from the drop-down listbox.
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 Emsg Admin Guide
 Version 7.7.0 June 2009 < [contents] >

Roster Maintenance Page

To maintain rosters, click "rosters" button then new, edit or copy as required.


Notes:
  • Roster Name (no spaces) appears in drop-down listbox on staff maintenance page
  • Enter a description for the Roster
  • Check each box representing the hours "on duty" for this roster
  • On the message sending page, staff will show as "OFF DUTY"
  • Messages sent direct from message send page overide roster setting (i.e sent anyway)
  • Only a *GROUPCALL will access the roster when processing messages
  • Click "Update" Button to save changes, or "Delete" to remove entry
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