Overview
The Urgent Notify application provides the ability to create event-based notifications that are sent to a designated response team. For example, if someone at your organization dials 911, the Urgent Notify app can send a notification to your crisis team, with details of the call.
Different Urgent Notify notifications can be set by creating multiple configurations. Each configuration monitors a dialled number from selected locations or extensions, and then sends a notification to a designated team.
How to Access the Urgent Notify App.
Using a browser, navigate to the Urgent Notify Application by clicking Here.
Login using your Business Voice Portal Credentials.
You may also launch the Urgent Notify app from the TeamHub gallery app, located on the app’s Home page.
How to Create a new Configuration:
Select the Configuration option from the menu on the Left side of the page.
Click the + Configuration button in the top right corner of the window.
Enter the required information as described in the Urgent Notification Configuration section below.
How to Edit an existing Configuration:
Select the Configuration option from the menu on the Left side of the page.
Hover over the Configuration to be edited.
Click the Actions Icon on the right side of the configuration row. Select the Edit option from the dropdown menu.
If the selected Configuration is active, click the DEACTIVATE button, at the last step of the configuration wizard.
Make the desired changes as described in the Urgent Notification Configuration section below.
How to Delete an existing Configuration:
Select the Configuration option from the menu on the Left side of the page.
Hover over the Configuration to be edited.
Click the Actions Icon on the right side of the configuration row. Select the Delete option from the dropdown menu.
How to Activate & Deactivate a Configuration
Activate a Configuration
Click the ACTIVATE button, at the last step of the configuration wizard.
Deactivate a Configuration
Click the DEACTIVATE button, at the last step of the configuration wizard.
Urgent Notification Configuration
1. Basic Info
Enter the following information and then click to the NEXT button in the bottom right corner of the screen.
Name *
Enter a name for this configuration.
Timezone *
Select the timezone to be used.
SMS *
Select the SMS number that will be used to send out the notifications.
The numbers you may use here have to be 10DLC format numbers, purchased through the SMS Campaign Registry App, and associated with an active campaign created in the same app.
A pre-populated list of these type of numbers will appear when clicking the dropdown. If you don’t have any of these numbers available, you may click on the Buy a Number button available at the top of the dropdown.
For more information about 10DLC numbers and campaigns, read the SMS Campaign Registry App article.
Email when errors occur
Enter an email address that error messages can be sent to.
2. Trigger Number
This section of the configuration defines what will trigger the urgent notification. Enter the following information and then click to the NEXT button in the bottom right corner of the screen.
When this number is Dialled: *
Enter a number or extension that when dialed will trigger the urgent notification. (Example: 911)
…by the following locations or extensions
Several options are allowed with this information.
All Locations - if this is checked then if the trigger number entered above is dialled by any location or extension within the company the urgent notification will be triggered.
If “All locations” is uncheck and you select/check 1 or more locations, then if the trigger number entered above is dialled by any extension within the selected locations the urgent notification will be triggered.
If “All locations” is uncheck and you select/check 1 or more Extensions, then if the trigger number entered above is dialled by any selected extension the urgent notification will be triggered.
3. People Notified
This section of the configuration defines who will be notified and the method. In this section the list of existing contacts is displayed with the option to Edit, Delete, or Add Contacts.
After clicking the + Contact button or the Edit icon, enter the following information and then click the NEXT button in the bottom right corner of the screen.
Name - Enter the name of the contact.
Email or Phone - Enter how the contact is notified.
Email - Enter the email address where the notification is to be sent.
Phone Message - Enter the Text messaging number where the notification is to be sent.
Click the Save button.
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4. External Data
This section is optional and is for advanced users. In this section you can configure the notification flow to retrieve information from an external website. The information retrieved can be added as output data which then can be added to the notification messages. To get a complete guide on how to use external data, click on the button EXTERNAL DATA
To activate the usage of external data, select/check the checkbox next to the “Get additional Data”.
5. Notification Message
This section of the configuration defines the message that will be sent. Enter the following information and click the NEXT button in the bottom right corner of the screen.
Enter SMS Message - This is the body of the SMS message that will be sent to the contacts when an Urgent Notification is triggered. This message will only be sent to the recipients that have a valid phone number added in the Contacts section.
Enter Email Message - This is the subject and body of the email message that will be sent to recipients when an Urgent Notification is triggered. This message will only be sent to the recipients that have valid email addresses entered in the Contacts section.
Variables: Variables can be added to the SMS and email messages. This can provide more details about the call. To see a complete list of the variables available, including any external data you may have set at the previous step, click the SEE ALL VARIABLES button. To add a variable:
Enter a left bracket { and a list of the available variables is displayed.
select the desired variable.
6. Recipient Response
If no response is required from the contacted personnel, ensure that the “ Should contacts respond? '' checkbox is unchecked, and proceed to the Test and Activate steps below.
If the “ Should contacts respond? ” checkbox is selected/checked, a link will be added at the end of the SMS and/or email messages that are sent out.
When a message recipient clicks the link, the recipient will be provided the information and responses configured below. All responses along with the date and time that the response was received will be recorded for reporting purposes.
Response Configuration
Enter Response Title
Enter a title for the response.
Enter Response body
Enter a statement that provides guidance for responding to the message
Options * - At least 2 response options are required.
Add an response option:
Click the “ + OPTION “ button to add a new option
Label
Enter a label for the response button.
Redirect URL or Number
URL - Optionally a URL can be provided to redirect the respondent to a different website.
Edit an existing option:
Hover over an existing option and click the Edit icon.
Delete an existing option:
Hover over an existing option and click the Delete icon.
Footers - here you can add any information or links you want to better inform or direct your audience; this information will appear at the bottom of the Recipient Response form.
Proceed to the Test and Activate steps below.
Test and Activate
Test
Click the Test bottom
Follow the instructions as provided.
Activate
Click the ACTIVATE button at the bottom of the page.