SMS and email notification (use case)
Informing the business partners about current topics such as, for example, sales campaigns, new opening hours, satisfaction surveys, etc., is key for good communication and successful business operating.
This is what the form Send SMS or email in PANTHEON is for. It enables mass notification of all subjects from PANTHEON via SMS messaging or email. The sent messages are saved to the PANTHEON eDocumentaton.
The following is an use case
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CASE SUMMARY
In the upcoming holidays, Tecta company will have adjusted opening hours. The person responsible would like to inform all business partners of this. This is done as follows:
- Send settings
- Message sending
- Document review
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WARNING
For the correct working of SMS and email notification services the following settings must be configured.
The settings for the working of the business process are a one-time process. If you have already completed this, you can skip this step.
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In the menu select Documentation | Send SMS or Email.
The form Notify Contacts will open.
On the Settings tab enter the title of the email and select the send method.
There are three send methods available:
- SMS - the message will be sent via SMS message.
- Email - the message will be sent via email.
- SMS or Email - the message will be sent via SMS message. If the telephone number of some business partners (subjects) is not available, the message will be sent to them via email.
Enter the email address for sending into the Name field. The Name is mandatory.
In the Send method panel select SMS or email with the radio button.
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HINT
If you want to notify the business partners exclusively via SMS message or email select the correct radio button.
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Continue to the Send Message tab.
On the Send Message tab write the body of the message, determine the business subjects that you wish to send the notification to and send it.
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The contact information of the business subjects can be edited in Subjects.
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Enter a message about the holiday opening hours into the Message field and with the drag and drop method add the asSubject (name of the business partner) variable from the Variables list.
In the Message for the user window the final message for the selected user can be seen, including the variable that was selected in the Message window.
On the Users list determine the business partners that you wish to send the message to with the checkboxes.
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The checkboxes can be quickly selected by right-clicking and choosing the Select all, Decline all or Inverse marked function.
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The person responsible notices a missing telephone number with the subject Umbra, s.p. They enter it into the empty field and confirm it with the Gather button.
After reviewing all the data they send the notification by clicking the Send button.
The SMS and email notification service eWorkflow will start up.
The Confirm window will open, in which they confirm message sending by clicking the Yes button.
The business partners receive an SMS notification:
In case the contact number is not stated they will receive an email:
After successfully sending the notification, the list of users that the notification has been sent to will appear, along with the send status.
Sent messages are saved in eDocumentation.
They are visible on the Documents tab..
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By clicking the Gather button the person responsible is returned to the message sending form.
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On the Documents tab they review all the successfully and unsuccessfully sent documents.
By clicking the key, the document saved in eDocumentation will open.
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Unsuccessfully sent documents have an error shown in the Error field on the Metadata tab.
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