SMS and Email Notification Service (use case)

Informing the business partners about current topics such as, for example, sales campaigns, new working hours, satisfaction surveys, etc., is key for good communication and successful business operations.

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.

Here is a use case.

CASE SUMMARY In the upcoming holidays, Tecta company will have adjusted working hours. The person responsible would like to inform all business partners of this. This is done as follows: Defining the settings for sending Sending the message Checking the document

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.

1. Defining the settings for sending

In the menu, the person responsible selects Documentation | Send SMS or Email.

The form Notify Contacts will open.

On the Settings tab the person responsible enters the title of the email and selects the send method.

There are three sending 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.

The person responsible enters the email address for sending into the Name field. The Name is mandatory.

In the Send method panel the person responsible selects SMS or email with the radio button.

HINT If you want to notify the business partners exclusively via SMS message or email select the correct radio button.

The person responsible continues to the Send Message tab.

2. Sending the message

On the Send Message tab the person responsible writes the body of the message, defines the business subjects that they wish to send the notification to and sends it.

HINT The contact information of the business subjects can be edited in Subjects.

The person responsible enters a message about the holiday working hours into the Message field and with the drag and drop method adds the acSubject (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, the person responsible determines the business partners that they wish to send the message to with the checkboxes.

HINT The checkboxes can be quickly selected by right-clicking and choosing the Select all, Decline all or Inverse marked function.

The person responsible notices a missing telephone number with the subject Umbra, s.p. The person responsible enters it into the empty field and confirms it with the Gather button.

After checking all the data the person responsible sends the notification by clicking the Send button.

The eWorkflow SMS and email notification service will start up.

The Confirm window will open, in which the person responsible confirms message sending by clicking the Yes button.

The business partners receive an SMS notification:

If the contact number is not provided, they will receive an email:

After successfully sending the notification, the program generates a list of users to whom the notification has been sent to, along with the send status.

Sent messages are saved in eDocumentation.

They are visible on the Documents tab..

HINT By clicking the Gather button the person responsible is returned to the message sending form.

3. Checking the documents

On the Documents tab the person responsible checks all the successfully and unsuccessfully sent documents.

By clicking the key number, the document saved in eDocumentation will open.

HINT Unsuccessfully sent documents have an error shown in the Error field on the Metadata tab.