Send Alert Form

Alerts can be sent to groups or individuals within your organization. Based on a user's role, their alert form may differ.

Important Notes

• The fields available depend on your Custom Alert Forms setup. The following instructions cover the most common alert form used within the system. To see how to adjust this form check out Edit Custom Alert Forms. To include Social Media in the alert, you will need to update your custom alert form. 

Instructions

1. Sign in to your site
2. Navigate to Send Alert 
   
   
   Note: After navigating to the Send Alert page, you will see an additional navigation menu on the left side of the screen. This is the outline of the Send Alert Form that is assigned to your role. As you complete the alert form, the selected values will populate here as a reference as you continue through the create alert process. 
   
3. Click Select Template to apply an Alert/Poll Template (optional)
   
   
   1. Choose the template category, then select the template Name
      
   2. The template will apply to the alert
4. Choose the Priority of the alert
   
   
   Note: If you intend to send ETN (Emergency Telephone Network) calls to landlines using the mapping tool, Emergency priority must be selected since those phone numbers have not opted-in to receive alerts. Learn more about Alert Priority.
   • Emergency: Will automatically select all default delivery methods and add all voice options.
   • Non-emergency: The default priority, will automatically select any default delivery methods (text, email, mobile app).
5. Alert Sender Information will auto-populate to the current users' information unless manually adjusted
   
6. (Optional) Choose an Existing or New Incident
   
   
   Note: Depending on which Incident you choose there will be different template options. This is not tied to templates and will only show if you have Incident Management.
   1. Enter an Incident Location, then click Confirm
7. Add Recipients from the Internal or Public Directory. You can choose specific users or a group.
   
   
   • Internal Directory 
     
   • Public Directory
     
   • Map Selection
     
     
     Note: Filtering can be applied on the map to specific public groups. This is added by clicking Add filters within the Map Tool Selection tool once the shape is sent to the form.
8. Create your alert Message 
   
   
   • Subject: Add the title of the alert
   • Message Body: Configure the content that will be displayed in the body of the message
   • Add a link to the message: Selecting this box makes the contents visible to the public. Additionally, this Alert will be made available through your organization's RSS feed (which shows the 10 most recent alerts). Learn more about the Add link to message functionality.
   • Add an Attachment: Select the image icon to attach an image or link to the message
9. Enable/disable the Delivery Method(s) for the alert
   
   
   Note: Changes to the alert Priority may affect Delivery Method selections.
   • Mobile App: The CivicReady app
   • myAlerts App: The public MyAlerts app
   • Email: Email address
   • Text Message: Text/SMS message. In Reports, the Sent status indicates that the SMS alert message was sent to the carrier. The Delivered status indicates that the carrier delivered the message to the recipient. 
   • Voice: Voice call 
   • Fax: Fax message
   • Emergency Telephone Notification: Data imports from white and yellow page phone numbers
     
     Note: Emergency Telephone Notification can only be used for true emergencies as it is not "subscribed" users. To send alerts to this channel, you need to select the area on the map.
10. Customize Text Message, Voice, and/or Social Media messages, as needed
    
    
    • Text Message: Content will populate from the Message Body field, view a preview, and configure as needed
      
    • Voice: Only available for Emergency priority. The voice message will populate from the Message Body. Select or upload an Audio File.
      
      
      Note: Only MP3 and WAV file types are accepted.
    • Social Media: Select the social media accounts you would like to send the alert to and configure the post(s). If needed, upload an image to include in the social media posts. 
      
11. Set Priority Voice Settings
    
    
    • None: The default option; all available voice numbers will be called once.
    • User Preference: Calls will be made according to each contact's preferred order.
    • Override: Calls will be made according to the order defined in the list. Drag and drop options into your desired order.
12. Set an Expiration date for the alert
    
13. (Optional) Schedule the alert in the future
    
    
    • Date/Time: Set the scheduled date and time for the alert to be sent
    • Recurring: Choose a recurring option for the alert
14. Preview the alert message and click Send
    
    
15. Click Confirm to send the alert message
    
16. View your sent message on the History/Reports tab