PCCW mobile SMS Web Access 2.0 User Guidelbs.pccwmobile.com/mapserver/PCCWmobile_SMSWeb... · PCCW mobile SMS Web Access 2.0 User Guide Version 2.1.2 ... new password, ... Delivery/Expired

Version: 2.1.2

PCCW mobile

SMS Web Access 2.0

User Guide

Version 2.1.2

11 March 2011

Version: 2.1.2 Page 2 of 85

Table of Content 1 Introduction .................................................................. 4 2 General .......................................................................... 5 2.1 Getting started ................................................................................ 5 2.2 Login/Logout ................................................................................... 5 2.3 Switch between normal and secure access .......................................... 6 2.4 Switch between languages ................................................................ 6 2.4.1 Switch during login ..................................................................... 7 2.4.2 Switch after login ....................................................................... 7

2.5 Change password ............................................................................. 8 3 Sending Message ........................................................... 9 3.1 Compose message ........................................................................... 9 3.1.1 UEMO Filtering ......................................................................... 12

3.2 Checking on Outbox ....................................................................... 13 3.2.1 Outbox information ................................................................... 14 3.2.2 Status of sent messages ............................................................ 14 3.2.3 View full message content ......................................................... 15 3.2.4 Search message ....................................................................... 16 3.2.5 Delete message ........................................................................ 17 3.2.6 Show deleted message .............................................................. 18 3.2.7 Show scheduling message ......................................................... 19 3.2.8 Update scheduled message ........................................................ 20 3.2.9 Cancel scheduled message ........................................................ 22 3.2.10 Export Outbox message .......................................................... 24

3.3 Batch Upload ................................................................................. 28 3.3.1 UEMO Filtering ......................................................................... 31

3.4 Batch Upload Status ....................................................................... 32 3.4.1 Batch upload status information ................................................. 33 3.4.2 Delete batch ............................................................................ 33 3.4.3 Show deleted batch .................................................................. 34 3.4.4 Confirm unconfirmed batch ........................................................ 35 3.4.5 View batch detail ...................................................................... 37 3.4.6 Cancel batch ............................................................................ 40

4 Receiving Message ...................................................... 42 4.1 Inbox information .......................................................................... 42 4.2 View full message content ............................................................... 43 4.3 Search message............................................................................. 44 4.4 Delete message ............................................................................. 44 4.5 Show deleted message ................................................................... 45 4.6 Export Inbox message .................................................................... 46

5 Message Template ....................................................... 50 5.1 Message template information ......................................................... 50 5.2 Create message template ................................................................ 51 5.2.1 Adding dynamic field in message template ................................... 53 5.2.2 Filling dynamic field in template when composing message ............ 55

5.3 Delete message template ................................................................ 60 5.4 Edit message template ................................................................... 61

6 Phone Book ................................................................. 62 6.1 Phone book information .................................................................. 62 6.2 Create contact in phonebook ........................................................... 63 6.3 Create group in phonebook ............................................................. 64


6.4 Import phonebook.......................................................................... 65 6.5 Export phonebook .......................................................................... 66 6.6 Search contact/group in phonebook ................................................. 67 6.7 Delete contact/group in phonebook .................................................. 68 6.8 Edit contact/group in phonebook ...................................................... 68

7 File Format .................................................................. 69 7.1 Batch Upload – Recipient File ........................................................... 69 7.2 Batch Upload Status – Batch Detail .................................................. 71 7.3 Inbox – Message Log ...................................................................... 72 7.4 Outbox – Message Log .................................................................... 73 7.5 Phone Book – Import/Export ........................................................... 74 7.6 Open exported file .......................................................................... 75

8 Supervisor Mode .......................................................... 79 8.1 Subordinate Batch Status ................................................................ 80 8.2 Subordinate Inbox.......................................................................... 81 8.3 Subordinate Outbox ....................................................................... 82

9 FAQ ............................................................................. 83 10 Service Information .................................................... 85


1 Introduction

PCCW mobile provides SMS service to corporate customers on the web for sending

SMS to and receiving SMS from mobile subscribers.

This document serves as the user guide of the PCCW mobile SMS Web Access 2.0, it

describes the features of SMS Web Access 2.0 to the audiences and let them use the

web interface more efficiently.


2 General

2.1 Getting started

Use a web browser to go to the below URL:

The web user interface URL is http://wfm.pccwmobile.com

2.2 Login/Logout

Figure 1 – Login page

1) Input your username and password, then press the “OK” button (Figure 1).

2) If either the username or password is incorrect, the Invalid login page (Figure

2) will be shown. If login is successful, the head page after login will be shown

(Figure 3).

3) After login, you can logout by clicking the logout button at the header of each page (as illustrated in Figure 3).


Figure 2 - Invalid login

Figure 3 - Head page after login

2.3 Switch between normal and secure access • The system will adopt secure mode (HTTPS) by default.

• You can uncheck the secure access option on the login page if you prefer

using normal mode (HTTP) (secure mode requires higher processing ability

from your desktop because of data encryption. You can switch to normal

mode if the speed is too slow and if you do not need data encryption during

transmission).

2.4 Switch between languages You can switch user interface language on the login page or page header after

login.


2.4.1 Switch during login

Figure 4 - Login page (switch language)

• Click on the desired language (highlighted on Figure 4).

2.4.2 Switch after login

Figure 5 - Head page (switch language)

• Click on the desired language (highlighted in Figure 5) at the header.


2.5 Change password

1) Click on “Options” (Figure 6) 2) Enter old password, new password, and then confirm new password

(Figure 7)

Figure 6 - Click Options at Head Page

Figure 7 - Change Password


3 Sending Message

3.1 Compose message By following the steps below, you can send a message to mobile users.

1) Click the “SMS” tab 2) Click “Compose message” in the menu on the left (Figure 8)

Figure 8 - Compose message

3) A message can be sent to multiple recipients. Recipients can be added by

clicking on a contact in the phonebook on the right or entering a

recipient’s mobile number. Each recipient should be separated by semi-

colon (;)


Note:

• Recipient number format: +[country code][area code][phone

number], eg +63 18 9499900

• The +852 country code is not necessary for Hong Kong numbers

• Use a semi-colon (ie ;) to separate recipient entries

• Support up to 200 recipients

4) Enter the message content. The total number of characters and number

of available characters/SMS are shown below the content box (max 765

characters for Eng, 335 characters for Chi), you can insert a message

template by clicking the “Template” button at the top-right corner of the

content box (refer to section 5 for details of message template)

5) [Schedule Message] Check the radio button beside “Date”, choose the send date and time for schedule message (Figure 9), skip this step for

sending immediately (Keep the radio button beside “Immediately”

checked).

Figure 9 - Schedule message


Note:

• Max schedule date is 14 days from the current date

6) [UEMO (Don-Not-Call Registers)] Check the checkbox of UEMO (Do-Not-Call Registers) Filtering to enable such feature (Figure 10), refer to

3.1.1 for details.

Figure 10 Enable UEMO filtering


7) Press “Submit” to send the message. If a message is sent, a result

message would be shown (Figure 11)

Figure 11 - Message sent

3.1.1 UEMO Filtering

The “Unsolicited Electronic Messages Ordinance” (UEMO) has fully commenced on

22 December 2007. Senders of commercial electronic messages are required not

to send commercial electronic message to any telephone number registered in

the “Do-not-call Registers” starting from the tenth working day of its registration,

unless consent has been given by the registered user of the relevant telephone

number. The UEMO filtering is provided to follow such ordinary.

When enabled, system would check the recipient against the “Do-not-call

Registers” list provided by OFTA. If the recipient number exists in the list, then

the message would not be sent out, and the status of such record in the Outbox

would be “Filtered”.


3.2 Checking on Outbox

After sending message, there would be records appear in the Outbox (housekeep

for 3 months).

Figure 12 – Outbox

1) Click the “SMS” tab 2) Click “Outbox” in the left-hand menu

3) The Outbox will be shown (Figure 12)


3.2.1 Outbox information

In the list (as shown in Figure 12), each row represents a message (whether

single or long SMS) to a recipient. Below shows the detail of each record:

3.2.2 Status of sent messages

Recipient The name of the recipient (if defined in phone book)

Recipient Number The mobile number of the recipient

Content The message content

Send/Scheduled Time The time user submits or schedule the message

Delivery/Expired Time The time when message reaches final state (e.g. delivered, expired)

Status The Status of the message, refer to below table for details

Scheduling User scheduled the message to be sent out in a future time

Sent Message has been successfully sent out to the destination operator

(or inter/international carrier), and awaiting for the result

Delivered Message delivered to recipient successfully

Partially Delivered User sent out a long SMS (longer than standard) that would be

delivered in separated SMS within standard SMS length. However,

some of the SMS delivered successfully, bur the others are not.

Failed Message sent to the destination operator (or inter/international

carrier), however the destination SMSC returned Fail status to the

system

Expired Message sent to the destination operator (or inter/international

carrier), however it could not be delivered to the mobile (e.g. mobile

turned off or not in coverage). Destination SMSC retried for several

times but still not successful until the expiry (if the expiry not

specified by user, the default is 7 days for PCCW mobile numbers

and 3 days for other numbers)

Rejected Message sent to the destination operator (or inter/international

carrier), however the destination operator rejected this message

request

Barred Recipient of the message is a non-PCCW mobile number, however

this user is allowed to send message to PCCW mobile number only

Filtered The recipient of the message has registered at OFTA Don-Not-Call

list, before sending the message the system checked against the

DNC list and so filtered out the message request

Cancelled After scheduled the message but not yet sent out, user cancelled the

request by clicking on of the message in the outbox


3.2.3 View full message content

The content may be too long to show on the outbox page, to view the full

content, click on the content of the corresponding message (Figure 13)

Figure 13 - Show Full Message Content


3.2.4 Search message

User can search specific message according to the below criteria:

Figure 14 - Searching on SMS Outbox

After entered all searching criteria, click on the “Search” button to start the

searching.

From / To The send/scheduled date of the message

Content The keywords contained in the message content

Quick search The message status, select from a drop down list

All – search for all messages

Scheduling – search scheduled message

Sent – search sent message

Delivered – search delivered message

Partially Delivered – search partially delivered message

Failed – search failed message

Expired – search expired message

Rejected – search rejected message

Barred – search barred message

Filtered – search filtered message

Cancelled – search cancelled message

Recipient The mobile number of recipient


3.2.5 Delete message

1) Check on the checkbox of the message to be deleted (or check on the

checkbox at the header to select all messages)

2) Click on the “Delete” button 3) “The selected SMS message(s) has/have been deleted.” would be shown

(Figure 15)

Figure 15 - Message deleted


3.2.6 Show deleted message

The deleted messages are hidden in default, to show them in the list, check on

the “Show deleted” checkbox on the top-right corner (Figure 16). The deleted

message would be shown in grey color.

Figure 16 - Show deleted message in Outbox


3.2.7 Show scheduling message

The scheduled messages are hidden in default, to show them in the list, check on

the “Show scheduling” checkbox on the top-right corner (Figure 17).

Figure 17 - Show scheduling message in Outbox


3.2.8 Update scheduled message

1) Check on “Show scheduling” to show the scheduled message

2) Click on (Figure 18)

3) Edit the content and schedule date/time of the message (Figure 19)

Figure 18 - Update Scheduled Message


Figure 19 - Edit scheduled SMS


3.2.9 Cancel scheduled message

1) Check on “Show scheduling” to show the scheduled message

2) Click on (Figure 20)

3) Click on “OK” to cancel the scheduled message (Figure 21)

Figure 20 - Cancel Scheduled Message


Figure 21 - Confirm Canceling Scheduled Message


3.2.10 Export Outbox message

1) Click on the “Export” button (Figure 22)

Figure 22 - Click on Export


2) Confirm by pressing “OK” button (Figure 23)

Figure 23 - Confirm Export Outbox Messages


3) Click on “Download” button (Figure 24)

Figure 24 - Download Outbox Messages

Note:

• For exporting a lot of records, it may need to process for several

minutes between steps 2 and 3. Please be patient to wait for the

processing.


4) Click on “Save” button to save the export file in PC (Figure 25)

Figure 25 - Save Outbox Messages to PC


3.3 Batch Upload

1) Click the “SMS” tab 2) Click “Batch upload” in the left-hand menu (Figure 26)

Figure 26 - Batch Upload

3) Enter the message content (enter [?] for dynamic field, see section 7.1 for

details)

4) Click “Browse” to choose recipient file 5) Check/uncheck the checkbox of “UEMO (Do-Not-Call Registers) Filtering”

to enable/disable UEMO filtering, refer to 3.3.1 for details.

6) Choose your file’s encoding format.

7) Choose “Immediately” for start time, or enter the start date/time (Max 14

days from current date)

8) Choose “from network default” for default validity period, or define your

own validity time (minimum: 5 min, maximum: 7 days)

9) Press the “Submit” button.

10) Our system will analyze your file and provide the result (Figure 27)


Figure 27 - Batch upload submitted


11) After validating the batch upload, a message would be prompted for

preview and confirmation (Figure 28)

Figure 28 - Batch upload validation completed


12) Verify the batch upload result, preview the first 5 records, click “Confirm”

to send the message (Figure 29)

Figure 29 - Batch upload preview and confirm

Note:

• For uploading a file with a lot of recipients, it may need to process for

several minutes at step 9. Please be patient to wait for the

processing.

• Maximum no. of recipients is 20,000

• Maximum file size of recipient file is 3MB

3.3.1 UEMO Filtering

The “Unsolicited Electronic Messages Ordinance” (UEMO) has fully commenced on

22 December 2007. Senders of commercial electronic messages are required not

to send commercial electronic message to any telephone number registered in

the “Do-not-call Registers” starting from the tenth working day of its registration,

unless consent has been given by the registered user of the relevant telephone

number. The UEMO filtering is provided to follow such ordinary.

When enabled, system would check the recipient against the “Do-not-call

Registers” list provided by OFTA. If the recipient number exists in the list, then

the message would not be sent out, and the status of such record would be

“Filtered”.


3.4 Batch Upload Status

User can check back the batch upload status at the Batch Upload Status page.

1) Click the “SMS” tab 2) Click “Batch upload status” in the left-hand menu (Figure 30)

Figure 30 - Batch Upload Status


3.4.1 Batch upload status information

In the list (as shown in Figure 30), each row represents a batch of message

sending. Below shows the detail of each record:

3.4.2 Delete batch

1) Check on the checkbox of the batches to be deleted (or check on the checkbox at the header to select all batches)

2) Click on the “Delete” button 3) “The selected job(s) has/have been deleted.” would be shown (Figure 31)

Figure 31 – Batch Deleted

Ref ID Batch reference number

Submission Time The time when batch submitted

Delivery Time The time to start sending out the message in the batch

Total Recipients no.

(SMS no.)

Total number of recipients in the batch (total number of SMS in this

batch)

Delivered Recipients

no. (SMS no.)

Number of recipients that the message has been delivered to

(number of SMS that has been delivered)

Fail Recipients no. Number of recipients that the message is failed to sent to


3.4.3 Show deleted batch

The deleted batches are hidden in default, to show them in the list, check on the

“Show deleted” checkbox on the top-right corner (Figure 32). The deleted


Figure 32 - Show Deleted


3.4.4 Confirm unconfirmed batch

When user has not confirmed a batch during batch upload complete notification

(see Figure 28 in section 3.3), he/she can do so in “Batch upload status”

1) Click on of the unconfirmed batch (Figure 33)

2) Verify the batch upload result, preview the first 5 records, click “Confirm”

to send the message (Figure 34)

Figure 33 - Click to enter Confirm/Cancel Page


Figure 34 - Confirm/Cancel Batch


3.4.5 View batch detail

To download the detail of a batch:

1) Click on of the batch (Figure 35)

2) Click on OK to confirm exporting the batch detail (Figure 36)

3) After a while, the export would be completed, click on the Download

button to download the file (Figure 37)

4) Click on the Save button to save the file in PC (Figure 38)

Figure 35 - Click to Download Batch Detail


Figure 36 - Click OK to Confirm Download

Figure 37 - Download Batch Detail


Figure 38 - Save Batch Detail to PC

Note:

• For downloading a batch detail with a lot of messages, it may need to

process for several minutes between steps 2 & 3. Please be patient

to wait for the processing.


3.4.6 Cancel batch

If user would like to cancel a batch:

1) Click on of the batch (Figure 39)

2) “The selected job has been cancelled” would be shown (Figure 40)

Figure 39 - Click to Cancel Batch


Figure 40 – Batch Cancelled

Note:

• Messages that have already been sent could not be cancelled


4 Receiving Message

All messages sent/replied from mobile users to web user could be found in the

inbox (Figure 41)

1) Click the “SMS” tab 2) Click “Inbox” in the left-hand menu

3) The Inbox will be shown (Figure 41)

Figure 41 - Inbox

4.1 Inbox information

In the list (as shown in Figure 41), each row represents a message (whether

single or long SMS) from a mobile user (sender in this case). Below shows the

detail of each record:

Sender The name of the sender (if defined in phone book)

Sender Number The mobile number of the recipient

Content The message content

Receive Time The time user receives the message


4.2 View full message content

The content may be too long to show on the inbox page, to view the full content,

click on the content of the corresponding message (Figure 42)

Figure 42 - Inbox Full Message Content

Note that for those unread message the whole record would be bold (Figure 43)

Figure 43 - Unread Message in Inbox


4.3 Search message

User can search specific message according to the below criteria:

Figure 44 - Searching on SMS Inbox


searching.

4.4 Delete message

1) Check on the checkbox of the message to be deleted (or check on the

checkbox at the header to select all messages)

2) Click on the “Delete” button 3) “The selected SMS message(s) has/have been deleted.” would be shown

(Figure 45)

Figure 45 - Message Deleted in Inbox

From / To The receive date of the message

Content The keywords contained in the message content

Quick search The message status, select from a drop down list

All – search for all messages

Unread – search unread messages

Read – search read messages

Deleted – search deleted message

Sender The mobile number of sender


4.5 Show deleted message

The deleted messages are hidden in default, to show them in the list, check on

the “Show deleted” checkbox on the top-right corner (Figure 46). The deleted


Figure 46 - Show Deleted Message in Inbox


4.6 Export Inbox message

1) Click on then “Export” button (Figure 47)

Figure 47 - Export Message in Inbox


2) Confirm by pressing “OK” button (Figure 48)

Figure 48 - Confirm Export Inbox Messages


3) Click on “Download” button (Figure 49)

Figure 49 - Download Inbox Messages

Note:

• For exporting a lot of records, it may need to process for several

minutes between steps 2 and 3. Please be patient to wait for the

processing.


4) Click on “Save” button to save the export file in PC (Figure 50)

Figure 50 - Save Inbox Messages to PC


5 Message Template

1) Click the “SMS” tab 2) Click “Message template” in the menu on the left (Figure 51)

Figure 51 - Message Template

5.1 Message template information

In the list (as shown in Figure 51), each row represents a message template

defined previously. Below shows the detail of each record:

Template name The name of the template

Template content The content of the template


5.2 Create message template

1) Click on the “Create” button (Figure 52)

Figure 52 - Create Message Template


2) Enter the template name

3) Enter the content of the template

4) Click “Save” to confirm the message template (Figure 53)

Figure 53 - Defining Message Template


5.2.1 Adding dynamic field in message template

Beside a static message template, user can define a dynamic message template

by adding dynamic fields in the content (Figure 54). This dynamic fields can be

fill up each time when invoking such message template in composing message

(please refer to section for details).

Figure 54 - Adding Dynamic Field

After clicking on the “Add field” button, there would be a [X] appears in the

content box, where X is the field number, and a field record would be appears

below the content box, user can easily refer the field with this record by the field

number.


There are 5 types of fields that user can add:

User can also define the default value for each field, but it has to follow the

corresponding field format.

Below shows an example of a message template (Figure 55):

Figure 55 - Message Template sample

Type Format Description

Free Text - User can type any characters in a free text field

Numeric 0-9 Only numeric characters are allowed

Date yyyy-MM-dd User can select a date from calendar

Date & time yyyy-MM-dd hh:mm User can select a date from calendar and select

the time

List xxx/yyy/zzz User can select from a pre-defined list, where

xxx, yyy, zzz are the items in the list and

separated by “/”


5.2.2 Filling dynamic field in template when composing message

1) When composing message, click the “Template” button to invoke a

message template (Figure 56)

Figure 56 - Invoking a message template when composing message


2) Select a pre-defined message template from the list (Figure 57 & Figure

58)

Figure 57 - Select Template from list


Figure 58 - Select Message Template "Meeting Details"

3) Filling out the dynamic fields and preview the message on the right (Figure

59 - Figure 61)

4) Click “Done” button when finish to back to Compose page (Figure 62)


Figure 59 - Select Date and Time

Figure 60 - Select from List


Figure 61 - Fill Free Text

Figure 62 - Finish Filling Message Template


5.3 Delete message template

1) Check on the checkbox of the message template to be deleted (or check

on the checkbox at the header to select all message templates)

2) Click on the “Delete” button (Figure 63)

Figure 63 - Delete Message Template


5.4 Edit message template

1) Click on of the corresponding message template (Figure 64)

2) Make necessary changes accordingly 3) Click “Save” button when finish (Figure 65)

Figure 64 - Edit Message Template

Figure 65 - Make Change on Message Template


6 Phone Book

1) Click the “Phone book” tab to show the phonebook entries (Figure 66)

Figure 66 - Phone Book

6.1 Phone book information

In the list (as shown in Figure 66), each row represents a contact or group.

Below shows the detail of each record:

Name Name of the contact or group

Mobile number Mobile number of the contact

Company Company of the contact or group

Department Department of the contact or group


6.2 Create contact in phonebook

1) Click the “Create contact” on the left menu (Figure 67)

2) Fill out information of the contact (Name and Mobile Number are

mandatory)

3) Click on “Save” button when finish (Figure 68)

Figure 67 - Create Phone Book Contact

Figure 68 - Filling Information of a Contact


6.3 Create group in phonebook

1) Click the “Create group” on the left menu (Figure 69)

2) Fill out information of the group (Name and at least one Member are

mandatory)

3) Click on “Save” button when finish (Figure 70)

Figure 69 - Create Phone Book Group

Figure 70 - Filling Information of a Group


6.4 Import phonebook

1) Click the “Import” on the left menu (Figure 71)

2) Select the contact file 3) Select the encoding of the contact file 4) Click “Submit” button to start import (Figure 72)

Figure 71 - Import Phone Book

Figure 72 - Import with Contact File


6.5 Export phonebook

1) Click the “Export” on the left menu (Figure 73)

2) Click “Save” button to save the phone book to PC (Figure 74)

Figure 73 - Export Phone Book

Figure 74 - Save Phone Book to PC


6.6 Search contact/group in phonebook

User can search specific contacts/groups according to the below criteria:

Figure 75 - Search Contact/Group in Phone Book


searching.

Below are quick search options (no need to click “Search” button:

Drop down list All – search in all entries

Contact Only – search in contacts

Group Only – search in groups

Text box The keywords contained in the contact/group name

Letters [A-Z] Show contact/group with name started with the selected letter

Other Show contact/group with name started with non-alphabet (e.g.

Chinese name)


6.7 Delete contact/group in phonebook

1) Check the checkbox of the corresponding contacts/groups (or check on the checkbox at the header to select all)

2) Click on the “Delete” button to finish (Figure 76)

Figure 76 - Delete Contact/Group in Phonebook

6.8 Edit contact/group in phonebook

1) Click on of the corresponding contact/group (Figure 77)

2) Make necessary changes accordingly 3) Click “Save” button when finish

Figure 77 - Edit Contact/Group in Phonebook


7 File Format

7.1 Batch Upload – Recipient File

• The file should be in CSV format.

• The file encoding can be ASCII, Big5 and UTF-8.

• If any fields contain a comma (,), then double quotes (“) should be used to

enclose the field.

• Each row should contain the following field(s):

Field name Mandatory Remarks

Recipient number Yes - Recipient number format

(+[country code][area code][phone no.])

- If for HK local number, no need +852

- Contact name in phone book can’t be used

Dynamic field 1 No The first [?] in the message

Dynamic field 2 No The second [?] in the message

:

:

:

:

:

:

Dynamic field n No The nth [?] in the message

Note that number of [?] in message should be the same as the number of

dynamic fields in the recipient file.

Example:

Figure 78 - Message in Batch Upload


Figure 79 - Recipient file

Figure 80 - Message Preview in Batch Upload


7.2 Batch Upload Status – Batch Detail

• The file is in CSV format

• Header row:

"Recipient","Message","Number of SMS","Status","Delivery/Expired time"

• Each following row should contain the following field(s):

Field name Remarks

Recipient number Mobile number of recipient

Message The message content sent to the recipient

Number of SMS The number of SMS sent to the recipient

Status The status of the message (refer to section 3.2.2

for status detail)

Delivery/Expired

time

The time of message delivered/expired


7.3 Inbox – Message Log


• Header row:

"Message ID","Sender Number","Sender","Content","Status","Receive Time","Deleted"

• Each following row should contain the following fields:

Field name Remarks

Message ID The ID of the message

Sender number The mobile number of the sender

Sender The name of the sender (if found in phonebook)

Content The message content received

Status Status of the message

Read

Unread

Receive time The time when receiving the message

Deleted Whether the record is deleted


7.4 Outbox – Message Log


• Header row:

"Message ID","Recipient Number","Recipient","Content","Status","Sent/Scheduled Time","Delivery/Expired Time","Deleted"


Field name Remarks

Message ID The ID of the message

Recipient number The mobile number of the recipient

Content The message content received

Status Status of the message (refer to section 3.2.2 for

status details)

Sent/Scheduled

Time

The time when the message sent/scheduled

Delivery/Expired

Time

The time when the message is delivered

Deleted Whether the record is deleted


7.5 Phone Book – Import/Export


• Header row:

"Name","Company","Department","Mobile number","Group Name","Remark"


Field name Remarks

Name The name of the contact

Company The company of the contact

Department The department of the contact

Mobile number The mobile number of the contact

Group Name The group name of the contact. For import, if the

group does not exist in the phonebook, the

system would create it after the import

Remark The remarks of the contact


7.6 Open exported file

When opening exported file (CSV) with non-ASCII characters (e.g. Chinese), user

cannot open with MS Excel directly, consequence of which would be improper

display of those non-ASCII characters. Please follow the below instructions to

correctly display the file.

1) Open MS Excel and create a new workbook (Figure 81)

Figure 81 - New workbook in Excel


2) Select Menu->Data->Import External Data->Import Data (Figure 82)

Figure 82 - Import Data

3) Select the desired file (Figure 83)

Figure 83 - Select Source File


4) Select Delimited and corresponding encoding then click Next (Figure 84)

Figure 84 - Import Step 1 (Delimited & Encoding)

5) Select Comma as Delimiter and click Finish (Figure 85)

Figure 85 - Import Step 2 (Comma)


6) Click OK to finish (Figure 86)

Figure 86 – Finish Importing

7) Record displayed correctly in Excel (Figure 87)

Figure 87 - CSV File Opened with Excel


8 Supervisor Mode

For supervisors, they can check (view only) the batch status, inbox/outbox of

their corresponding subordinates (Figure 88)

Figure 88 - Supervisor Mode


8.1 Subordinate Batch Status

1) Click “Subordinate batch status” on the left menu

2) Select the subordinate to check (Figure 89)

Figure 89 – Subordinate Batch Status


8.2 Subordinate Inbox

1) Click “Subordinate inbox” on the left menu


Figure 90 - Subordinate Inbox


8.3 Subordinate Outbox

1) Click “Subordinate outbox” on the left menu


Figure 91 - Subordinate Outbox


9 FAQ

1) I have to send message to the whole group defined in the

phonebook, do I need to enter the numbers or select the contacts

one by one?

No, you can just double click on the phonebook group to add those

numbers into the recipient field when composing the message.

2) I have scheduled a message in the Compose page, but cannot

found it in the Outbox, why?

By default, scheduled message would not be displayed in the outbox,

you can check at the “show scheduling” checkbox at the top-right corner

of the Outbox page to view back the scheduled message.

3) Can I cancel a scheduled outgoing message?

Yes. Please refer to section 3.2.9.

4) Why does the time of the message seem not the same as on my

PC?

The time of the message is the system time at the server that is

synchronized with HKO standard time. Please check that whether your

PC time is synchronized with HKO standard time.

5) Do I need to fill in all the search criteria when making a search in

the Inbox/Outbox?

No. You do not need to fill in every field. You just need to complete the

field you want to search with. If you want to search for “Peter” and have

no concerns over time, you should enter “Peter” in the

“Sender/Recipient” text input. If you want to search messages sent by

“Peter” today, you should enter today’s date in the “From/To” input and

“Peter” in “Sender” input of Inbox.

6) What is the difference between “Delivered” and “Sent” status?

“Delivered” means that the recipient received the message, while “Sent”

means that the message has been sent out to the destination operator.

Please refer to section 3.2.2 for status detail.

7) I have accidentally deleted a record in Inbox/Outbox, how can I

“undelete” it?

You have no way to “undelete” the deleted messages, but you can view

back the deleted messages, refer to section 3.2.6 & 4.5.

8) When opening exported file, the Chinese characters cannot be

displayed correctly, how can it be fixed?

Please refer to section 7.6.

9) How long would the records in Inbox/outbox be kept?

3 months.

10) What should I choose for Encoding type when submitting batch

upload file?

It depends on your input encoding. Typically: If your file contains

English (include numbers and symbols) only, then choose ASCII. If your


file contains Traditional Chinese, then choose BIG5. If your file contains

other language (e.g. Japanese), then choose UTF-8.

11) What is the “Valid until” at batch upload for?

It is the “expiry” of the message, maximum 7 days from the start time.

You can define it according to your need. If not specified, it would be 7

days for PCCW mobile number and 3 days for others.

12) How can I view back the detail of a batch upload job?

You can click on of the batch upload job to download the detail in

CSV file.

13) How long would the records in Batch upload status be kept? 2 months.

14) Can a contact belong to different group in the phonebook? Yes, you can assign the same contact to different groups in the

phonebook.

15) When importing contacts into the phonebook, do I need to

specify all fields?

You only need to specify the mandatory fields, i.e. name and number.

For other fields, you can just leave it blank in the CSV file, e.g.

Name,Company,Department,Mobile number,Group Name,Remark

Chan Tai Man,,,66241857,,

16) Is there any character not allowed to be sent in SMS? Below characters are not allowed in the SMS:

` (Acute) ~ (Tilde) ^ (Caret) | (Vertical Bar) [ (Open Square Bracket) ] (Close Square Bracket) { (Open Curly Bracket) } (Close Curly Bracket)


10 Service Information

Technical Information

Idle session timeout for login 5 hours

Retention Period for message in inbox 3 months

Retention Period for message in outbox 3 months

Retention Period for batch records in batch upload status 2 months

Max number of recipients per normal message 200

Max number of characters per normal message 765 (ASCII) 335

(Non-ASCII)

Max schedule period for normal message 14 days

Max file size for batch upload 3MB

Max row per each batch upload file 20000

Max number of characters per batch upload message 765 (ASCII) 335

(Non-ASCII)

Max number of dynamic fields in batch upload recipient

file

25

Number of previewed messages shown on batch upload

confirmation page

5

Number of invalid records shown on batch upload

confirmation page

50

Max schedule period for batch upload message 14 days

Max number of phone book entries per login 5000

Max number of contacts per group 5000

Max number of message templates per login 50

Max character per message template 765 (ASCII) 335

(Non-ASCII)

Max number of fields in 1 message template 25

Max number of global phone book entries per corporate 5000

Max number of global message templates per corporate 50

Service Information

7 x 24 Hotline Contact 28887733

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