22 February 2012

Version 7.4

SIMS InTouch User Guide

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Copyright 2006, 2009, 2011 Capita Software Services

This document is intended to act as a reference guide to Capita Software Services products.

Capita Software Services however, make no representation or warranty, express, implied, or statutory, withrespect to, and assumes no responsibility for the accuracy, completeness, sufficiency or usefulness of theinformation contained herein.

The information in this manual is subject to change without prior notices and should not be constructed asa commitment by Capita Software Services.

No part of this publication may be copied or distributed, transmitted, transcribed, stored in a retrievalsystem, or translated into any human or computer language, in any form or by any means, electronic,mechanical, magnetic, manual, or disclosed to third parties without the express written permission ofCapita Software Services.

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Contents

................................................................................................................................... Introduction1 4

................................................................................................................................... 4Contacting Capita 1.1

................................................................................................................................... Getting Started2 5

................................................................................................................................... Logging On3 6

................................................................................................................................... Messaging4 7

................................................................................................................................... 7Import Contacts 4.1

................................................................................................................................... 9Send Message 4.2

.......................................................................................................................................................... 9Select Contacts 4.2.1

.......................................................................................................................................................... 16Compose Message 4.2.2

.......................................................................................................................................................... 17Confirm Message 4.2.3

.......................................................................................................................................................... 18Message Sent 4.2.4

................................................................................................................................... Purchase Bundle5 19

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Introduction

This user guide will help a Client holder to send messages using the SIMS InTouch User Interfaceapplication.

This manual has also been created to guide the Account holder through the processes ofpurchasing bundles in the SIMS InTouch User Interface application.

The pages and options discussed will depend on the user's accessrights. Some options might not be available to view.

Contacting CapitaIf you cannot find the help you require from this help document or you have a problem with yoursystem then you can contact Capita's technical support desk.

Website www.capita-sims.co.uk

Email

Telephone 01234 838 080

Fax 01234 838 091 If you have any queries or suggestions regarding the help file, please email the technical author ofthis document.

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Getting StartedYou will require access to the SMS Gateway before being able to purchase bundles ( Ac c ou ntLog in) or send messages ( Client Log in). The emails sent to the user will explain the areas they haveaccess to.

The Login ID and Password will differ between the Purchase andSend Message modules.

The following information must be available before you can access the SMS Gateway

Web site address (URL) to theSMS Gateway

This will be sent to you in an email along with the Login IDand Account

Login ID Included in the email which notes the URL and AccountAccount Included in the email which notes the URL and Login ID

PasswordThis will be sent to you by email (separate from the emailstating URL and Login ID)

Example of Account Login email

Subject: DO NOT REPLY TO THIS E-MAIL: SMS Gateway Account Login Details

This email contains your SMS Gateway Account Login ID. You will receive a separate emailcontaining your Password.

Once the account has been activated, you will be able to access it at the following location[URL address]

This login will enable you to view your current text bundle balance and enable you topurchase text bundles for the SIMS InTouch system.

Login Id: 123Account Id: 123

Example of Client Login email

Subject: DO NOT REPLY TO THIS E-MAIL: SMS Gateway Client Login Details

This email contains your SMS Gateway Client User ID. You will receive a separate emailcontaining your Password.

Once the client has been activated you will be able to access it at the following location [URLaddress]

This login will enable you to upload contacts from the SIMS InTouch system and send SMSmessages from the web-site.

Login Id: 321Client Id: 321

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Logging OnLogin to the SMS Gateway is done via the URL provided. The login page will request a Login ID,Password and Account which will have been be provided to you by email.

Enter the Login Details, Password and Account as supplied toyou

For security reasons you should never share your password withanybody.

If an invalid login is entered; either by entering an invalid Login ID, Password or Account, an "InvalidLogin Details Entered" message will be displayed.

Why am I being asked for a new password?

After the first successful login and after a password reset, you will be requested to enter a newpassword. The password must be at least 7 characters long and contain both Upper and Lower casecharacters as well as at least 2 numeric characters. eg. Password123

Why is my account locked?

After three invalid login attempts, the account will be locked. Contact your administrator to reset your account details

How do I log out?

On the top right of every screen is a Logout Link. After logging out, the screen will revert to theLogin screen

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MessagingAfter Login or Password Change, the following page will be displayed.

The Messaging Main screen consist of the following options

Import Contacts Send Message

Import ContactsThe Import Contacts option will allows contacts to be added to the system so that they can beselected as required when sending messages.

If no contacts are loaded, you can still send messages but the telephone numbers must be enteredmanually at the time of sending the text message. Numbers used this way is not stored in thesystem and will need to be entered every time.

The file uploaded must be in the correct xml file format. The SIMS InTouch system is able toexport a file in the correct format – please refer to your usual SIMS support contact for furtherdetails.

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To upload the document, press the Browse button. This will bring up an explorer window in orderto navigate to the correct folder > file.

After the file has been selected and is displayed in the 'Import Contacts' field, click the Uploadbutton.

The file upload will begin and depending on the file size, may take a couple of minutes.

Please do not refresh your browser until the process hascompleted

Successful Upload

After a successful upload, a “The file was im p orted su c c essfu lly” message will be displayed.

The contacts are now ready for use when sending messages.

Errors during Upload

If there are problems during the file upload then a message “An error occurred while processingthis request. Please contact technical support.” will display.

Before contacting your Technical Support, try to upload the file again in case there has been anetwork problem.If the error occurs again, contact your usual support provider.

NOTE: SIMS users should contact their SIMS helpdesk.

Uploading a new file of contacts will delete all existing contactsand replace them with the contents of the new file.

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Send MessageThe M essag ing > Send M essag e option allows you to send messages for the Client. This can bedone by completing the following steps:

Select Contacts Compose Message Confirm Message Message Sent

Select Contacts

The selection page provides a way of selecting available contacts for sending messages to.

This will only be available if contacts have been imported usingthe Import Contacts option.

Hierarchy

The diagram below illustrates the navigation available for selecting contacts:At each level, it is possible to select all contacts that exist under the selected hierarchy element,except for “ U ser D efined Grou p Contac ts” - which requires you to navigate to the Group levelin order to select all contacts within the hierarchy below.

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Select Roles FieldThe first selection page will display a list of Roles and navigation to Group Types and RoleContacts as described below.

The Select Contacts section allows you to perform the following actions. Select a link to navigate to the Group Type selection for each role Select the required role and press the “Update” button to pick contacts for the selectedrole When selecting the "Send to all contacts" check-box in the header, all roles will beselectedSelect a link to navigate to the Contact selection for each role (except “User DefinedMember Contacts”)

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Role Contacts

Selecting the link beside the check-box on the “Home” navigation page which will open a newpage showing the individual contacts available for the selected role as illustrated.

Group ContactsSelecting the Group Type for a role will display the list of Group Types configured. This willallow you to select all Groups for the selected Group Type or drill down further to see a list ofGroups until finally a list of Contacts configured for the Group are displayed.

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Group Types

Groups

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Group Contacts

Selected Contacts Summary

The Selected Contacts Summary section appears on all selection pages and provides asummary of the elements that have been selected by you. In the initial state, no contacts havebeen selected therefore the section is displayed as illustrated below.

The following actions are available: o Select a link to navigate to the Group Type selection for each role o Select a link to navigate to the Contact selection for each role (except “User Defined

Member Contacts”)

As you navigate the hierarchy and select check-boxes, the summary reflects the changes thatare made. For example, selecting a role contact will update the 4th column in the table to show that acontact has been selected. Additionally, if the contact exists within one or more groups, then allgroups that contain the selected contact will be displayed in the 2nd or 3rd column (thisdepends whether there are any other un-selected contacts for the group or group type). This isbetter explained using the illustrations below:

1. Select a contact from a role and update the selection

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2. The summary updates the 4th column to show that one contact is selected and also updatesthe 2nd and 3rd columns to show that the contact selected also exists in the selected groups.Since all entries within the table are shown as links, you can directly access the group to see allother contacts available within the list.

3. Select the bottom group (Skiing Trip 2011 Year11 – (1/10)) in this list and select all contactsand update the selection

4. The summary updates the 4th column to show that 10 contacts have now been selected andalso updates the 2nd and 3rd columns. The 2nd column shows that 1 group type has beenfully selected and the 3rd column shows that all 10 contacts within the group have beenselected (grey background)

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Therefore, the following actions are performed when selections of contacts, groups or grouptypes are made.

Selection Action Summary Update

Select one or more role contacts Update the role contact count Update the selected contacts wherever thecontact appears under the group selection

Select one or more contacts from the groupcontacts under Employee, Member, MemberContacts

Update the selected group contact Update the role contact count Do not update all other groups that containthe selected user

Select one or more contacts from the groupcontacts under User Defined Group Contacts

Update the selected group contact Do not update the role contact count Do not update all other groups that containthe selected user

Typically the selection of contacts will either be done by sending to selected or all contactsfor a role

OR navigating to the group/groups and selecting the required contacts.

It would be uncommon to use both types of navigation within a single selection.

After the Contacts have been selected, the software will navigate to the Compose Message screen

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Compose Message

This page allows a composed message to be sent out to the selected contacts. The page displays a summary of the selected contacts from the previous page and provide thefields to add additional contact numbers. The following mandatory fields need completing: o Reference – This can be used to identify the reason sending the message o Priority – This can be used to request a different priority for sending the message o Message – This will allow you to enter the message to be sent. A count of the number of

characters entered will be displayed under the field.

After selecting Validate Message, the system will navigate to the Confirm Message page.

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Confirm Message

This option allows the message to be reviewed before it is sent to the selected contacts. A summary will also be displayed listing the number of messages that will be sent along with thecurrent bundle balance available.

If the message is satisfactory, press the Send Message button. Once pressed, the message will be sent to the contacts and the system will navigate to the MessageSent screen.

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Message Sent

If the message has been send successfully, the Message Sent page will allow you to print theconfirmation for your records.

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Purchase BundleAfter Login or Password Change, the following page will be displayed.

The Purchase Bundle option will allows the user to purchase a bundle for the Account. The following options will be displayed:

o Account Details - Lists the account to which the bundle will be allocated to o Balances -

In Bundle Balance - The number of messages remaining of the last Bundle PurchasedOut of Bundle Balance - Messages sent after In Bundle limit has been reached and beforenew bundle is purchased

o Purchase Order Number - A field to input the purchase order (PO) number (this input isoptional)

o Bundles Options - A list of available bundles that can be purchased o Out of Bundle Price - Once the messages in the Bundles Option has been used up, the price of

each message goes up to what is displayed in this field.

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Complete the Order Screen by entering the Purchase Order number and selecting the Bundle Size.

After completing the purchase, click the Purchase Bundle button to be navigated to theconfirmation page - where you can confirm the purchase or go back to edit the purchase.

If the Purchase has been accepted, an option to print a receipt will be displayed.

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Index

GGetting Started

Logging On 6

Main Window 19

IIntroduction 4

Contacting Capita 4

System Structure 5

MMonitor 7

Daily Transactions Monitor 9

Process Monitor 7

System Log 17

Unsent Transactions Log 16

User Monitor 9

PProcess

Batch 18