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RavenDesk - Help

Installation

To install RavenDesk you only need to click on “Install Now” at the following link link. Please wait for a few seconds for the installation procedure to be launched, then click on “Open”.

If the runtime Adobe® AIR™ software is not available on the system, the automatic installation procedure will proceed to download it before continuing with the software installation.

For further information you can contact technical support at the support@airtelco.com email address, from which you will receive a response as quickly as possible.

Software interface

The interface is arranged around the following sections:

On the top left is the sender menu, where you will fill in the message sender.

Right below is the box where you will have to fill in the message text.

In the “SMS” box immediately underneath, you can fill in the data for a temporary contact. This is a contact to whom you will send only that one message without adding them to your phone book.

The SMS box is useful if you want to send an sms quickly, without adding the contact to your phone book.

On the top right you can access the main functions of the phone book. Using the drop-down menu you can directly access groups from the phone book and in the grid below you will see contacts who are in the phone book being displayed.

Immediately below you can find an area for entering text to conduct searches in the phone book: there is a “Search” button to launch the search, a “Select” button to select all contacts currently in the grid and a “Delete” button to permanently erase the contacts previously selected.

On the lower right, immediately under the phone book, there is a table which will contain the sending history. This table will show the time and date of sending, the name of the message sent (if you have given it one), the total number of messages, the number of messages successfully sent and the number of messages which caused an error. On the right of the line there will always be a blue arrow: clicking on it will display the sending details.

In the lowest section of the interface is a progress bar which will light up during sending, showing the current status of the SMS sending process. The status of the internet connection is shown on the right of the bar.

The connection status is automatically evaluated by the software while it goes to check whether the AirTelco gateway can be reached.

Configuration of the software

When it is first launched the software will present the configuration wizard, through which you will be able to add the key data for correct use of the software:

  • Your message sender (For example your name, your telephone number or the name of your company)
  • Import a phone book (For further information on importing phone books, see the “Phone book” section)

If you want to activate the configuration wizard once again, you just need to click on File→Configuration.

Login and password

The login and the password are in the activation email which you will have received after you have completed the free registration to the SMS service.

Please remember to enter your Login and Password exactly as provided in the activation email

You will be able to directly enter the access details during the configuration wizard process or by clicking on File→Login and password.

If you have forgotten your login details you will need to contact technical support at the support@airtelco.com email address or by using the “I have forgotten my login data…” button directly from the software's login and password window.

Message sender

The message sender is the heading under which SMS messages will be received by all recipient mobile phones. It is possible to set the message sender simply by writing it in the rectangular area on the upper left.

The message sender can only contain alphanumeric characters and cannot exceed 11 characters

Save a sender

You need to save a sender to use it to send further messages without having to write it down again. To do this you need to click on

Composition → Sender Management → Add Sender and then enter the sender you wish to save and click on “Save”.

Once saved, the sender will be available directly from the drop-down menu on the upper left.

Modify a saved sender

To modify a sender that was previously saved you need to click on Composition → Sender Management → Modify Sender,

then double-click on the sender to be modified and write in the new sender, select it and click on “Modify selections”.

Delete a saved sender

To delete a sender that was previously saved you need to click on Composition → Sender Management → Delete Sender,

then tick the senders that you wish to delete and click on “Delete selections”.

SMS Templates

An SMS template is a text which can be saved within the software for potential re-use in sending other messages in the future.

Save an SMS template

To create a new template you need to click on “Composition → SMS Template Management” or directly on its icon next to the sender selection menu. A window will then be displayed where you can write the name and text for the new template. By clicking on “Save” the template will be saved.

To save the text of an SMS which has just been sent (hence still present in the space dedicated to the message text) as a template, please click on “Template management”, enter a name for the template and click on “Save”.

Load an SMS template

If you wish to load a template that was previously saved you need to go to “Composition → SMS Template Management”, select the template that you intend to load from the list on the left and click on “Load”

Delete an SMS template

To delete an SMS template it is necessary to click on “Composition → SMS Template Management”, tick the template which you intend to delete and click on “Delete”.

Phone book

The phone book will contain information relating to your contacts and will be organised in groups. The information that you can associate with each contact is shown in more detail below:

  • Name
  • Surname
  • Telephone number
  • Date of birth
  • Gender
  • Groups

A contact will automatically be part of the “All” group and will be part of the “Male” or “Female” group based on gender.

The telephone number absolutely must contain the international prefix, for example +39 for Italy, +34 for Spain, +44 for England, etc.

Import a phone book

The RavenDesk software currently allows you to import new contacts from an Excel sheet, CSV or a list of telephone numbers lined up in a text file (.txt). Clicking on “Phone Book Management → Import Phone Book” will display the import window. You will then have three links available through which you can download the three respective examples of phone books in the formats supported.

Once your phone book has been created, click on “Sheet”, select the file which contains your contacts and click on “Import”.

Wait until the software executes checks on all fields of the phone book and performs the import of every single contact in the local phone book.

The import procedure may require anywhere between a few seconds and several minutes, depending on the total number of contacts and the type of file selected

If there is already a phone book within the software, the new contacts imported will be added without overwriting or deleting the previous contacts.

Import options

It is possible before the import phase to specify several options which enable or disable actions that the software will automatically perform during the process of evaluating and importing contacts. In particular, the options currently available are listed in the “Import Settings” box and include:

  • Discard the first line of the file

When this option is selected, the first line of the file will be discarded during the import process. This is useful if, for example, the first line contains column headings rather than contacts.

  • Automatically add the international prefix

When this option is selected, the international prefix shown in the adjacent space will be added automatically to all the telephone numbers in the phone book. Under current specifications, the international prefix can be modified according to your own requirements, for example based on the country which the telephone numbers belong to.

  • Check for duplicate contacts

When this option is selected, a check for duplicate contacts will automatically be executed.

The option to check for duplicate contacts is enabled by default.

When there are duplicate contacts a window will be displayed to specify the duplicates and the number of times they have been found in the phone book. You will then be able to select the contacts which need to be deleted.

Search the phone book

To perform a search within the phone book you simply write the telephone number or part of the telephone number, a name or surname in the area next to the “Search” button and then click on “Search”. Only contacts which satisfy the search criteria will then be displayed in the phone book. To display all contacts again, select all from the “Groups” menu or delete the search term and click on “Search”.

Remember that the search is performed within the group selected

Add a new contact

To add a new contact, without performing any import from an external file, you need to click on “Phone Book Management → Add contact”. This will display a window in which you can enter information about the contact. By clicking on “Save” the new contact will be added to the phone book.

Modify a contact

To modify a contact you need to double-click on the contact in the phone book. This will display a window with information about the contact. It will then be possible to modify the contact's data and to click on “Save” to save the changes made.

Create a new group

To create a new group you simply click on “Phone Book Management → Groups → Add group”, insert the name of the new group and click on “Save”. The new group will be available from the “Groups” menu on the upper right.

Modify a group

To modify an existing group you need to click on “Phone Book Management → Groups → Modify group”, click the group which is to be modified, tick and click on “Modify selections”.

Delete a group

The deletion of a group occurs by clicking on “Phone Book Management → Groups → Delete group”, ticking the groups which you intend to delete and clicking on “Delete selections”.

Add a contact to a group

To add an existing contact to a group that is already listed in the phone book, you need to select the contact in the phone book by ticking the contact in question. Then click on the “Add to group” button which will appear just above the phone book grid.

Delete contacts

To delete one or more contacts from the phone book you need to tick the contacts which you wish to delete and click on the “Delete” button.

Once contacts are deleted, it will no longer be possible to reinstate them.

The message text

The message text can be a simple SMS i.e. with text made up of characters and numbers up to a maximum of 160 characters. Alternatively it can have more than 160 characters i.e. a long SMS (LONG) or contain characters which are not part of the standard GSM alphabet, including for example, Japanese symbols, Cyrillic characters or others. In the latter case the message would be Unicode (UCS) in nature and unicode messages intrinsically cannot be longer than 70 characters. Finally, it is possible to have unicode messages longer than 70 characters, in which case they are known as long Unicode (LUCS) messages.

It is possible to change the type of SMS directly from the drop-down menu in the “SMS” box.

If you add text longer than 160 characters the software will automatically modify the message type. This modification will be visible in the “SMS” box.

If characters which are not part of the GSM alphabet are added, the software will not automatically change the message type and an error message will be generated while the message is being sent, or the message will be received in a format that cannot be properly read. For this reason, it is very important to examine the text which you are adding very carefully.

Variables

It is possible to include variables within the text of every SMS. Variables are distinguished by containing a number enclosed between two curly brackets. The variables available are:

  • {0}

Name of the contact to whom the message is being sent

  • {1}

Surname of the contact to whom the message is being sent

  • {2}

The contact's telephone number

  • {3}

The contact's date of birth

During the sending of the message the software will automatically replace these variables with the information of the contact contained in the phone book.

Let us assume for example that we have a contact in the phone book with the following information:

First name: Mario

Surname: Rossi

Telephone number: +3911111111

Date of birth: 11/12/70

By adding the following text:

Hello {0} {1} your number {2} was drawn in the competition. Congratulations and please contact us to claim the prize.

The message will be modified and received by the recipient in this manner:

Hello Mario Rossi your number +3911111111 was drawn in the competition. Congratulations and please contact us to claim the prize.

Always make sure that the information which you want to add to the text through variables is available in the phone book

Send an SMS

Once the sender of the message is set and the SMS text has been added, you need to select a contact from the phone book or add the number of the recipient within the “SMS” box.

To trigger the sending of the message click on the “Send!” button on the lower right. The “Sending details” window will now be displayed, with a summary of the message which is going to be sent. Within this window, it is possible to give a name to the sending of the message taking place, so as to make it easy to find it in future. Finally, to confirm the sending of the message click on “Confirm and send now”.

If audio is active then after sending the message the software will emit a sound and show a message indicating that the sending has occurred successfully. From this moment on, your dispatch will be listed in the “Sending history”. By clicking on the blue arrow in the history in line with the message sending executed, a window containing the details of your sending will be opened.

Send a single SMS in 4 steps!

The 4 steps to send a single SMS are:

  1. Enter the sender in the upper left
  1. Enter the message text in the box immediately under the sender field
  1. Write the number of the recipient in the “Number” field in the “SMS” box
  1. Click on “Send!” and “Confirm and send now”

Sending to several contacts

Just like when sending a single SMS, to send to several contacts you need to add the message sender and message text and select the contacts from the phone book. Contacts can be selected in various ways, depending on your requirements, for example, by searching contacts with a certain first name or a particular telephone prefix. Or by selecting a group from the menu on the upper right.

Once the contacts or group of contacts which you wish to send the message to have been specified, click on the “Select” button which is right under the phone book. The contacts selected are distinguished by the active tick in the left column.

Now click on the “Send!” button on the lower right. The “Sending details” window will now be opened. Set a name for the sending and click on “Confirm and send now”.

At the end of the sending phase, the message sending will be available in the “Sending history”. To display the details it will be necessary to click on the blue arrow.

Sending in 6 steps!

The 6 steps to send a message to several contacts are :

  1. Enter the sender in the field on the upper left
  1. Enter the text in the field immediately under the sender
  1. Select the phone book contacts on the right (“Select” button)
  1. Click on the “Send!” button on the lower right
  1. Check that the text is correct in the “Sending details”
  1. Click on the “Confirm and send now”button

Sending history

The “Sending history” box contains a list of all sendings performed using the software from your computer. The grid for the history is made up of 8 columns, detailed as follows:

  • Date

The date on which the sending was performed

  • Name

The name which was assigned to the sending

  • Quality

The quality applied to the sending

  • Num. SMS

The total number of SMS messages sent

  • Success

The number of SMS messages correctly sent

  • Error

The number of SMS messages causing an error

  • Blue arrow

Button to display the sending details

  • Red X

Button to delete the sending from the history

By deleting a sending from the history it will no longer be possible to reinstate it, and as a result it will no longer be possible to restore the correct value for the sending statistics available in the software. It is therefore only advisable to delete if you are sure that you know what you are doing.

The default name of the sending is “Send-date-and-time”, which you can modify from the “Sending details” window which appears after you have clicked on the “Send!” button

Sending details

Clicking on the blue arrow in the sending history will cause a window to appear showing the details of the sending that has been executed. The window is made up of a grid With 4 columns, detailed as follows:

  • Mobile

Telephone number to which the message was sent

  • Sender

Message sender

  • Text

Message text

  • Status

Status of the message (Waiting, Delivered, Error)

On the lower right there is a counter which indicates the total number of messages. The messages causing an error will be highlighted in red while messages delivered successfully will have their status highlighted in green.

On the lower left there is an area in which it is possible to lay down search criteria to easily identify the messages contained in the list.

Statistics

The software makes it possible to display graphical statistics by year, month and day.

Selecting the year from the menu on the upper left will modify the pie chart based on the months in which the sending of messages was executed. Clicking on the month within the pie chart will display the statistics for days in the bar chart underneath. Moving the mouse over a specific day will display the exact number of messages successfully sent on that day.

Software updates

RavenDesk has a system of automatic update, which will simplify the process of updating the programme after the release of a new version by the AirTelco team. Each time it starts up, the software will automatically check for the presence of new versions and will ask you whether to perform an update.

It is also possible to look for new updates manually by clicking on “File → Updates”

It is still possible to update the software directly from the website, by following the same installation procedure.

Control of credit

To check your remaining credit, simply click on “File → Check credit” and the software will open a window in which your remaining credit will be displayed, expressed in the currency you selected during activation. In the event that the login and password entered are incorrect, the system will return credit equal to zero.

It is also possible to check your credit by accessing the private area directly.

ravendesk_help_en.txt · Last modified: 2012/02/14 16:40 (external edit)
 
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