Messenger v5 History and Incoming Messages

Introduction

Everything you need to know about message history and incoming messages...

 

Please see individual topics below, or alternatively expand all.

 

Welcome Screen

Welcome Screen

Messenger v5 is very simple and intuitive to use, there are several main components to the system which you will see listed on the Messenger v5 welcome screen:-

M5.2_Home_Screen

  • Send Messages;
    • selecting recipients
    • composing the message
    • sending the message.
  • Incoming;
    • Easily view replies and incoming texts sent to the school account.
  • Message History;
    • Viewing messages sent and responses received.
  • Authorise;
    • Allow messages to be sent that have been composed by other users without the authority to send messages.
  • Admin;
    • Managing Users
    • Uploading Data and User Preferences
    • Manage Contacts.

Please note: The exact combination of items you see on the welcome screen may vary and are dependent on your individual account's user roles and settings.

The Welcome Screen can be accessed at anytime from within Messenger v5's various pages by clicking the green Groupcall Messenger logo at the top left of the browser window.

Mv5_Header


History & Response Centre

The History view keeps a permanent record of all messages.

History & Response Centre

The History & Response Centre is accessed via the ‘History’ button in the top right - please note you may not have access to this area dependent on your user settings; speak to your Groupcall Administrator if you believe you should have access.

The History view keeps a permanent record of all messages together with;

- Transmitted Date and Time - Message Title - Type of Message - Who sent the message -

- Delivery Status - SMS Count - Email Count -

- Voice Count -


To understand more detail about the individual meanings of message statuses please see below;

Please note, statuses can take time to update as on most occasions the attempt to send the message will have multiple attempts after possible failure. Please allow time for this to take place.

 

Incoming Messages
The ‘Incoming’ tab allows you to easily view incoming SMS messages in one place, with the ability to view the whole conversation in a new screen for complete history.

Incoming Messages

The ‘Incoming’ area of Messenger allows you to easily view incoming SMS messages in one place, with the ability to view the whole conversation for complete context and history.

Incoming_WithConversation

 

Explanation of areas

There are various areas of the incoming pages within Messenger that control what information you can see. An explanation of each is provided below.

Show Messages From...

Use the drop down menu to choose to show messages from;

  • Today
  • Last 7 Days
  • Last 30 Days
  • This academic Year
  • or 'All' incoming messages.

If the number of total incoming unread messages (as shown in the Messenger sidebar) is seemingly higher than the number of unread messages you see on screen, make sure the 'Show Messages From' drop down is set to 'All' and/or that you have checked subsequent pages. You can then filter on unread messages, as explained in the sections below and use the bulk 'mark as read' function.

Filters...

Each column showing a funnel icon M5_Filter_Icon can be filtered on using advanced filtering.

  1. Enter a search term.
  2. Click the funnel icon and select a filtering option.
  3. View list of returned results.
  4. Filter on additional columns in combination as required.
    • e.g. to show messages from Mrs Abbey, regarding her son Ben but not her other children, you can filter on the 'Name' and 'Regarding' column together.

 

Columns...

The columns are;

  • Status
    • Shows if message is Read M5_Read  or  Unread M5_Unread .
  • Name
    • Shows the Name of the person who sent the message to the school.
      • This is ascertained from your contacts database in M5. The system searches your contacts records and displays the name of the contact with which that sending number is associated.
  • Regarding
    • Shows the name of the student to which that message relates.
    • Will only be populated when the original outgoing message expects a response (i.e. Open or Closed, but not Broadcast).
  • Subject/Summary
    • Shows the content of the SMS for ease of reading. You can click any row to get a more detailed view.
  • Received
    • The date the message was received by Messenger v5.
  • Sent By
    • Shows the name of the school user that sent the message to which the reply relates.
    • Will be blank for unsolicited incoming messages and 'replies' to broadcasts.
  • Attendance Updated
    • Allows at a glance visibility with regard attendance updates having been actioned.
    • This gives a clear indication of what messages have and have not been actioned in a busy school office ensuring colleagues do not duplicate work.
    • Please note that a screen refresh is required to show any changes to this column. This can be done using F5 from most browsers, or by simply re-clicking on to the incoming area from the sidebar.
  • [Check Box]
    • Select rows to mark as read in bulk. Checking the box in the header row selects all rows.

 

M5_Conversation_View

Conversation and detailed view

By clicking any row in the summary view, at the top of the page, you can see a conversation view with that contact, as well as access attendance marks for writing back to your school's MIS and open a history pane for that contact.

Incoming Messages Conversation View
From the Incoming Messages page within Messsenger v5, the ‘Conversation View’ allows you to see the parental replies in the context of the message to which they relate.

Incoming Messages Conversation View

From the Incoming Messages page within Messsenger v5, the 'Conversation View' allows you to see the parental replies in the context of the message to which they relate. This gives you more of an understanding of the message meaning; e.g. a reply to a message saying "Stomach Ache" may be confusing, however as soon as you view the reply as a response to an absence message, asking for a reason for a child's absence, the meaning becomes clearer.

Incoming_WithConversation

 

From the 'Conversation View' you can also perform an 'Attendance Update' and write-back to your school's MIS (at present this feature is only available for SIMS schools). This functionality is accessed from the 'Update Attendance' link, located under the text "Conversation with David Abbey" (to the left of the screen).

Mv5_Attendance_WritebackIn the subsequent pop up window, you can;

  • Choose the date to which the absence relates (the selection will default to 'today').
  • Select from the MIS supported attendance codes.
    • Any custom attendance codes that you have set up in your MIS will show in the list.
  • Add a note.
    • The SMS content itself will automatically be copied for you providing full history in the MIS itself.
  • If relevant add a value for minutes late.

 

 

 

Any activity relating to attendance write-back will be shown in the conversation view as a new line when the writeback has been confirmed by the MIS. There will be an accompanying date and time stamp showing when it was written back.

IncomingConversation_AttWBConfirm

 

Export Contact History to Excel
In order to export the message history for an individual contact to a spreadsheet for off-line analysis or recording, simply follow these steps;

Messenger 5 - Export Contact History to Excel

In order to export the message history for an individual contact to a spreadsheet for off-line analysis or recording, simply follow these steps;

  1. Select Tools Manage Contacts.Manage Contacts
  2. Double-click on the row containing the contact for which you wish to export the message history.
    • You can locate the appropriate row in a number of ways;
      • You can manually locate a contact by scrolling through the list and jump through multiple pages by selecting the page numbers at the bottom of the table.
      • You can filter on the columns to make the list shorter; the easiest filter to use in this scenario is to type the Contact's Name into the 'Forename' or 'Surname' column as appropriate and select 'Contains' from the list of possible filter types.
  3. Now click on the spreadsheet icon at the top-right of the table in the pop-up window.
    • You will now be able to open and save the excel file as you would with any other file downloaded from the internet (the exact method for this will depend on your browser and associated configuration).

Contact History Export

Contact History Spreadsheet

 


Next Steps...

If you need any further assistance or get in to any difficulty, please contact your School Administrator. Alternatively, they can contact Groupcall Support on your behalf.

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