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Administrator Tools

General

The TeleMessage web portal enables you to compose messages to single and multiple recipients broadcast lists & groups, to view your sent and received messages, manage your personal contacts list, change your account settings, view your usage report and more.

As an administrator you can also manage your users and set company policies as well as manage the global company contact list.

Signup

There are two ways to sign up for TeleMessage Web Interface:

Through your organization’s administrator. Newly added users will receive a welcome SMS with the link to download the TeleMessage app.

By downloading the TeleMessage app. You will receive a username & password to be able to login into the web interface. All users that download and activate the app will be able to view their messages on their mobile devices and web account.

Login

To login into the web portal, you will need to enter your username and password.

You can check the “Remember Username” checkbox and your username will be pre- populated in username field every time you login.

If you click on the “Forgot Password” link, you will be redirected to the “Forgot Password” page.

Reset Password


If you forget your password, click the  Forgot Password link from the login screen. Provide your email and fill out the Recaptcha on which you have created your account to receive a link to set new password link.

You will receive a SMS message to your mobile phone with the new credentials.

App Security Settings

To delete and remove users

  1. Provisioning users, including and removing users can be done via your web admin.To delete a user, login to your management console and follow these steps:
  2. Note that if you choose a specific user, you can also remotely wipe his messages or lock his account.And under company security settings you can set time limited messages (I won’t recommend it) and other limitations.
  3. As for the Archiving, once it’s turned on, it’s active for all users under your admin. This setting can be turned on/off only by TeleMessage. We are not allowing end users to change, since we fear they’ll accidently disable it without understanding the implications.

You can however, receive a daily consolidated report emailed to you. It will include a summary of all users and a status/number of messages archived.

If needed, support@telemessage.com can activate it for you – you’ll need to supply the email address to where you’d like to receive it.

To remotely wipe messages from an Enterprise Number Capture phone:

  1. First select the user that you want to wipe, and click on his username, as explained in the image below:
  2. Now you’ll get to the User Management page.Use the browser scroller on the right to get to the lower part of the page, and click the “Delete Message” button.These steps are explained in the image below:

Menu and Orientation

  • • Compose Message – Send a message to one or more recipients
  • • Inbox –incoming messages
  • • Outbox – messages waiting to be sent
  • • Sent Items –outgoing messages
  • • My Contacts – your personal contact
  • • Global Contacts – available only for administrators. Manage your users mobile application public address book
  • • User Management – available only for administrators. Register and manage your users
  • • Message Query – search for a message
  • • Reports – usage and summary reports for you and your users
  • • Archive Query – available only for archiving accounts. company archived messages and calls.
  • • Help – Tutorials, FAQ , Downloads , Contact Support

• Setting > Message Settings > SMS/IP

In the Users page you can manage your users.

You can view the following information per user:

User status (available statuses: active, suspended, deleted, locked)

User first and last name

Username

Mobile

Email

Last seen date

Registration date

TeleMessage Mobile Application version

User balance – by clicking on the user’s balance you can see a detailed usage report for him.

You can also search for a user using the search field at the top of the page and then perform various operations on this user:

Activate – When the user is currently not active.

Suspend – Put to the user in a hold state. He will not be able to use any of the TeleMessage services, including web and app.

Delete – Completely deletes the user. You will not have an option to restore it.

Invite – Send a SMS message to the user with the links to download the TeleMessage app.

Remote Lock &WipeDelete – Delete the all messages from the TeleMessage app. Used when a user misplaces his phone or leaves the company. Should be done before deleting any user from the system.

Reset PIN – Rests the PIN for the app on the user’s mobile phone. Should be used when a user forgets his PIN code.

You have 2 ways to create a user: manually one-by-one or importing a list.

Add User

  1. From the menu click Users>Add User.
  2. Type the required fields and hit Save.
  3. Note that by marking the option “Send login details via SMS”, a SMS message with the user’s login details to the TeleMessage system will be sent to the user.

Import Users

  1. From the menu click Users.
  2. Click Import Users From File.
  3. Add an Excel file with the following columns: First Name, Last Name, Login, Password, Mobile Phone, Business Phone, and Email Address (an example file can be downloaded from the Users page).

User Ownership Request

User Ownership request (User Management > User Ownership Request)  allows non-managed users to request ownership of their accounts in Tele Message. An ownership request is sent when a user attempts to create a new user account that already exists in the system as a non-managed user.

Compose a New Message

  • Through the web interface, you can send messages to other mobile phones, landline numbers (for a pre-recorded voice message or text-to-speech message delivered as a phone call), faxes, or to email addresses (ideal for bulk email message).
  • In order to compose a new message to one or more recipients click Home > Messages > New Message.
  • You can start to type a name /phone number/ email address and the system will auto suggest the right recipient according to the following rules:
  • When you type a name, the system suggests names from your contacts.
  • When you type a number, if it exists in the phone book, the system will suggest a name from the phone book, otherwise it will suggest one the different type of devices for the number.
  • When you type @ sign, the autosuggestion will suggest an email. If email exists in the phone book, the system will suggest a name from the phone book; otherwise it will let him select the email you typed in.
  • In order to send a message to a group just type its name in the To field. You can choose to which device inside the group you can send your message to.
  • Type the text for your message in the text area. You can see the amount of characters used at the bottom of the text box.
  • You can add one or more attachments by clicking on the clip icon and select attachment. Selection of files is done to one file at a time.
  • Once file is added to the message, you can see it in the Text box and delete it if needed.
  • You can add a quick text to the message. The text will be added to the message content.

You can add CC and BCC recipients for emails as well as a subject line.

Message status can be seen in the Sent Items folder.

In order to compose a new message to one or more recipients from the contact screen click Home > Contacts.

Check the contacts you would like to send your message to and click New Message.

The compose page will be displayed with the recipients devices you chose.

Type the message text and hit Send.

Message status can be seen in the Sent Items folder.

Send a Message to Multiple Recipients

You can select to import a list of recipients via Excel.

Create a CSV or Excel file with one column of mobile phone numbers or email addresses. Save it on your computer. Phone numbers must be in international format, e.g. [country_code][area_code][local_number] without breaks, hyphens or spaces.

From the compose page, click the Send to Multiple Recipients button.

In the browser window, choose the Excel/CSV file you created and click Open.

Choose the device you would like the message to be sent (Mobile, Voice, Fax or Email).

Type the text for your message in the text area.

Hit Send.

Message status can be seen in the Sent Items folder.

 

 

Send Personalized Messages to Multiple Contacts

Compose personalized messages and send them to multiple contacts…

… from a selected device:

Manage your Messages

You can manage your incoming and outgoing messages from the Messages menu.

The messages you receive are placed in the Inbox folder according to the time they were received. You can search for a specific message according to the time is delivered.

Message information contains Message type, Attachment indicator, Sender, Subject / Message content prefix, Message received time.

For your convenience, we are showing you the message subject or in case there is not subject – the first few words of the message. For more message details (text and attachments), click on the message subject.

From the Message Details screen you can also delete the message. View detailed information about a message, including date, sender, and recipient, subject, and message body

You can select one or more messages and delete them by clicking on the “Delete” button.

You can delete all the messages from your Inbox by clicking “Empty”.

Usually this folder is empty.Your messages remain in the Outbox folder when:

  • Messages were not received by the recipient provider.
  • Messages are scheduled to be sent at a later time.

In case you have many messages in this folder and you want to search for a specific message, you can either change the time range or search for a specific message by device value or message subject or whether the message information contains message type, attachment indicator, recipient, subject/message content prefix, message received time.

For your convenience, we are showing you the message subject or in case there is not subject – the first few words of the message. For more message details (text and attachments), click on the message subject.

You can select one or more messages and delete them by clicking Delete.

You can delete all the messages from your Inbox by clicking Empty.

Adding a Subject Field, Scheduling Your Message
and Voice Language Settings,

The messages you sent are placed in the Sent Items folder according to the time they were sent.

Messages sent to imported recipient lists can have file attachments

You can search for a specific message by device value or message subject or if the message information contains message type, attachment indicator, recipient, subject/message content prefix, message received time.

  • User can view all read,delivered and sent message(single tick, double tick, coloured tick)
  • Users can vIew a particular message by recipient name in the search bar.
  • Users can view messages in particular by providing start and end dates in search.
  • On clicking a particular message,  a detail of that message is opened, including date, sender, and recipient, subject, and message body.

For your convenience, we are showing you the message subject or in case there is not subject – the first few words of the message. For more message details (text and attachments), click on the message subject.

You can select one or more messages and delete them by clicking on the “Delete” button.

Message Status Page:

In the Summary tab, you can see the message summary grouped by status.

By clicking on “View Message“, you will be redirected to the Message Details screen.

In order to view the most updated message status, click Refresh.

You can also save the statuses of recipients to a file by clicking Save as Excel file.

Contacts and Groups

As the company’s administrator you are able to create contacts and groups in the global contacts list. All of your users will see these contacts and will be able to message them, but none will be able to change them.

You also have your own private contact list, as any other user. This contact list is visible only to you.

As the company’s administrator, you have 2 Contact lists in the menu: Global Contacts and My Contacts. Any contact that you create from the Global Contacts – will be global.Any contact that you create from My Contacts – will be personal.

My Contacts allows the user to view all of the contacts in the list. User can also search for specific contacts

Contact details include: Number, email, description(if any), business name, Fax, Group etc

You can search to find specific contacts in your personal or global contact lists. You can search by name, number, email or any other information item you have on the contact.

From the main Contacts window you can:

View contact information

Create a new message

Add contact to group or remove a contact from a group

Send a message to all the contacts in your contact list

Delete contacts

Import contacts from excel into your contact list

Contacts

You can change all the personal information of your contact in this page. Just don’t forget to click “Save”. You can also delete your contact or send him a new message using the icons on the top left of the screen. At the bottom of the screen you have the option to add him to groups or remove him from groups he is in.

Registered Users

This type of contact is a contact that was created once a user is created in the system. You can view this contact information in this window, but you will not be able to change it. In order to modify a user’s personal details – click “Edit User”.
You can send this contact a new message using the icon on the top left of the screen. At the bottom of the screen you have the option to add him to your personal groups or remove him from them.

Additional Actions from the Contact Screen

In the contacts screen you have the “More” button. The following actions are available:

Send to All Contacts: Sends a message to all the people in your contacts list.

Delete Selected Contacts: Deletes all the recipients you selected using the checkboxes.

Import Contacts: Import contact from Excel into the contacts list. You can import the contact to the main contacts list or directly into a group.

Delete All Contacts: Deletes all your personal contacts.

From the menu, click Contacts.

Click New Contact.

Enter the contacts’ information and hit Save.

From the menu, Click Contacts > New Group

In the displayed Group Settings window, enterthe Group name and click Save.

In order to add contact to your group: click on the Contacts menu item.

Check the contacts you want to add to your group.

Click Group Management button.

Choose the group you want to add your contacts to and hit Apply.

Send to All Groups

To send message to all groups and their recipient via any of the selected options:
Phone, mobile (voice), email, business voice, home (voice), fax etc.

 

Settings

Clicking on the Settings menu opens a sub menu with the following options: Preferences, Advanced and User Profile.

Security

PIN Code Enforcement: By checking this box, all users will be required to enter a PIN code to open the application from their mobile device.

Time Limited Enforcement : Enabling this option will cause a few things in your users’ applications:

All communication from the app will be done using IP. No SMS fallback will be enabled.

Users’ messages will be deleted from their mobile after the set time. The time to live for the messages can be set in minutes, hours or days.

Admin Profile

These settings will be the default settings for all your users:

Company name: will be displayed in the user’s contacts list.

Country: the default country association. Relevant to determine the default country code to be added for outgoing messages. Can be changed by the user.

Language: the default language of the web interface. Can be changed by the user.

Time Zone: the default time zone in which messages will be displayed in. Can be changed by the user.

Preferences

 

In the Preferences page, you define your preferences for Text messages (SMS, MMS, and IP), Voice, Fax and replies.

SMS/IP

You can either send SMS messages or IP messages to the TeleMessage app. You can also choose a combination of both, meaning if the message recipient has TeleMessage app, he will get the message to his app and if not, we will send him an SMS.

Long Concatenated SMS

Since SMS messages are limited in length (up to 160 characters in English), we can limit the amount of SMS messages you send out per message.

For example: if you type a message which is 200 characters long, in order to send it in full, we need to send out 2 SMS messages. You can choose that the system will automatically limit you and send out only the first SMS, regardless of the message original length.

Replies

When you send out a message, we can send this message either from your own mobile number or from a system allocated number.
When recipients reply to these messages, the replies will be routed back to our server, and displayed on the Web or in the TeleMessage app.

SMS Template

If you want to send out a SMS message with a predefine template/structure, you can use one of the following options:

No template: subject, message (default option)

Long: Sender, subject, message (with tags)

Short: Sender subject, message

In case you are sending voice messages on regular basis and would like to begin each message with a predefined voice prefix of your own, you can attach one here.

 

Filtering Rules

You can create, edit and delete rules. Rules are useful for forwarding messages and replying to messages automatically.

Every rule is a combination of condition and action:

The condition refers to the messages to be handled – from where, who is in the To/CC lines, message subject or message text.

The action refers to what should be done with the message – forward it to someone, reply with a specific text etc.

You can also enable or disable a specific rule by clicking on “Enable” or “Disable button. Use this option when you want to temporarily deactivate a rule without deleting it completely.

Quick Text

Quick text is a pre-defined short text that you can embed in your messages.

You can create a new quick text, Edit or Delete it.

Quick texts are added to the message from the compose page.

My Profile

In this page you can see your own personal details and change them.

Security

PIN Code Enforcement: By checking this box, all users will be required to enter a PIN code to open the application from their mobile device.

Time Limited Enforcement : Enabling this option will cause a few things in your users’ applications:

All communication from the app will be done using IP. No SMS fallback will be enabled.

Users’ messages will be deleted from their mobile after the set time. The time to live for the messages can be set in minutes, hours or days.

Reports

This report gives you the count per message type of the messages that a user sent in a predefined timeframe.

View My Usage

The first summary table shows you the total number of message, calls, emails and messages you sent during the requested time interval and how much you were charged for it all.

The 2nd table is detailed per message recipient and you can see per message the following information (If messages were sent to multiple recipients, each recipient will be represented in a row in the table):

Message type – IP, SMS, Voice, Email

Destination – recipient device value

Message delivery status

Message time

Duration – for voice calls

Segments – How many SMS were sent (SMS only)

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