SMS SERVER Help Manual

 
 
Contents
Introduction
Managing Contacts
Sending SMS
Receiving SMS
SMS Information Kiosk
   
   
 Introduction 
   
 SMS Server is a low cost SMS system that allows SMEs and individuals to manage customer relationship in a way that is both efficient and low cost. 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, and a small piece of software that runs on your Windows notebook or desktop PC. 
 The setup is simple. Insert a mobile phone SIM Card in the GSM modem, plug it into your computer and follow the installation guide at the end of this manual. In about 10 minutes, you are already SMS-enabled. 
 The interface is your familiar Windows interface. Setting up contact list is straight forward. Advance users can even upload the contact list via a text file.  
 Once the contact list is set up, with a few more mouse clicks, you can then sit back and watch how your SMS broadcast are being sent one by one with their respective names, salutations, and other information like bonus points, membership numbers etc of the customer. 
 If any customer should respond with 'un', it would automatically mark the phone number as 'unsubscribed'. The system would then refrain from SMS broadcast to that number. 
   
 The SME edition comes with an SMS information kiosk feature that would automatically respond to customer's enquiry. Customer may ask about your operating hours, next promotion event or even his/her own accumulated bonus points. For every question you set up in the SMS information kiosk, you can also choose to respond only to phone numbers in your contact list or any number from the general public. 
   
 As this is the first edition of SMS Server, you can look forward to more exciting features to be added. All updates are free, at least for the time being. 
   
   
 Managing Contacts 
 The upper portion of the window (Phonebook) is the list of your phone number contacts 
 The various buttons on the toolstrip are explained below: 
   
 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 a text file that can be read in by the 'open' function. Do not edit the text file as you may inadvertently corrupt it and cannot be reloaded back into the software again 
 After you click the 'save' button, a dialog box would appear and ask for the filename and the location it should be saved. The text file generated is for backup purpose. Should the information on the software be lost for whatever reason, you can 'open' the saved file and load in the information again. 
   
  
   
 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 'add' button to save the record on your contact list.  
 When sending out mass SMSes with personalized name inserted, the salutation (Mr, Ms etc) will be automatically affixed in front of the name with one space in between for the English version. However, for the Chinese version, the salutation would be affixed after the name.  
 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 'Remark' 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. 
   
  
   
  
   
 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 and then clicking the 'del' button. 
   
  
   
 Open Phone Book 
 You can load selected entries from the SIM card phonebook into the contact list. Click on the 'Open Phonebook' button and a window will be opened with all the entries from your SIM card's phone book. 
 Check the entries you want to load into your contact list and click 'add to list' 
   
  
   
  
   
 Delete All 
 By clicking on the 'DeleteAll' button, you can delete all the entries in the Contact list in a single operation. 
   
  
   
 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 
 By clicking on row Heading 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' 
   
  
   
 The same operation can be done on the entries in the list of 'Received SMS'. Just click on the row header and a similar window will pop up with phone number filled in 
   
 Finally, click on the 'Send Single SMS' button and a blank form will pop up for sending SMS to any phone number. 
   
 Sending Mass SMS 
 This is the most valuable function of this software. By default, everyone on the contact list will be sent a copy of the SMS that you enter into the box in the centre of the window 
 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) 
 The checkbox under 'unsubscribe' column is, by default, not checked. To conform to anti-spamming regulation, the box will be automatically checked when the receipient responds to your sms with 'UN' 
 However, you are allowed to manually uncheck it if you need to include the person in the list for some reasons. 
   
 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 a sales agent sending out mass sms to all his customer informing them of their bonus points 
   
 By clicking the 'Insert name' button on the tool strip, %name% will be inserted as shown. This would be replaced by the name and the salutation of the customer later 
   
  
   
 By clicking the 'Insert age' button on the tool strip, %age% will be inserted as shown. This will be replaced later by the age computed from the birthday of the customer. 
   
  
   
 By clicking the 'Insert Birthday' button on the tool strip, %DOB% will be inserted as shown. This will be replaced later by the birthday of the customer. 
   
  
   
 Finally, by clicking the 'Insert remark' button on the tool strip, %remark% will be inserted as shown. This will be replaced later by the bonus point in the remark column of the customer. 
   
  
   
 Before clicking the 'send' button to initiate the mass sending operation, you can click on the 'preview' button to preview all messages. 
 Two examples of the messages which are ready to be sent are shown below. 
   
  
   
 Finally, click the 'send' button and all the messages will be sent. 
   
 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, a message box will pop up for 6 seconds. 
   
  
   
 The incoming SMS will be inserted in the bottom of the window under 'Received SMS' 
 By double-clicking the entry in the 'Received SMS' list, the same message box will open so that the whole content can be viewed easily. 
   
 Please note that all incoming messages are transferred to the 'Received SMS' list and deleted from the SIM card. This is to prevent 'memory full' condition of the SIM card. This condition would certainly appear if the SIM card is left in the GSM modem for prolonged period of time. It would prevent further incoming SMSes from coming in. 
   
 The incoming SMS will be inserted in the bottom of the window under 'Received SMS'. 
   
 Archiving incoming SMSes 
 By clicking on the 'save to text file' button on the tool strip on the 'Received SMS' list. 
   
 Deleting incoming SMSes 
 Individual entry of received SMS can be deleted by checking the check box under the 'Del' column followed by clicking the 'delete' button on the tool strip. Multiple entries of received messages can also be deleted simply by checking their respective check boxes before clicking the 'delete' button. 
 If all received messages are to be deleted, simply click on the 'DeleteAll' button on the tool strip. 
   
   
 SMS Information Kiosk 
 This feature is only available on SME edition. The concept of SMS information kiosk is to set up a predefined set of questions to answer to any enquiry. 
 Click on the 'info kiosk' button and a window will pop up for you to enter questions and answers. 
   
  
   
 The examples you see in the diagram above are two questions and answers 
 Questions can be any string of alphanumeric words with no space in between. It would be the first word in the incoming enquiry SMS message from the customer. 
 The software would respond automatically to the SMS using the Answer provided. It is, therefore, important that the "question" should be easy to remember (by the customer) and not a common word that would appear as the first word of an incoming SMS.  
 The checkbox under the column 'mbr only' indicates that the software would only respond with the provided answer if the phone number of the incoming SMS in on the contact list. In this way, no answering SMS would be sent to an unknown number. 
 However, you may want to uncheck it if you are providing answers to on your operating hours etc to serve the general public 
 Similar to mass SMS, the answer can be personalized by inserting %name%, %DOB% and %Remark% by clicking the respective 'Insert name', 'Insert birthday' and 'insert remark' buttons on the tool strip during composition 
 The automatically generated response to the respective query, which included personalized information from the contact list, are as follow: