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Sending Messages/E-mails

It may be necessary for the Enterprise Controller, on occasion, to send out a broadcast message or e-mail to users, showing up on their Home Page or Inbox, respectively.

To create and send out a broadcast message or e-mail:

1. Select the Admin tab;

2. From the Administration page, select Activity Parameters from the Activities section on the left hand side;

3. Select the Send Messages activity;

A list of previously created messages appears.

4. Click the New Message button;

5. From the Email Template page, enter a Name for the message;

6. Select an appropriate Type of message;

You can choose between `Broadcast Message' or `Email'.

7. Enter a meaningful Description;

8. Enter the date the message Expires;

This field is not required if the message Type is `Email'.

9. Activate the Cancel Enabled? flag if the message requires switching off before expiry;

This flag is not required if the message Type is `Email'.

10. Select an Address distribution list the message is to go out to from the drop-down list;

List Name	Description
AC address list	All users who are part of an Admin centre
Account Holder address list	Account Holder user list
AH with trans last month	Account Holders with transactions in the previous month
AH with Unverified or Queried	Account Holders with Unverified or Queried transactions
AH with Waiting AH trans	Account Holders with transactions/expenses Waiting Accountholder
Broadcast All Users	All active users (one message for all) for Broadcast only
FO address list	Financial Official user list
Supervisor address list	Supervisor user list
SV with verified transaction	Supervisors who have verified transactions
SV with Waiting Approv. trans	Supervisors who have transactions/expenses waiting approval
User address list	All active users (one message per user) for Broadcast and E-mail

11. Enter the Subject heading for the message with the help of the Message Tokens list on the right;

Token Name	Description
TITLE	Title/Salutation (example: Mr, Mrs, etc.)
SURNAME	Surname
POSITION TITLE	Position Title
LOCATION NAME	Location Name
FIRSTNAME	First Name
EMPLOYEE ID	Employee ID
ADMIN CENTRE	Admin Centre
PREVIOUS MONTH TRANS COUNT	Previous month's transaction count
WAITING AH TRANSACTION COUNT	Count for transactions waiting Account Holder
WAITING APPROVAL TRANS COUNT	Count for transactions waiting approval
UNVERIFIED TRANSACTION COUNT	Count for unverified transactions
PREVIOUS MONTH TRANS REPORT	Report for previous month's transactions
WAITING AH TRANSACTION REPORT	Report for transactions waiting Account Holder
WAITING APPROVAL TRANS REPORT	Report for transactions waiting approval
UNVERIFIED TRANS REPORT	Report for all unverified transactions

12. Enter the message Content with the help of the Message Tokens list on the right;

13. Click Update Changes;

You are returned to the Activity Parameters page.

14. Click the Process button.

The message is sent to the required users.

Notes:

· The drop-down distribution list for Address is included with ProMaster by default and is not maintained within the application.

· Likewise, the Message Tokens list is included with ProMaster by default and is not maintained within the application.

Tips:

· To edit an existing message, select a message and click the Edit Message button. Click the Update Changes button when done.

· To delete an existing message, select a message and click the Delete Message button. Click OK when prompted for confirmation.

The other available buttons on the Activity Parameters page:

· Stop - Rolls back whatever the activity processed up to the point the button was depressed. Useful in the case of unintentionally running an activity.

· Disable - Disables an activity. One way it can be used is to prevent the running of activities that are only used occasionally, thus preventing unintentional activation.

· Reset - Resets the Status of a "Disabled" activity.

· View Log - Brings up the most recent activity log for an activity.

To view any other activity log related to an activity, see Activity Log.

· Running Details - Allows you to view the activity log being generated in real-time. Useful when checking on an activity that is taking an unusually long time to complete.

· Refresh - Refreshes the Status column of the list of activities.

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