SMS Enterprise SERVER Client Help Manual

 
 
Contents
Introduction
Connecting to Server
Managing Contacts
Sending SMS
Receiving SMS
   
   
 Introduction 
   
 SMS Enterprise Server is an SMS system that allows everyone in the company to share an SMS facility on its central server. It works for both English and Mandarin SMSes. 
 There is no bulky, costly and hard to operate machinery. Just a GSM modem the size of a thumb drive, a server software to be installed on your server running Windows OS and an optinoal client software on everyone's workstation (Notebook or desktop) that runs Windows XP or Windows XP. 
 The setup is simple. Insert a mobile phone SIM Card in the GSM modem, plug it into your server and follow the installation guide at the end of this manual. In about 20 minutes, you are already SMS-enabled. 
 If you are using the optional client software, the interface on everyone's workstation is your familiar Windows interface. Setting up contact list is straight forward. Just load them from your excel file.  
 Once the contact list is set up, with a few more mouse clicks, the outgoing SMSes will then be queued at the server. you can then sit back and watch how your SMS broadcast are being sent one by one with their respective names, and other information like bonus points, membership numbers etc of the customer. 
 If there is any response, you can view them from the comfort of your workstation. 
   
   
 Connecting to server 
   
 When the Client is launched, it would attemp to connect to the server if the server address is set. If the server address is not set, as when the client is launched for the first time after installation, click on the "setup" on the status bar 
   
  
   
 A window pops up, fill in the server IP address or internet domain name address. The client name is an arbitrary name to identify the client on the server console. Depending on the the number of client allowed on the server, once the number of client reached that number, server wold stop accpeting further client even if exiting client logsoff. To reset the client list, the administrator has to click on the "clear client" button onthe console of the SMS server 
   
  
   
   
   
 Managing Contacts 
 Click on the "Phone Book" button or select it from the context menu will display the window for managing contacts. The left hand side holds the groups while the right hand side shows the contacts in the groups that are selecred in the left hand pane. 
 The various buttons on the toolstrip are explained below: 
   
  
   
 New 
 By clicking the 'new' button, a window will pop up to enable a new record to be entered. Enter all the required information and click the 'Execute' button to save the record on your contact list.  
 The 'Phone Number' has to be unique in the contact list. If it is already in the contact list, the system would prompt you if you wish to replace the original contact in your contact list. By clicking 'yes', it would be replaced. By clicking 'No', only the additional group would be added to the record. And by clicking Cancel, the entry would be discarded and the original record in the contact list would remain unchanged.  
 The 'birthday' should be entered in the correct format and it is used to compute the age when you wish to send a "Happy Birthday" SMS. 
 By clicking on the heading of the 'Birthday' Column, the entries will be sorted in ascending/descending order of Month and Date. This is also useful for Restaurant type of operation as it can be used to store reservation date instead of birthday so that all reservations on the same date will be listed together. 
 The 'Remark1' to 'Remark6' is any personalized information you may wish to include in your mass SMSes. It could be reservation date and time of restaurant operation, or bonus point gained so far etc. 
 The default group is a blank field. You may enter the group name in it. If the contact belongs to more than one group, just click on the "Add New Group" button on the tool strip above the groups. A new entry would then be added. If you have entered repeated groups, it would be automatically removed before storing it into your contact list. 
   
  
   
 Editing Contacts 
 Right click on the row header of the contact and a window similar to adding new contact would pop up with all fields filled in with the information of the contact concerned. Change the content as required and click on the 'Execute' button. If you change the phone number and it belongs to anohter contact already on the list, the updating would be aborted.
 Please not ethat contacts edited would have its 'Unsub' field unchecked and 'Send' field checked. You may manually adjust it if need be.
   
 Delete 
 To delete any entry in the contact list, you must first click the 'del' check box on the left most column, then click the 'delete' button on the tool strip. Multiple entries can be deleted with a single operation by checking the 'del' checkbox of the entries to be deleted and then clicking the 'delete' button. Please note that if any contact has more than one group and its other group(s) is/are not selected, the contact would still remain in the unselected group(s). This operation would only delete it from the group(s) currently selected. 
   
 Delete All 
 By clicking on the 'DeleteAll' button, you can delete all the entries currently shown in the Contact list in a single operation. Similar to the delete operation, if any contact has more than one group and its other group(s) is/are not selected, the contact would still remain in the unselected group(s). This operation would only delete it from the group(s) currently selected. 
   
 Complete erase 
 'Complete Erase' works like the 'delete' button. However, the major difference is that the selected entries would be completely removed from the contact list regardless of its any other group(s) it belongs to is/are selected or not. 
   
 Save and Open 
 The contact list can be saved and reloaded using the 'save' and 'open' function on the tool strip. The output of the 'save' function is an excel file. It can be read in by the 'open' function subsequently.  
 After you click the 'save' button, a dialog box would appear and ask for the filename and the location it should be saved. Should the information on the software be lost for whatever reason, you can 'open' the saved file and load in the information again. 
   
 Please note that only contacts of the selected groups are saved. If you want to save all contacts, please select all groups by clicking the tick button at the bottom of the group panel. 
   
 To load an Excel sheet into the contact list , click on the 'open' button' on the tool bar. A window would open for you to select the Excel file. After selecting the file, a window would popup to ask for the 'sheet' name of the contacts in the Excel file. It would then go into the sheet and try to find the right column for each field. The excel sheet should have the right column heading for it to successfully find the right column for each field. You may manually change it if need be. To find out how the format of the Excel contact sheet should look like, you may click on the 'new' button and create a new entry in the contact list, then save it into an excel file. You may then open the Excel file to look at the format. 
   
  
   
 Sorting 
 By clicking on the Heading of any column, the entries will be sorted in ascending or descending order of that column. 
 By clicking on the heading of the 'Birthday' Column, the entries will be sorted in ascending/descending order of Month and Date. This also is useful for Restaurant type of operation as it can be used to store reservation date instead of birthday so that all reservations on the same date will be listed together. 
   
 Sending SMS 
   
 Sending Single SMS 
 There are 3 ways of sending single SMS.  
 First, Select the 'Send SMS' on the context menu. 
 Second, clicking on row Header of the contact list, a window with the phone number of that contact will pop up. Just write your message in the 'message' box and click 'send' 
 Third, clicking on row Header of the Received list, a window with the phone number of that contact will pop up. Just write your message in the 'message' box and click 'send' 
   
  
   
 Sending Mass SMS 
 This is the most valuable function of this software. The first task is to select the group you want to send by checking box of the group on the group panel of the phone book window. Everyone in the group would then be displayed on the right panel.  
 You can also uncheck the box under 'send' heading and remove the particular entry from the sending list. (That is, this entry will not be included in the mass sending) Please note that if the Unsub box is checked, (Usually checked automatically when the recepient replid an 'UN' sms.) it will also be excluded. 
 However, you are allowed to manually uncheck it if you need to include the person in the list for some reasons. 
 Next, click on the 'Compose Msg' button on the tool bar and the window for composing message would pop up. 
   
  
   
 Composing Mass SMS 
 The tool strip above the message box has several useful buttons to help you compose your mass SMS. 
 The following is an example of SMS telling the receipient the relationship manager would come calling on the latest promotion.  
   
 By clicking the 'Insert name' button on the tool strip, %name% will be inserted as shown. This would be replaced by the name the customer 
   
 By clicking the 'Insert Remark5' button on the tool strip, name of the respective relationship manager would then be inserted before the SMS is sent. 
   
 Click on the Preview button to check that all SMSes are composed correctly. You may terminate the preview any time by clicking the cancel button. 
   
 You may now choose to send the SMS immeidately or schedule it for later date/time. When you are ready, click on the 'Compose' button and the list of SMSes would be composed and put into the out queue as shown in the panel above. You may note that the TimeStamp column shows the earliest time the SMS may be sent. (It may be delayed for reasons like the system is power off during the scheduled time, or many earlier SMSes to be sent and the system is running late on backlog) 
   
  
   
 Composing Brithday Messages 
 Birthday messages can be composed in a similar way like the mess SMS. You just need to click the radio button for 'birthday' and the message will be scheduled to be sent number of days before the birthday as indicated in the dropdown box following. '0' means the messgae will be sent on the actual day. You may choose the time it should be sent by selecting the time in the dropdown boxes that follow.  
 Birthday messages are scheduled to be sent on the next birthday. That is, if the birthday is already passed, it would be scheduled to be sent on Birthday next year. Contacts that do not have valid birthday entry will be skipped.  
   
  
   
 Composing Advertisement 
 To conform with the Anti-Spamming Regulation, you may click on the 'Advert' button on the tool strip and a template for sending SMS advertisement would appear.  
 Replace the {msg} with the contents of your advertisement and you are ready to send mass SMS to your potential customers. 
   
  
   
   
 Receiving SMS 
 Incoming SMS will be automatically received. When an SMS is received, The server would pass the msg to all logon clients. If the client is not logon, it would then receive the message the next time it is logon tot he server. The number of SMS in the client's inbox is shown in the second status bar opn top 
   
  
   
 By clicking on the folder button next to the number of SMS, a window would pop up to show all messages in the inbox. You can double click on the message to see the whole message. 
   
  
   
 The "last mail downloaded" showed the date and time of the last mail in the inbox. By clicking on the "reset" button next to it, the value would be reset. The client would re-load from the server whatever message that is still on the server the next time the client starts up or when there is a new incoming sms.  
 Please note that all incoming messages are purged from the server if the server is restarted.