Difference between revisions of "TextAnywhere"

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__TOC__
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[[File:ta1.JPG|400px|alt="a screenshot of the text anywhere button in the admin menu."]]
  
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=Introduction=
 
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The  Blue Folder Lookup page allows you to see the details behind that make up the numbers on a report. For example, if you ask for "number of contacts" using the KPI Report Designer, you will get a total number of contacts; next to the number is a blue folder, which will allow you to see the full details of the contacts counted towards that number.
 
  
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In the blue folder you are able to do the following:
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{{#ev:youtube|3dd5jentrSA|790}}
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* '''Mail Merge''' - This process will allow sending emails, letters from the system to the people/organisations or extract the data to a third party application.
 
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* '''Map View''' - Se the location of the people/organisations on a map.
 
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* '''Extract the data''' - You are able to extract the data into a spreadsheet for analysis. The extraction can include:
 
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** Additional fields from the person/organisation record.
 
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** Additional information linked to the record, like benefits, disabilities, project record, extension databases (bespoke fields) and more.
 
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** Additional information about the referrals (referral based KPI's), including assessments, extension databases and outcome.
 
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** Use spread sheet templates that can be used for built in analysis for other members of staff.
 
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* '''Print''' - Print the summary details that make up the KPI.
 
  
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The Blue Folder page is split up into three sections:
 
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* '''Export Options for the Organisations and People in this Report''' This will export the details based on individuals or organisations to either a mail merge or map.  If a person/organisation appears multiple times in the report they will only be exported as one person/organisation.
 
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* '''Export options for this report''' - Allows the Report Data to be exported with additional information for analysis.
 
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* '''The report data''' - Summary details of the report data.
 
  
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TextAnywhere is a third party service which allows the sending and receiving of text messages within the system. Once enabled, you can send text messages by any of the following methods:
  
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[[File:cl_BFL_1.png]]
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* Directly from someone's [[Details Screen]], by clicking on the mobile phone icon next to their mobile number.
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* As part of a [[Data_Extraction/Mail_Merge#Batch sending SMS messages|Batch SMS message]].
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* For [[Clubs,_Clinics_%26_Groups#Incomplete Meetings Section|Clubs and clinics]], you can send a batch of text messages to the attendees of an upcoming group, event etc.
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* You can use the [[Messaging Centre]] to text reminder notifications to staff when they are assigned an Action.
  
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==Export Options for the Organisations and People in this Report==
 
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This section will export the details based on individuals or organisations to either a mail merge or map.  If a person/organisation appears multiple times in the report they will only be exported as one person/organisation.  There are two facilities:
 
  
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===Mail Merge===
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[[File:ta2.JPG|700px|alt="a screenshot of the text anywhere settings page."]]
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The mail merge option is powered by [[Mail_Merge| Mail Merge Formats]] which allow the records to either:
 
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* '''Produce a letter''' - This will allow the printing of multiple letters to the recipients.
 
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* '''Produce an Email''' - This will allow the batch of multiple letters to the recipients.  It would be recommended to send no more than 300 (use extra criteria on [[Mail_Merge| Mail Merge Formats]] to filter recipients) at a time and to use your own [[Email Settings| Email Server]].
 
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* '''Text Messages''' - Allows bulk texts to be sent using the [[TextAnywhere]] service.
 
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* '''3rd Party Mail Merge''' - The system will produce a spread sheet to use with other systems like Mail Chimp or MS Word.
 
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To configure a new [[Mail_Merge| Mail Merge Format]] click on the link 'Mail Merge Format', you will need to re-run the report.  If you open up the Mail Merge Format in a new tab you will need to refresh press F5 on the keyboard)  the Blue Folder page once its set up.
 
  
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Select the mail merge format you wish to use and click the 'Confirm Mail Merge' button.  Depending on the type of format selected you will then be taken through the next steps:
 
  
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====Export to Spreadsheet====
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To enable the service, click on the "Create New Account Instantly" link.
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Depending on your internet browser you will be prompted to open or save the spread sheet.
 
  
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====Generating SMS (text messages)====
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Fill in the following details;
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You will be displayed a list of recipients.  By default any record that has the Mobile Telephone Number completed on will display this number (you can use a different number via the drop down), otherwise there will be a drop down to select the appropriate number.  If the persons name is crossed out with a warning triangle then there is no numbers available on the record.  If you wish to exclude a person then select none in the drop down menu.
 
  
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At the bottom of the lest you will find the message box to enter the details of the message.  There is also a counter to show how many characters have been entered and how text messages that are needed to send the message.  Most modern phones will relieve the messages as if it was one message.  Once completed click the 'Send SMS' button to send, or 'Cancel' to return to the report.  When you click send you will receive a message informing you how many TextAnywhere credits will be used, click 'OK to send or 'Cancel'.  Once send you will then receive the results.
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[[File:ta3.JPG|700px|alt="a screenshot of the text anywhere account creation page."]]
  
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[[File:BF_textrecipients.png]]
 
  
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===Map View===
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Click the "Create Account" button, you will then be returned to the TextAnywhere configuration page.
  
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[[File:cl_BFL_4.png|border]]
 
  
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[[File:ta4.JPG|700px|alt="a screenshot of the text anywhere account details page."]]
  
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[[File:cl_BFL_3.png|600px|border|thumb|none|An example of the Map View, with the relevant people displayed as red pins.]]
 
  
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You will now see the details of your account in the TextAnywhere Service ID and Password boxes.
  
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The map view relies on postcodes to place the clients/people, so if there is no postcode entered on their record, the map view will discard them. This is one of the reasons we advise that a name and a postcode should always be a minimum for data capture.
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Set the "Allow replies to text messages from phones" to the required option;
  
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[[File:ta5.JPG|700px|alt="a screenshot of the 'allow replies to text messages rom phones?' field."]]
  
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==Export Options==
 
  
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[[File:cl_BFL_5.png|700px|border|thumb|none|The "Export Options For This Report" section.]]
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*Directly into the system (in which case the reply messages from people will be shown in the [[Text Message Centre]], and also in the relevant person's [[Letters and Communication]] page. An anonymous mobile number will be shown on the recipient's phone as the sender)
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*To a specified email address (a field will appear so you can enter an address. An anonymous mobile number will be shown on the recipient's phone)
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*To a specified mobile number (the specified mobile number will be shown as the sender on the recipient's phone). If you want your Text messages to be sent from the same number every time, you can purchase a dedicated number from Text Anywhere. You will need to use this option to input your dedicated number. Note: It is not possible for text messages to be received back to Charitylog if you're using this option.  
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*To a specified shortcode number (this shortcode will be shown as the sender)
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*No replies - but will display your business name on phone
  
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Specify the maximum message parts to be used (an SMS message has a restricted size), this will also need to be set on your TextAnywhere account.
  
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All of the options in the middle section relate to outputting the data on a spreadsheet.  
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Set "Use TextAnywhere Service" to "Yes".
  
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* If no extra data is selected, the table at the bottom of the page will be output as a spreadsheet.
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The "Service Status" will say '''Service Running'''.
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* If any extra data is selected, the table at the bottom of the page will be output as a spreadsheet, with the extra data displayed in extra columns to the right of the basic data.
 
  
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Click on the "Save Details" button.
  
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=====Add Data Extraction Formats=====
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==Billing==
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[[File:cl_BFL_6.png|border]]
 
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Any [[Data Extraction]]s on your system can be added to a reporting output. The fields you have selected on the Data Extraction itself (using the "2. Choose What to Print" button) will be output as extra columns on the spreadsheet.
 
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* ''Note: if you select a Data Extraction here which is configured to be a Mail Merge, it will act as a normal data extraction - i.e. letters will not be produced.''
 
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* ''Note: Data Extraction filters do not operate here.''
 
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See the [[Data Extraction]] page for more information.
 
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=====Add Org/People-linked Records=====
 
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[[File:cl_BFL_7.png|border]]
 
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You also have the option to add columns of data taken from the record of the organisation/person named on each line of the report. Various options are available. You can select more than one set of client-linked records by shift-clicking a range (PC or Mac), or holding the "Ctrl" button (PC) or the "Command" button (Mac) and clicking the options you require.
 
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=====Add Referral-linked Records=====
 
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[[File:cl_BFL_8.png|border]]
 
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If the original report related to Referrals, or to something linked to Referrals (Contacts, for example) then you will be able to add information from the relevant Referral to the spreadsheet output.
 
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===Spreadsheet Options===
 
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[[File:cl_BFL_9.png|border]]
 
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The Spreadsheet Options section gives you control of the header information on the spreadsheet. The options are:
 
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* '''No Titles''' - just the data
 
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* '''1 Title Line (column headings)''' - the data, plus a single header at the top of each column. Usually the easiest option to work with when pivot tabling etc.
 
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* '''Full Titles (includes header with dates etc)'''
 
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There is also a drop-down box, "Where To Export To". The default option is "A blank spreadsheet", but if you upload template spreadsheets on the [[System Uploads]] page, these will appear here.
 
  
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TextAnywhere is a paid-for service, although when you set up your trial account you'll get 50 messages for free, so you can evaluate the service without having to pay anything. After you've sent 50 messages, you can prepay for more messages in bundles, or you can open a billing account with TextAnywhere. [http://www.textanywhere.net/pricing.aspx Click here] to view the current prices.
  
 
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[[Category:Reporting]]
 

Latest revision as of 14:39, 10 October 2024

Helpheader small.png

"a screenshot of the text anywhere button in the admin menu."



TextAnywhere is a third party service which allows the sending and receiving of text messages within the system. Once enabled, you can send text messages by any of the following methods:

  • Directly from someone's Details Screen, by clicking on the mobile phone icon next to their mobile number.
  • As part of a Batch SMS message.
  • For Clubs and clinics, you can send a batch of text messages to the attendees of an upcoming group, event etc.
  • You can use the Messaging Centre to text reminder notifications to staff when they are assigned an Action.


"a screenshot of the text anywhere settings page."


To enable the service, click on the "Create New Account Instantly" link.

Fill in the following details;

"a screenshot of the text anywhere account creation page."


Click the "Create Account" button, you will then be returned to the TextAnywhere configuration page.


"a screenshot of the text anywhere account details page."


You will now see the details of your account in the TextAnywhere Service ID and Password boxes.

Set the "Allow replies to text messages from phones" to the required option;

"a screenshot of the 'allow replies to text messages rom phones?' field."


  • Directly into the system (in which case the reply messages from people will be shown in the Text Message Centre, and also in the relevant person's Letters and Communication page. An anonymous mobile number will be shown on the recipient's phone as the sender)
  • To a specified email address (a field will appear so you can enter an address. An anonymous mobile number will be shown on the recipient's phone)
  • To a specified mobile number (the specified mobile number will be shown as the sender on the recipient's phone). If you want your Text messages to be sent from the same number every time, you can purchase a dedicated number from Text Anywhere. You will need to use this option to input your dedicated number. Note: It is not possible for text messages to be received back to Charitylog if you're using this option.
  • To a specified shortcode number (this shortcode will be shown as the sender)
  • No replies - but will display your business name on phone

Specify the maximum message parts to be used (an SMS message has a restricted size), this will also need to be set on your TextAnywhere account.

Set "Use TextAnywhere Service" to "Yes".

The "Service Status" will say Service Running.

Click on the "Save Details" button.

Billing

TextAnywhere is a paid-for service, although when you set up your trial account you'll get 50 messages for free, so you can evaluate the service without having to pay anything. After you've sent 50 messages, you can prepay for more messages in bundles, or you can open a billing account with TextAnywhere. Click here to view the current prices.

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