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Touch+ Lists

Voice Dial, Text & Email screen shows all preconfigured lists and is the primary starting point to control, add, or edit your lists. To access the details for any particular list, click the name of the list or the pencil icon next to the list.

Access Voice Dial, Text & Email

The Voice Dial, Text & Email can be accessed by selecting News | Settings and then selecting the Voice Dial, Text & Email tile.

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Voice Dial, Text & Email Lists

Selecting Voice Dial, Text & Email will open the Voice Dial, Text and display your lists.

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Drop down menu actions

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In the "Select an Action" dropdown you can select the following actions.

  1. Create a list: Selecting this action opens a new screen so that you can add a new list and configure the list name, who is in the list, and the message that is to be transmitted.
  2. List details: First select a list by clicking on the list name. From the list details you can change the settings for the particular list, who is in the list, edit and preview the message defined for the list, start sending the message, or simply review the settings.
  3. Create a message: First select a list by clicking on the list name and then select the New Message button. The create a message interface allows you to add, edit, and preview the message intended to be transmitted to the list. If you want to use the same message for multiple lists, then from the Voice Dial, Text & Email Lists page, use the select checkboxes to select multiple lists and create a message that is used for the selected lists.
  4. Edit Prior Message: Selecting this action will open a message screen with the most recent message for the list. You can access prior messages by selecting the Prior Messages button.
  5. Import/Export contacts: First select a list using the checkboxes and then select Import a contact list to upload the contact information for the people you want to send a message to. Importing a contact list is a quick way to add hundreds or even thousands of contacts to a list rather than adding one by one.
  6. Send saved message now: First select a list using the checkboxes and then select Send saved message now to begin sending out your message to the contacts in the list.  
    Note: This action item can be used to start multiple lists if multiple lists are selected. To prevent accidental starting of multiple lists and to start only one list, it is recommended to click on the list name and use the Send Message Now button from the List Details page.
  7. Stop message now: First select a list in the dialing state using the checkboxes and then select Stop dialing now to stop sending out your message.

  8. Copy a list: Copies the selected list. See Copy List for more details.
  9. Create a subset list: Uses filters from a master list to create partial lists based upon criteria such as building code, grade, etc. See Create Subset List for more details.
  10. Create a superset list: Allows you to combine several lists into one large list. See Create Superset List for more details.
  11. Reset a list: Used to return the status of a list to an idle state.
  12. Delete a list: Permanently removes a list from the interface. It is possible to delete multiple lists using this action so be sure you are confirming the list or lists you want to delete before clicking OK.

  13. User Accounts: See the Touch+ User Accounts article for more information about adding/editing and deleting Touch+ user accounts.
  14. Choose users to view: Allow an Admin to preview what lists users/groups are able to view.
  15. Schedule/Settings: Allows you to set a start and end time for a list. See Schedule/Settings for more details.
  16. Reports: Allows you to obtain results from previously run lists. The results include information for each contact showing message delivery. See the Touch+ Reports article for more details.

Copy List

With the copy a list action, you can create a duplicate of any list from the Voice Dial, Text & Email Lists page. Copies of lists are useful for allowing multiple users to have access to the same contacts or embedding different messages into instances of the same contacts.
Note: The copy function only copies the contacts within the list; it does not copy to message from the original list used to make the copy.

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  1. New List Name: Assigns a name to a list. It is recommended that you use a different name for each of your lists. You may want to include in the name what the list is being used for so it is easy to identify later. When adding a list or changing the list name, the Voice Dial, Text & Email Lists will be updated automatically.
  2. Keep linked to Master List: By default, this option is selected. This keeps the copy list linked (synchronized) to the master list from which it was created. As the master list updates, this option automatically updates the subset with the newest information from the master list.
  3. Derived list's enabled contact state matches the Source List: If checked, the derived 'linked' list's contact checkboxes revert to match the Source List every time the Source List changes.

To finish the creation of the copy list, click the OK button at the bottom of the screen. Upon clicking the OK button, the list will be automatically created and filled in based upon the master list and will appear on the Voice Dial, Text & Email Lists. 

Note: Once a copy list is created, the link can't be adjusted. If adjustments need to be made to the copy list, then delete the copy list from the Voice Dial, Text & Email Lists (do not delete the master list) and then re-create the copy list.
Note: Manual changes to the copy list will be over-written as the master list updates.

Create Subset List

With the create a subset list action, you can create partial lists from a master list based on filtered criteria. For example, a school may want to create subset lists based upon grade level. The Subset List is automatically updated every time the Source List changes.

Note: The master list and contacts must contain the criteria before a filter can be configured.

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  1. New List Name: Assigns a name to a list. It is recommended that you use a different name for each of your lists. You may want to include in the name what the list is being used for so it is easy to identify later. When adding a list or changing the list name, the Voice Dial, Text & Email Lists will be updated automatically.
  2. Keep linked to Master List: By default, this option is selected. This keeps the subset list linked (synchronized) to the master list from which it was created. As the master list updates, this option automatically updates the subset with the newest information from the master list.
  3. Derived list's enabled contact state matches the Source List: If checked, the derived 'linked' list's contact checkboxes revert to match the Source List every time the Source List changes.
  4. Choose filters to define a subset of list Source List. We recommend always selecting the Use dropdown list checkbox to display available information from your Source List. You will need to add at least one filter to be able to create the subset list.
    1. Decide how you would like to filter the subset list and select, Building, Grade, Language, Bus Route, etc from the first dropdown list.
    2. Choose the operator. Is equal to is selected by default as it is most commonly used. The other options include; Is less than or equal to, Is greater than or equal to, Is not equal to, contains, contains string, and does not contain.
    3. Enter the value to match upon. This can be any value from the source list.
      Note: If the “Value to match” is non-numeric, then the value must match exactly otherwise the filter won’t match and the new subset list will most likely have zero contacts.
    4. Select the Add button to add the filter for the subset list.

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Note: This example shows filters set to include all students in Grade 12 from the source list.

 

 To finish the creation of the subset list, click the OK button at the bottom of the screen. Upon clicking the OK button, the list will be automatically created and filled in based upon the filtered criteria defined and will appear on the Voice Dial, Text & Email Lists.

Note: Once a subset list is created, the filters can't be adjusted. If adjustments need to be made to the subset list, then delete the subset list from the Voice Dial, Text & Email Lists page (do not delete the master list) and then re-create the subset list.
Note: Manual changes to the subset list will be over-written as the master list updates

Create Superset List

With the create a superset list action, you can create one large list comprised from existing lists. This can be especially useful in the case where you may want to call several lists but in a single dial action. For example, a school may have a middle school list, a junior high list, and a high school list. Rather than dialing all three separately, once superset list can be created to include all three lists.

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  1. New List Name: Assigns a name to a list. It is recommended that you use a different name for each of your lists. You may want to include in the name what the list is including so it is easy to identify later. When adding a list or changing the list name, the Voice Dial, Text & Email Lists will be updated automatically.
  2. Keep linked to Source Lists: By default, this option is selected. This keeps the superset list linked (synchronized) to the lists from which it was created. As the source lists update, this option automatically updates the superset with the newest information from the source lists.
  3. Superset list's enabled contact state matches each Source List: If checked, the superset list's contact checkboxes revert to match the Source List every time the Source List changes.
  4. Source Lists: Choose all lists that are to be combined into this new Superset List.
    Source lists come from the Voice Dial, Text & Email Lists and can be accessed by clicking the drop-menu. Select one at a time and click the Add button. You must add at least two lists to create a superset list. As you add lists, they will appear in the bottom box.

Once you have added all the lists you want to include, click the OK button at the bottom of the screen to have the system automatically create the superset list. The new superset list will appear in the Voice Dial, Text & Email Lists.

Note: Once a superset list is created, the source lists cannot be adjusted. If adjustments need to be made to the superset list, then delete the superset list from the Voice Dial, Text & Email Lists (do not delete the source lists) and then re-create the superset list.
Note: Manual changes to the superset list will be over-written the next time the source lists update.

Schedule/Settings

The Schedule/Settings screen controls additional settings for the list such as scheduling a start and end time, starting the list by telephone, setting the speed, retries, phone numbers to use, and SMS options.

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  1. List Name: Displays the current list name so you know what list you are controlling.
  2. Remote Dial-in: Enable this feature by checking the checkbox. Once enabled, anyone can follow the steps to launch a particular list from any telephone. This feature is primarily used when you do not have Internet or computer access.
  3. Pre-Scheduled: Allows you to set the date start and end time for the list to run in the future. The time is based upon your local time zone. When setting the start and end times, you should take into consideration the number of retries and the duration between retries to allow enough time for the list to complete.
  4. Phone Call Settings
    1. Number of Retries upon Busy or No Answer: The value is 2 by default which means that the system will try a maximum of 3 times to reach a phone number that returns a busy signal or rings unanswered for 60 seconds. 
    2. Minutes between Retries upon Busy or No Answer: By default, this value is set to 30 minutes. This value is the duration between dial attempts for retrying numbers that return a busy signal or ring unanswered for 60 seconds.
    3. Dial speed: The default speed is 25 calls per minute. Naturally, this value affects how quickly people are dialed and list completion although this is also affected by the length of the message being transmitted. 
    4. Call Specific Numbers: When this is selected, even if a contact has more than one phone number, the system will only call the numbers selected.
    5. Call All Numbers: This option will call all phone numbers entered for the contacts. 
    6. Try first and then onward until delivered: When this is selected, it will start with the first number. If the first number doesn’t receive the message, then it will move onto the next number and so on until the message has been delivered.
  5. Email Settings
    1. E-mail Subject: When an e-mail notification is sent, the subject line can be adjusted using this field. This is what will show up as the subject line in the recipient’s e-mail client.
    2. Display E-mail Name as: When an e-mail notification is sent, this is what will show up as the “From” name.
    3. Display E-mail Address as: This can override the default value of “Notification-Do_Not_Reply @target.brightarrow.com. Caution must be used if overriding this value as many receiving e-mail servers will flag the message as Spam and therefore the recipients of the e-mail message may not receive the message or the message will be filtered into a Spam box. To override the “@target.brightarrow.com” portion, enter a full e-mail address in the field such as “schooldistrict@schools.org”
  6. SMS Text Settings: This selects which phone numbers text messages will be delivered to. By default, Phone 2 and Phone are selected as they are commonly cell phones. Phone 1 is not selected because that is commonly a home phone number that can not receive a text message. Text messages will only be delivered if the “SMS Text” option is selected from the “Create Message” page.
  7. Automatically e-mail dial reports: If selected, the system will send the recipient a copy of the dial report to the e-mail address specified once the dial is complete. Multiple e-mail addresses can be entered by separating each address with a comma.
  8. Portal for recipients to update contact information:  This is a special feature that can allow contacts to update their phone numbers or e-mail addresses. Please contact BrightArrow Technologies for assistance with this feature.
  9. Phones and e-mails to receive CC upon each message sent:  This is a special feature that allows an administrator to receive a phone call and/or e-mail message each time a message is sent out to a dial list. This can be used by the list owner or administrator to confirm that the message was delivered.
  10. List Management and Protections: This option works in conjunction with User Accounts. The list can be assigned an owner. When a list is assigned an owner, only the admin account and the list owner can access the list. Other user accounts can not access or view the list. 
    Note: Lists can only be assigned to one user account. Regardless of list ownership, the admin account will always have access to all lists. 
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