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of 39 WENS Administrator User Guide 3.8 The fastest, most reliable mobile notification system Inspiron Logistics, LLC Tel: 866-998-9367 www.inspironlogistics.com
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WENS Administrator User
Guide 3.8
The fastest, most reliable mobile notification system
Inspiron Logistics, LLC Tel: 866-998-9367
www.inspironlogistics.com
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Inspiron Logistics WENS Administrator User Guide
Section Description Page
1 Accessing WENS 4
1.1 Logging into WENS 5
2 Sending Alerts 6
2.1 One-Time Alert 6
2.2 GIS Mapping for One-Time Alerts 8
2.3 Voice Options 11
2.4 Prepared Alerts 13
3 External Triggers 15
3.1 User Prerequisites 15
3.2 Sending a Prepared Alert 15
3.3 Sending a One-time Alert 15
4 Users & Groups 16
4.1 Users 16
A. User Quick Search 16
B. User Advanced Search 17
C. Add a User 18
D. Edit User 19
E. Delete User 19
F. Send single message to user 19
4.2 Groups and Subgroups 20
A. Add a Group 20
B. Add a group to your entry point 21
C. Edit a Group 21
D. Delete a Group 21
E. Create a subgroup 21
Table of Contents
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Inspiron Logistics WENS User Guide A guide to using WENS.
Section Description Page
F. Edit a Subgroup 21
G. Delete a Subgroup 21
4.3 Temporary Groups 22
A. Sending a One-Time Alert to Temporary Group 23
5 Alert and Message Logs 24
5.1 Alert Log 24
5.2 SMS Messages 26
5.3 Voice Messages 29
5.4 Voice Responses 32
5.5 Pager Messages 33
5.6 Email Messages 34
5.7 User Replies 35
5.8 Incoming Messages 36
5.9 Opt-out Messages 37
6 IVDS 38
6.1 Images and Videos 38
Table of Contents (continued)
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1 Accessing WENS
To access WENS administrator log-in go to: https://www.wensnetwork.com/login.cfm?admin=1 Note: This is a secure site so you must use https and not http. It is recommended to save the administrator URL in your favorites.
WENS Login Page
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1.1 Logging into WENS
Administrator Login
To log into WENS as an administrator click the Administrator Login link on the main log-in page and enter the account ID, username and password which will be provided by your WENS main administrator.
Administrator Login
Remember to always log out of WENS when you are done using the system.
Administrator Permissions
Administrator permissions are determined by the main administrator and may be changed by their discretion. If you do not have the ability to change your password you must go through your WENS main administrator.
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2 Sending Alerts
Send single and prepared messages to users and groups.
2.1 One-Time Alert
You can send a single alert to all or different groups and subgroups from this page.
1. Highlight the group to which you want to send a message. You can select multiple groups by holding down the Ctrl key on your keyboard and clicking on each group you want to include.
2. Highlight the Sub Groups you want to include. Group Users Only indicates all users in the main group you selected only. You must individually select the subgroups you want to include.
3. Enter the Emergency text you want to send out to the groups. This can be at most 160 characters long.
4. Choose medium to send messages to.
5. If choosing voice, select response and intro message.
6. Click Send and the message will be sent to those specific groups.
2 Sending Alerts
Send single and prepared messages to groups and subgroups.
2.1 One-Time Alert to Groups and/or Subgroups
You can send a single alert to all or individual groups and subgroups from this page. 1. Click on One-Time Alert on the left navigation pane. 2. Choose the groups the alert will be sent to. Multiple groups can be selected by hold-ing the CTRL key. 3. Choose the Subgroups the alert will be sent to.
Selecting GROUP USERS ONLY will send a message to the users belonging to the groups and to the subgroups you've selected. If you do not select GROUP USERS ONLY, only the users in the subgroups will re-ceive the message. 4. Type in your message text. SMS and pagers have a 160 character limit and all
other mediums have a 1000 character limit. 5. Choose the medium the alert will be sent to. If voice is chosen, see section 2.6 for
voice introduction and responses.
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6.After reviewing the information entered, click on Send Alert.
7.Click on OK to continue sending the alert after the window appears to ensure you want to send the message.
8. When the alert starts to send, you will be directed to a page advising you the alert is being sent. This page will remain open until the last alert has been sent from our net-work. If this page is closed before the alert has completed sending all the messages, it will not cause a problem as this page is used for information purposes only.
9.After the alert is successfully sent, you will be redirected back to the One-Time Alert page.
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2.2 GIS Mapping for One Time Alerts
GIS Mapping is used to plot a specific area on a map that you would like residents to receive alerts for. Users within this area will receive the initiated alert, users outside of the set area will not. When utilizing the GIS Mapping please select You have the option of creating an area based on a polygon (which requires a minimum of 3 points selected) or pinpointing a location and determining a set radius around that set location you would like users to receive alerts for.
Adjusting The Map
To adjust the map, you can do one of two things. You can select the Google Search bar in the lower left-hand corner and type in a location. Or, you can use the zoom function on the left side of the map.
After establishing the intended area you may begin mapping. If you want to alter the view of the map you can select either ‘Satellite’ or ‘Hybrid’ located in the upper right-hand corner.
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Plotting a Polygon
To create a polygon first select the left pictured polygon Once you have selected the polygon you can adjust the zoom of your map on the left and begin plotting your points.
Once you have plotted your points please remember to close the polygon by selecting the original plotted starting point.
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Plotting a Point and Establishing a Radius
To create a circle with an established radius please start by selecting the circle in the toolbar next to the pictured polygon. After selecting this please left click on the map where you would like the center of your circle to be. Once this has been plotted type in the exact distance in miles you would like the radius of your plotted point to be. At any point, if you would like to make adjustments to what you‟ve done select „Start Over‟. If you decide you no longer wish to create a map select „Cancel‟.
Sending One Time Alert using GIS Mapping
Once the polygon or circle has been established and you are ready to initiate the alert you will send the alert just as you would a regular One Time Alert. Select the group(s) you wish to receive the alert, type the message you wish to send (as always you are limited to 160 characters for SMS and 1000 for voice and email), select the type of me-dium you want to send the message as and select Send.
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2.3 Voice Options
Voice options only appear if the voice medium is chosen. Voice responses are available for the One-Time alert only.
Voice Responses
Allows you to add up to 11 personalized responses that are appended at the end of each voice call.
Note: This will not appear for SMS, email, pager or desktop alerts.
To add responses you must: 1.Choose the voice medium 2.Click on the green +Add 3.Select the number or character you would like to use from the dropdown menu 4.Add the options in the response text box 5.Repeat for as many responses as needed
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Intro Message
The intro message adds a message to the beginning of each voice call advising the users to press a specific number to listen to an important message.
Three types of intro messages can be used:
Default: Always states “Press any key for an important message from ACCOUNT NAME.”
Account Preset: Allows each account to enter a custom intro in place of default. This can be added or updated in the Account Settings page.
Custom: Allows any administrator to change the voice intro per alert. The custom intro is used in place of the default or account preset. It is not stored anywhere after the alert is triggered.
Example of custom voice intro for NOAA use: Press # to hear a dangerous weather warning in your area.
Voice Intro Scenarios
Scenario‟s without voice responses offered:
1. If a user presses a key to hear the message, the message will be played. The information will be recorded in the alert log as Success Human.
2. If the user does not press a key, it will repeat the intro message twice then play the message. It will assume it is a voicemail and will be recorded in the alert log as Success Voicemail.
Scenario‟s with voice responses offered:
1. If the user presses any key to hear the message, it will play the message and offer the voice responses. It will be recorded in the alert log as Success Human or Success Acknowledged.
2. If the user does not press a key to hear the message, the intro will be played twice and the voice recording will then say Goodbye and hang up. Since the end-user did not hear the message, it will be recorded as a Failure in the alert log.
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2.4 Prepared Alerts
Create and manage your prepared alerts. This will allow canned alerts to be triggered through WENS or remote triggers.
You will only have permissions to see the prepared alerts that are associated with the groups you have access to.
To send a prepared message, click the SEND button under Controls field next to the prepared message you want to send. The message will automatically be sent out to the users according to the prepared alert settings.
Add a Prepared Alert
To add a prepared alert, click the Add a Prepared Alert button. The next screen will allow you to set up all of your settings for the prepared alert. Prepared Alerts settings: Use GIS Mapping: Mapping can be used to set and send a prepared alert. The location needs to be set only one time and users will automatically be updated and sent the message every time the alert is triggered if they fall within the location and group selected regardless of when they were added to WENS. Title: Title of prepared alert. Only WENS administrators see the title. Active: Must be set to yes for alert to be triggered. Schedule Run: To set up alert once or re-occurring on a specific date and time to be triggered. Trigger Code: Unique alpha/numeric ID used when triggering an alert via mobile phone. This is not case sensitive. Groups/Subgroups: The message will be sent to any group you select. Message Text: Pre-canned message that will be sent to users when prepared alert is triggered. Medium: Allows you to pick your method of communication. Voice Intro Message: A voice intro message can be activated and customized for each prepared alert. Alert Description: Can be left empty or text can be added. Only WENS administrators can view the alert description. Once all the settings are completed, click to add the prepared alert to WENS.
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Edit a Prepared Alert
To edit the alert, click the alert name. This will pull up the same screen as when you‟re adding a prepared message. Make your changes to the prepared alert profile and click
Delete a Prepared Alert
To delete a prepared message, click the Delete button next to the message you want to delete.
Add Prepared Alert screen
Prepared Alert home page
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3 External Triggers
This allows an administrator to send an alert out via their cell phone.
3.1 User Prerequisites
Settings > Allow External Triggers checked
User Settings > Trigger External Messages: YES
User must be an internal user and not public Users are public if subscribed through an entry point or import
3.2 Sending a prepared alert
Description: Triggering a prepared message from a mobile device. The message text cannot be changed. The groups to which the message will be sent cannot be changed. 1. Send a text message to your account short code. 2. Message must only contain the prepared alert trigger code when sent.
3.3 Sending a One-Time Alert
Prerequisites (optional): If sending to a group, the group trigger code must be set.
There are two ways to trigger a single message: send to all users, and send to one group only.
One group only: 1. Send alert to your account short code. 2. Message must contain in the following order (use spaces to separate):
i. Master account user name (the user name used to log in) ii. Group trigger code for the group you are sending to iii. The message text you want to send
All users: 1. Send alert to your account short code 2. Message must contain in the following order (use spaces to separate):
i. Master Account user name (the user name you use to log in) ii. The alert you want to send
When setting up your triggers and group usernames it is imperative not to use words that the Remote Triggering system might pick out of regular messages. When sending a message to all users make sure that the message you send into the system does not start with a trigger code of a group you have in your account, because this would send the message to that group only. Messages cannot be more then 160 characters for SMS and 1000 characters for voice and email..
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4 Users & Groups
Allows you to add, change, and edit Users or Groups.
4.1 Users
Click on Users this will bring up the display box below. A. User Quick Search Allows you to search for a user by full or partial phone number, email , pager or name.
Phone number quick search
To display all of the active users in your account click Search while Display All is in the Search box. Note: This might take a long time if your account has a lot of users
All user quick search
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B. User Advanced Search
Allows you to search your account by the specifications you choose.
User information, including miscellaneous fields, can be exported into an excel file.
Advanced Search
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C. Add a user
To add a new user, click the Add button. First Name/Last name: Not a mandatory field Phone Number 1: Users primary mobile number (If you want the cell phone to receive both a text and a voice call you need to enter the number in twice once as SMS and once as voice).
*Choose a different carrier: Will allow you to manually enter a carrier **Add a number: Allows you to add up to 5 numbers Primary Email: Users primary email Secondary Email: Users secondary email
Pager Number: Enter the pager number with no spaces or additional characters. Pager Provider: The correct provider must be selected for proper message delivery. Language: Select the language the user prefers
SMS Triggers: Allows triggering alerts to groups from the primary mobile. Receive NOAA Alerts: Yes must be selected for the user to receive the weather alerts
Groups/Subgroups: Check the groups the user should belong to. Message Time Restriction: Set the time for when the user will receive messages. Location Information: Fill in address for location based alerts and weather alerts. Description: Can be left blank or user description can be added. * Contact customer support if carrier is not available ** All mobiles entered on same profile will be opted out if one number opts out Please note: Not all items are applicable to each account.
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D. Edit a user
1. Search for the user on the search users page. 2. Pull up profile by clicking on the users Mobile 3. Make appropriate changes 4. Click Submit on bottom of user profile
E. Delete a user
1. Search for user on the search users page. 2. Click Unsubscribe next to user‟s Email. Note: User will no longer receive message but will remain in system as inactive
F. Send a message to a single user 1. Search for user on the users page.
2. Pull up users profile by clicking on the users name
3. Click on: >>Send a message to this user
4. Select the points of contact to send message to
5. Type message (must be under 160 characters) 6. Click send message
Single alert screen
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4.2 Groups and Subgroups
This will allow messages to be sent to specific groups. You will see groups you have been given permissions to.
A. Add a group 1. Click on Add a Group
2. Title the group for the specific users that will be added
3. Group must be active in order to send alerts to the users in that group
4. Group trigger code allows you to send external triggers to the group
5. Group description is not mandatory 6. Click Create
Groups home screen
Add a group
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B. Add a group to your entry point
To add a group to your entry point, you must contact customer support.
C. Edit a group
1. Click on the title of the group from the groups home page 2. Make changes 3. Click update
D. Delete a group
1. Click on the title of the group from the groups home page 2. Click Delete Entry point groups should not be deleted without contacting your WENS account manager.
E. Create a subgroup
1. Click on the title of the group from the groups home page you want to add a subgroup to
2. Click on +Add a subgroup 3. Add subgroup settings 4. Click create
F. Edit a subgroup
1. Click on the title of the subgroup from the subgroups home page 2. Make changes 3. Click update
G. Delete a subgroup
1. Click on the box next to the title of the subgroup 2. Click Delete Entry point subgroups should not be deleted without contacting your WENS account manager.
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4.3 Temporary Groups
Choose users from multiple groups within WENS to send messages to. This will allow you to not have to send a message to all users in a group if you are only trying to con-tact specific users.
You can add users to a temporary group from the following pages:
-out
Adding user to the Temporary Group
Choose the users you want to add to the temporary cart by checking the box next to their name. Click on Add to Temporary Group. Once clicked, your Temporary Group options will appear in the right hand top corner. You can see what users have been added by clicking on the number of users. You may also have the option to move all of those users to a specific group or create a new group for those users by clicking on the + button. Note: You have to have permission to create new groups for the + button to show
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A. Sending a One-Time alert to the Temporary Group
You can send a One-Time alert to these users the same way an alert would be sent to a pre-existing group. After you have added the selected users to the Temporary Group click on One-Time Alert. The Temporary Group will appear and have an identification number at the end it.
The Temporary Group is only available for the duration of the session. Once the browser is closed or the administrator logs out, the group will be deleted.
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5 Alert & Message Logs
5.1 Alert Log
View account alert details. The main screen for the alert log will show you a list of the most recent alerts sent. You can navigate to each page by clicking next. The alert log is broken into 8 columns.
Alert Text: Message content that was sent to the users. Alert Type: How the message was triggered. Types are NOAA, One-Time, One-Time Re-mote, One-Time Web Trigger, Prepared, Prepared Remote, Prepared Scheduled, Pre-pared Web Trigger and Single to Subscriber. Medium: Provides the type of medium/mediums the message was sent through Initiated By: Provides the administrators title of who initiated the message Groups/Subgroups: Provides the number of groups and subgroups the alert was sent to. A list of the names will appear by moussing over the number of groups/subgroups. Messages Initiated: Number of messages sent from WENS that were associated with the alert. Number initiated includes count of voice, email, pager and SMS. Initiated Time: Timestamp of when the alert was initiated (i.e. the time the “send mes-sage” was clicked). Submitted to Network: Time last alert left WENS and was sent to the network.
Alert Log
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Alert Log Quick Search
Search using keywords that appear in the alert.
Alert Log Advanced Search
Search Alerts by the date they were initiated, administrator who initiated the alert and the groups the alert was sent to.
Note: When searching a date you must enter the day after the alert was sent to pull all alerts from that day. Example: To search alerts on 5/1/2009 the search would look like this:
You can pull up detailed information on the alert by clicking on the radio button next to the alert and choosing View SMS Messages, View Voice Calls, View Email Messag-es, View Pager Messages or User Replies.
Quick Search
Advanced Search
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5.2 SMS Messages
Audit of all outgoing SMS messages. If this screen is accessed from the Alert log, all messages associated with the selected alert will be displayed. If this screen is accessed from the WENS “menu”, then all alerts sent from the account will appear.
SMS Message home screen
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Search Messages:
You can search for specific messages by entering all or part of the user‟s phone num-ber or all or part of the message text into the quick search field. Click Export to MS Ex-cel to export all the pages of SMS messages currently displayed.
The advanced search is used to search the messages by user phone number, carrier, who initiated the message and the message status.
SMS Message Gauge:
The message gauge shows a summary of the messages that were successfully deliv-ered and failures. The message gauge changes each time a search is done to reflect the message infor-mation provided in the search . Updating the status of each message is dependent on the carrier sending a delivery receipt. This can take up to 48 hours and not all carriers provide delivery receipts.
Quick Search
Advanced Search
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SMS Message Details:
Provides detailed information of the message sent by user. Phone number: Phone number of the user to whom the message was sent First Name: Subscribers first name. Last Name: Subscribers last name. SMS Text: Content of message Carrier: Users mobile carrier Time Initiated: Date and time the message was sent by administrator Submitted to Network: Date and time the message was sent to the network Last receipt status: Status of the message Message Status: 1. Submitted to Network: Message was sent to mobile carrier from WENS 2. Accepted by network: Message was accepted by the carrier 3. Delivered to Device: Message was successfully delivered to mobile phone 4. Delivery Failure: Message was not delivered to device. See troubleshooting guide 5. Rejected by network: The carrier did not accept the message 6. Rejected-Blacklisted: The user has a block an the account level from receiving
messages from a short code. Last receipt time: This is the time stamp for the last receipt status received
SMS Message home screen
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5.3 Voice Messages
Audit of all outgoing voice calls. If this screen is accessed from the Alert log, all voice calls associated with the selected alert will be displayed. If this screen is accessed from the WENS “menu”, then all voice calls sent from the account will appear.
Voice messages home screen
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Search Voice messages:
You can search for specific messages by entering all or part of the user‟s phone num-ber or all or part of the message text into the quick search field.
The advanced search is used to search the voice messages by user phone number, who initiated the message and the message status.
Voice Message Gauge:
The message gauge shows a summary of the voice calls that were successfully deliver-ies and failures. The message gauge changes each time a search is done to reflect the voice infor-mation provided in the search .
Voice Quick Search
Voice Advanced Search
Voice Message Gauge
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Voice Message Details:
Provides detailed information of the message sent by user.
Phone number: Phone number of the user to whom the message was sent. First name: Subscribers first name. Last Name: Subscribers last name. Voice content: Content of message. Time Initiated: Date and time the message was sent by administrator Submitted to Network: Date and time the message was sent to the network. Last receipt status: Status of the message. Message Status: 1.Submitted to Network: Status is unknown 2.Failure: Unable to contact recipient (disconnected, busy signal) 3.Success Human: Successfully reached recipient 4.Successful Voicemail: Successfully reached voicemail 5.Success Acknowledged: Recipient successfully pressed the # indicated
Voice message details home screen
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5.4 Voice Responses
Shows you who responded and what they chose. Voice Responses can only be viewed from the Alert Log by selecting the radio button next to the alert and clicking on voice calls.
Voice Message Details:
Phone Number: Phone number voice message was sent to Voice content: Content of voice message sent Response: Shows what response the user chose. If you scroll over the response num-ber you will see the complete response. Time Initiated: Date and time the message was sent by administrator Submitted to Network: Date and time the message was sent to the network Status: Success Acknowledged, Failure Time: Date and time the message was updated by carrier
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5.5 Pager Messages
Audit of all SMS pages sent for WENS.
Pager Message Details:
Delivery receipts are not provided for pager messages. Pager Number: Number message was sent to. First Name: Subscribers first name. Last Name: Subscribers last name. Pager text: Content of message sent. Time Initiated: Date and time the message was sent by administrator. Submitted to Network: Date and time the message was sent to the network.
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5.6 Email Messages
Audit of all outgoing email messages.
Email Message Details: Delivery receipts are not provided for email messages. Email Address: Email address message was sent to Email content: Content of message sent Time Initiated: Date and time the message was sent by administrator Submitted to Network: Date and time the message was sent to the network
Email messages home screen
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5.7 User Replies
View all user incoming messages sent in response to a specific alert. Select the intended alert by checking the radio button next to the alert and selecting the button.
All user replies will be visible and searchable through a Quick Search or Advanced Search displayed at the top of the screen.
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5.8 Incoming Messages
View all incoming messages excluding opt-out messages.
You can search for specific messages by entering all or part of the user‟s phone num-ber or all or part of the incoming message‟s text. Advanced search allow you to search messages by user number, date, group or carri-er.
Add to Temporary Group: Please see section 4.3
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5.9 Opt-out Messages
View all incoming mobile originated opt-out messages.
Incoming opt-out messages shows you a breakdown of all incoming messages that have opted the user out of the system. Incoming messages containing "stop", "end", "quit", "unsubscribe" or "cancel" will un-subscribe the user and place them in an inactive status so they will no longer receive messages. If a user is in more than one WENS account, they will be unsubscribed from all of them. Quick search and Advanced search allows you to search the incoming opt-out mes-sages by using the same search technique as incoming messages.
Opt-out home screen
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6 IVDS
Imaging and Video delivery system allows a user to send in videos or images in real-time.
6.1 Images and Videos
All incoming images and videos will be placed into this screen. Images and videos can be deleted, forwarded, viewed or downloaded onto your PC.
Images and Videos home screen
