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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Text Message Best Practices

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This article provides some best practices for Admins to keep in mind to help prevent excessive text message, or SMS (Short Message Service) message, usage.

 

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Message Customization

Text message notifications are limited to 160 characters. We make it easy for an Admin to see how many characters long a text message is in the Message Customization section of the Send Alert form.

 

Text message character count in message customization section.

 

For text messages that are over 160 characters long, you will need to expand the Message Customization field and make adjustments.

 

Message customization expand button.

 

Once you expand the Message Customization field for the text message, you have a couple of options. If the message is already close to 160 characters, you can make slight adjustments to the text to bring the character count down. Keeping your character count under 160 characters will ensure the SMS message arrives at the recipients' phones in only one segment.

 

If you're close to 160 characters, below are some easy changes that will quickly help reduce character count:

  • Replace and with &
  • Replace 11:00 with 11
  • Replace three with 3

 

If you find yourself regularly drafting internal alerts that exceed 160 characters, consider encouraging staff to download and use the CivicReady app. We recommend that you send lengthy internal alerts as CivicReady app notifications or voice calls.

 

For public alerts that exceed 160 characters, we recommend that you use the Add link to message checkbox, located below the Message Body editor box. Do not use the Add link to message feature for internal alerts.

 

Note: The Add link to message feature should be used for PUBLIC ALERTS only. Adding a link to the text message will make the message content publicly accessible.

 

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When you check the Add link to message checkbox below the Message Body editor box on the Send Alert form, a custom webpage will be created that contains the full message content.

 

Note: The Add link to message feature is for PUBLIC ALERTS only, as adding a link will make the content publicly accessible.

Add link to message checkbox.

 

The custom web link will be appended to your text message automatically.

 

Message link.

 

You can then edit the text message, and significantly reduce the character count, noting that full details are accessible at the "following link." The link is appended at the end of your text message automatically, so you don't have to paste it into your Text Message field under Message Customization.

 

Text message and message preview fields.

 

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Another Viewpoint

Many organizations prefer to send a text message in a critical situation to be able to quickly capture their audience's attention because we all know how quickly email inboxes can become overwhelming and overfilled with emails.

 

Considered sending a simultaneous email and text, with a robust, detailed email and a brief, simple text. The text message can be the attention grabber- sending the recipient off to read the simultaneously received email, or you can use the Add link to message feature as outlined in this article.

 

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