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Create and Manage Alerts in the CivicReady App

  • Updated:

This article will show you how to create, send, and interact with an alert from the CivicReady, now CivicPlus’ Mass Notification system, mobile app.

 

Important Note

  • To ensure the accurate delivery of your messages sent from the CivicReady mobile app, update to the latest version:
  • For alerts to the public, voice messages should only be selected as a delivery method for emergencies. Sending voice messages to the public as non-emergency calls may violate Federal Communications Commission (FCC) guidance.

 

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Create and Send an Alert

Mass Notification system users with permission to send alerts in the web application can also create and send alerts in the CivicReady app.

 

  1. Ensure you are logged into the CivicReady app
  2. Tap the drawer menu
    CivicReady app homescreen, drawer menu.
  3. Select Send Alert
    Drawer menu, send alert option.
    Note: You can also bypass the drawer menu by selecting the Quick Acrion Send Alert button on the app home screen.
    App home screen, quick action send alert button.
  4. Tap the Select Template field to apply a pre-existing template to this alert, if desired
    Select template field.
      1. Select a template from the list
        Template list.
      2. Tap Ok on the New Template pop-up
        New template alert.

    Note: Selecting a template will return you to the Create Alert form and auto-populate the fields shown in the steps below.
  5. Tap the Recipients field to select or edit alert recipients
    Recipients field.
    1. Select a recipient directory type
      Recipient options.
      • Internal Directory: View internal (staff) contacts and groups
      • Public Directory: View public (resident) contacts and groups
    2. Select Add Contacts to add specific contacts, or select Add Groups to add a group of recipients that are part of pre-existing groups
      Add contacts and add groups options.
    3. Select the circle next to each group or contact that you would like to add to the alert
      Internal directory recipient list.
      Note: To see and select users within a group, navigate through the group structure to view the list of members.
    4. Tap Done to preview all groups and contacts that have been added to the alert
      Done button.
    5. Repeat steps 2 through 4 as necessary
    6. Tap the back arrow to return to the recipient directory screen
      Back button.
    7. Repeat steps 1 through 6 as necessary
    8. Tap the back arrow to return to the Create Alert form
      Second recipient back button.
  6. Edit or enter the subject for the alert in the Subject field, as desired
    Subject field.
  7. Tap the Delivery Method field to select the methods that will be used to distribute the alert
    Delivery method field.
    1. Select the desired delivery methods
      Delivery method options.
      • Use default delivery settings: Toggle this option on to use the default alert methods set by account admins; toggle this feature off to make changes to any non-default settings
      • Mobile App: Send this alert to users that have subscribed to mobile app alerts
      • Email: Send this alert to users that have subscribed to email alerts
      • Text Message: Send this alert to users that have subscribed to text message alerts
        • Primary Mobile Phone: Send this alert to the primary mobile phone number of users that have subscribed to text message alerts, if applicable
        • Secondary Mobile Phone: Send this alert to the secondary mobile phone number of users that have subscribed to text message alerts, if applicable
      • Voice: Send this alert to users that have subscribed to voice alerts
        • Mobile Phone: Send this alert to the mobile phone number of users that have subscribed to voice alerts, if applicable
        • Business Phone: Send this alert to the business phone number of users that have subscribed to voice alerts, if applicable
        • Home Phone: Send this alert to the home phone number of users that have subscribed to voice alerts, if applicable
      • Fax: Send this alert to users that have subscribed to fax alerts
        Note: For alerts to the public, voice messages should only be selected as a delivery method for emergencies. Sending voice messages to the public as non-emergency calls may violate Federal Communications Commission (FCC) guidance.
    2. Tap Cancel to make no changes and return to the Create Alert form, or tap Save to save any new selections and return to the Create Alert form
      Cancel and save options.
  8. Tap the Enter Message field to add a message to the alert
    Enter message field.
    1. Enter a message
      Message screen.
      Note: Messages can be typed using the keyboard or dictated using your device's microphone.
    2. Use the text and paragraph formatting options to edit the styling of the message, if desired
      Message formatting options.
    3. Tap the Image icon to browse for and upload images that will be included with the message, if desired
      Image button.
      1. Select the Image Info tab and fill in the information fields as desired
        Image properties, image info fields.
        Note: Most customers will only use the Browse Server, Alternative Text, Width, and Height fields.
          • URL: This field will auto-populate with the URL of the image selected with the Browse Server button
          • Browse Server: Select an image that was previously uploaded to the system, or upload an image to the system from your device (the URL of the selected image will auto-populate the URL field)
          • Alternative Text: Enter an alternative text description for the image that will be displayed if the image cannot be rendered
          • Width: Enter a specific width for the image in pixels, if desired
          • Lock icon: Click to lock or unlock the aspect ratio of the image to indicate whether or not the relative width and height of the image should be maintained when the image is resized
          • Refresh icon: Click to reset the width and height of the image to their original dimensions
          • Height: Enter a specific height for the image in pixels, if desired
          • Border: Enter a border width in pixels to add a border to the image, if desired (if no number is entered, the image will not have a border)
          • HSpace: Enter the amount of whitespace that should exist to the left and right of the image in pixels, if desired
          • VSpace: Enter the amount of whitespace that should exist above and below the image in pixels, if desired
          • Alignment: Select an option to indicate if the image should be left- or right-aligned, if desired
          • Preview: See a preview of how your image will appear in relation to the body of text
      2. Select the Link tab and fill in the information fields to turn the image into a hyperlink, if desired
        Image properties, link fields.
        • URL: Enter a URL that will open when the image is selected, if desired
        • Browse Server: Select an uploaded image or upload an image that will be linked to the alert image, if desired (the URL of the selected image will auto-populate the URL field)
        • Target: Select an option to indicate whether the image link should open in a New Window, the Topmost Window, the Same Window, or the Parent Window within the user's browser, if desired
      3. Click Ok
        Image properties, okay button.
    4. Click Save to save any changes and return to the Create Alert form
      Save button.
  9. Tap the Link to Message toggle to create a shortened link to the alert message, if desired
    Link to message toggle.
    Note: Toggle this option on to create a custom webpage that contains the full content of the Message field. A link to this webpage will be automatically appended to text message alerts if texting has been selected as a delivery method. We recommend using this option for public alerts only, as the creation of this link will make the content publicly accessible.
  10. Tap the Text Message field to edit the text of the SMS (text) alert message if applicable and desired
    Text message field.
    1. Edit the text of the text message, as desired
      Edit message field.
      Notes:
      • Message text can be typed using the keyboard or dictated using your device's microphone.
      • Text messages are limited to 160 characters.
      • To reset all fields on this screen, navigate to Menu (circle with three horizontal dots icon) > Reset. To clear the current contents of the Edit Message field, tap Clear (x-and-square icon), if desired.
        Menu option and clear button.
    2. Preview the text message
      Message preview field.
      Note: If the Link to Message option has been toggled on, a short link will appear at the end of the Message Preview. This message link does count towards the message's 160-character limit.
    3. Tap Save to save any changes and return to the Create Alert form
      Save button.
  11. Tap the Voice Message field to add or edit a voice recording for the alert if applicable and desired
    Voice message field.
    Note: For alerts to the public, voice messages should only be selected as a delivery method for emergencies. Sending voice messages to the public as non-emergency calls may violate Federal Communications Commission (FCC) guidance.
    1. Edit the text of the voice message, as desired
      Voice message text box.

      Notes:
      • Message text can be typed using the keyboard or dictated using your device's microphone.
      • To reset all fields on this screen, navigate to Menu (circle with three horizontal dots icon) > Reset. To clear the current contents of the Edit Message field, tap Clear (x-and-square icon), if desired.
        Voice message menu and clear button.
    2. Tap Select an audio file to add a pre-existing audio file from the system server to this alert, if desired
      Select an audio file option.
    3. Tap Play to listen to the selected audio file, if desired
      Play audio file.
      Note: Tap Clear (x-and-square icon) to the right of the Play button to remove the current audio file, if desired.
    4. Tap Record Audio to record a new voice message, if desired
      Record audio option.
      Note: You may be prompted to give the app permission to access your device's microphone before you are able to use this feature.
    5. Tap Save to save any changes and return to the Create Alert form
      Voice message save button.
  12. Tap the Social Media field to send the alert to social media via pre-connected accounts if applicable and desired
    Social media field.
    1. Edit the text of the social media message, as desired
      Edit social media message.
      Notes:
      • Message text can be typed using the keyboard or dictated using your device's microphone.
      • Message length may be limited to a specific number of characters depending on the selected social media platform.
      • To reset all fields on this screen, navigate to Menu (circle with three horizontal dots icon) > Reset. To clear the current contents of the Edit Message field, tap Clear (x-and-square icon), if desired.
        Clear social media message.
    2. Click the toggle next to an account name to share the social media message from that account
      Social media accounts toggle.
    3. Tap Attach Image to add an image from your device to the social media message, if desired
      Attach image button.
      Note: You may be prompted to give the app permission to access your device's photos before you are able to use this feature.
    4. Tap Save to save any changes and return to the Create Alert form
      Social media save button.
  13. Tap the Priority field
    Priority field.
  14. Select a Priority for this alert
    Priority options.
    • Emergency: Mark this as an emergency message
    • Non-Emergency: Mark this as a non-emergency message
  15. Review the alert form
    Create alert form.
  16. Tap Next
    Next button.
  17. Preview the alert
    Recipient view preview.
    Note: Users can tap the back icon (left arrow icon) to edit the alert at any time prior to sending.
    Back icon.
  18. Tap Send to send the alert
    Send button.

 

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Initiate a Chat from an Alert

Administrators with the Initiate Chats permission can initiate chat conversations in the mobile app. Any administrator not given this permission will be able to participate in a chat, but they cannot start a chat session.

 

  1. Ensure you are logged into the CivicReady app
  2. Tap the drawer menu
    App home screen, drawer menu.
  3. Tap Alerts Received
    Drawer menu, alerts received option.
    Note: If you were the sender of this alert, you can also select Communication Sent.
    Drawer menu, communication sent icon.
  4. Select the desired alert
    Alerts received list with example alert highlighted.
  5. Tap Secure Chat (chat bubble icon) to send secure messages to the alert sender, all alert recipients, or others
    Incident alert screen and secure chat icon.

 

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Initiate a Reply to an Alert or Forward an Alert

Users with the ability to create and send alerts can also create and send alerts that include the details of a previously sent alert as a reply, reply all, or forward.

 

  1. Ensure you are logged into the CivicReady app
  2. Tap the drawer menu
    App home screen, drawer menu.
  3. Tap Alerts Received
    Drawer menu, alerts received option.
    Note: If you were the sender of this alert, you can also select Communication Sent.
    Drawer menu, communication sent option.
  4. Select the desired alert
    Alerts received list with example alert highlighted.
  5. Tap Send Alert (arrow icon) to create and send an alert that includes the text of the original message as a reply, reply all, or forward
    Incident alert screen and send alert icon.

 

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