Configuring Broadcast

Owned by Enterprise IT
Apr 23, 2024

What is Broadcast?

The Broadcast feature is available to send announcements to a large number of audiences through an SMS or an E-mail. Using this feature, you can schedule and auto-send all planned activities or announcements to the audience. Based on the urgency of the message to the audiences, you can schedule a planned activity or send it immediately.

Following are the examples of the Broadcast uses: 

  • You can send a message about the Application site downtime to the users.

  • You can send announcements such as office closure, office events, a reminder to surveys, and major organization restrictions with the Broadcast feature.

Benefits

Following are the benefits of using the Broadcast feature:

  • Send announcements to a large number of audiences at once.

  • Based on the urgency, announcements are made to the audience.

  • Schedule and send an announcement to all the users.

To configure Broadcast:

  1. Select Admin > Advanced > Notification > Broadcast.

  2. On the BROADCAST page, click ADD NEW on the ACTIONS panel. The following page is displayed.


    Figure: BROADCAST page: ADD NEW - SMS Screen


    Figure: BROADCAST page: ADD NEW - E-mail Screen

  3. Select the Tenant and fill in the required details. For more information about fields on the BROADCAST page, see Field Description.

Field Description

The following table describes the fields on the BROADCAST page:

Fields

Description

DETAILS

Medium

Select SMS or E-mail option to send a message.

Broadcast Name

Specify a unique Broadcast Name.

Note:

The specified Broadcast Name cannot be used again and it is Tenant specific. 

Broadcast Message

Type the message to send it to the users. This field displays when the Medium is selected as SMS. 

Note:

  1. The message should not exceed 640 characters.
  2. The content specified in HTML tags(<>) is not sent for broadcast SMS.

E-mail Subject

Specify the subject of the E-mail. 

This field displays when the Medium is selected as E-mail.

E-mail Body

Specify of the body of the E-mail.

Note:

This field displays when the Medium is selected as E-mail.

Schedule Date

Specify the Date and Time to send a message.

Note:

  • Always select the current or future date and time.

  • Schedule a message not earlier than 5 minutes from the current time.
    For example, if the present time is 3:15 PM, at the earliest a broadcast message is scheduled at 3:20 PM.

Send Now

Select the checkbox to send the message immediately.

Active

Select the checkbox to send the message.

BROADCAST TO

This section is available to add the recipients based on the Broadcast To options available in the drop-down.

Figure: BROADCAST Page: Broadcast To Section

Customer

If selected, you can: 

  • Choose the SELECT option from the drop-down menu, and specify the recipient details in the Type in field to send the message.

  • Choose ALL option from the drop-down menu to select all the configured recipients to send the message.

Note:

If you select both the Customer and Location, the message sends to the users of the Customer located in that respective Location.
For example:
Consider SummitAI is Customer and Bangalore is the Location. The message sends to the Bangalore SummitAI users.

Location

If selected, you can:

  • Choose the SELECT option from the drop-down menu, and specify the Location details in the Type in field to send the message.

  • Choose ALL option from the drop-down menu to select all the configured Locations to send the message.

Note:

If you select both the Customer and Location, the message sends to the users of the Customer located in that respective Location.
For example:
Consider SummitAI is Customer and Bangalore is the Location. The message sends to the Bangalore SummitAI users.

Workgroup

If selected, you can:

  • Choose the SELECT option from the drop-down menu, and specify the Workgroup details in the Type in field to send the message.

  • Choose ALL option from the drop-down menu to select all the configured Workgroups for the selected Tenant to send the message.

User Type

If selected, you can:

  • Choose the SELECT option from the drop-down menu, and specify the User Type in the Type in field to send the message.

  • Choose ALL option from the drop-down menu to select all the configured User Types for the selected Tenant to send the message.

User List

If selected, you can:

  • Choose the SELECT option from the drop-down menu, and specify the User in the Type in field to send the message.

  • Choose ALL option from the drop-down menu to send a message to all the users under the configured Broadcast domain.

Custom Number

If selected, you can specify the Users' Mobile Numbers to send the message.

Click  icon to add new recipients by selecting the required Broadcast To options available in the drop-down.

Click  icon to delete the recipients by selecting the required Broadcast To options available in the drop-down.

ACTIONS

This section explains all the icons displayed on the ACTIONS of the BROADCAST page.

SHOW LIST

Click SHOW LIST to display the LIST table showing all the configured Broadcasts details for the selected Tenant.

Figure: BROADCAST page: List of Broadcasts Configured

  • To edit a Broadcast detail, click the configured Broadcast Name. Make appropriate changes and click SUBMIT. 

  • To display inactive Broadcasts, click the Include Inactive checkbox.

Note:

When the Broadcast details are displayed under the LIST table, the ADD NEW icon is displayed on the ACTIONS panel. Click ADD NEW to add a new Broadcast.

Filters

Click the Filters icon to specify a particular filter criteria to display the Broadcasts. On clicking the Filters icon, the FILTERS pop-up page is displayed. You can specify the Name, Medium, Status, or Schedule details. Click SUBMIT to search the configured Broadcast.


Figure: Filters Pop-up

RECIPIENT LIST 

Click RECIPIENT LIST to display the list of recipients added to send the configured Broadcasts.

Figure: RECIPIENT LIST pop-up page

Note:

  • When the User edits the scheduled Broadcasts from the LIST table, the RECIPIENT LIST icon is displayed on the ACTIONS panel. Click RECIPIENT LIST option to view the list of recipients added to the scheduled Broadcast.
  • The RECIPIENT LIST icon is displayed only if the status of the Broadcast is In-Progress or Completed when you edit the Broadcasts.

COPY BROADCAST 

Click COPY BROADCAST to copy the details from the existing Broadcast and create a new Broadcast by specifying different Broadcast Name and Schedule Date details. You can also modify other details based on the requirement.

Broadcast Page

Figure: Broadcast Page

Note:

The COPY BROADCAST option is available only for scheduled or completed Broadcast and if it is in active status.

EXPORT TO EXCEL

Click EXPORT TO EXCEL icon to export the records displayed on the RECIPIENT LIST pop-up page. 

EXPORT ALL

Click EXPORT ALL to export all the records displayed on the RECIPIENT LIST pop-up page.