NetOfficePBX User Guide

ABOUT NETOFFICESMS

NetOfficeSMS is a messaging application that enables you to send and receive text messages from your desktop or mobile device. NetOfficeSMS also enables you to text enable your existing phone number even if it is a landline, VoIP line, or some other phone that is currently not able to send and/or receive text messages. NetOfficeSMS allows you to manage your contacts, message team members, and message customers all from any device that has an internet browser or on which the mobile application is installed.

THE WELCOME TO NETOFFICESMS EMAIL

You should have received an Email like the example shown below from no- reply@message-portal.com when you signed up for the service. This

message contains your login credentials for your account (see “Logging in to web site”).

Enter your Username and Password then select LOGIN

Once you are logged in, the following screen will appear.

There are two menus available from this screen. There is a “Hamburger Menu” in the upper left corner and the “Account Admin Menu” under your username in the upper right corner

1. THE HAMBURGER MENU

The Hamburger Menu icon is at the top left of your screen.

1. Auto Replies to incoming messages based on time-of-day and day-of-week, or Keywords that are texted to the phone number on your account.
   
2. Canned Comments to help you and your employees respond efficiently to frequently asked questions.
   

Reports, Message Logs, and Settings are only available to Administrators. Those functions are explained in the Administrator manual.

Explanations of all other functions can be found in this manual.

The Account Admin Menu icon is at the top right of your screen.

Inside your account, there may be more than one telephone number/location from which you may send or receive text messages. When you click on the Change Location item, you will see a list of Telephone Number/Locations.

When you pick one, you will be sending and receiving messages from that Telephone Number/Location.

Change Password

When you click on the Change Password option, you are presented with the panel to change your password. You must know your Current Password in order to change it.

When you click the Logout option you will be immediately logged out of the system and returned to the login screen.

There are Five quick click options that enable you to utilize your NetOffice account more efficiently.

The  icon at the top of your screen allows you to quickly manage Alerts. Clicking this icon also shows any unread messages.

Based on your user permissions, you may be able to send and receive messages from multiple telephone numbers associated with your account. To change the number from which you are sending or receiving a message, click the “Sending From” area at the top of the screen.

To quickly create a new text, click the button.

The  icon at the top of your screen allows you to quickly manage Autoreplies. Go to section 12 of this manual for complete instructions for managing Autoreplies

The icon at the top of your screen allows you to quickly manage Keywords. Go to section 13 of this manual for complete instructions for managing Keywords

A shortcut to the administration of Canned Comments can be found by clicking either the  or  icons. That will open this screen, from which you can select Canned Comments. Go to section 14 of this manual for complete instructions for managing Canned Comments.

You can import your contacts from any Comma-Separated Values (CSV) file. Select the Hamburger Menu option at the top left:

Select Contacts from the Menu

Click on “Select a CSV file” Note: the file to be uploaded must be available on the device from which you are accessing the web site.

There is a detailed import wizard for importing contacts you have saved from your contacts in other applications. Follow the instructions in the Wizard to export your contacts from Outlook, Sales Force or some other Contact Management Software and then import them into your account.

Manually created contacts are available in your contact list. The name is searchable through your contact menu.

Select the Hamburger Menu option at the top left:

Select Contacts from the Menu

Select the icon, located on the bottom left of the Contacts Menu

Select New Contact from the 3 options

Select the Hamburger Menu option at the top left:

Select Contacts from the Menu:

Click the Contact Name. Click on Edit Contact or Delete Contact

If you select Edit Contact, click on the field that you wish to update.

Enter the information you wish to update and click on Update to save the changes.

The contact information has now been updated and saved.

Lists are groups of contacts that you can message simultaneously. For example, if a team needs to communicate, a list can be created, and your message will be sent to all members of the list.

Click on the Menu and select Contacts.

There are two ways to create lists

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13. LIST CREATION METHOD 1
    

Select the icon, located on the bottom left of the Contacts Menu

From the 3 options provided select New List

1. A private list will only be available for use by the administrator that creates it.
   
2. A public list is available to every user of the account. With the slider in the right position, the list is private.
   

List Slider Set To Private

List Slider Set To Public

Once you have added all the contacts you need, scroll down and click Save.

The second way to create a list is to select the icon next to each contact name directly from the contact list.

Find the first contact that you would like to include in your List and click on

the contact’s icon.

Unselected Contact

Selected Contact

You can select one contact and then search for another. Your new list will include all the contacts you select.

Select the NEW LIST Option.

The next screen will show all the names you selected and ask you to name the new List.

Once a name has been entered, click the save button. Your new List has now been created.

Select the list from the List option on the Contacts Menu. You can now send a message like you would send any other message. All the members of the list will receive the same message.

The auto reply function allows you to respond automatically and immediately to incoming messages with pre-written responses based on the day of the week and the time of day.

To create an Auto Reply:

Click on the Menu and select Automations

From the Automations page select the Auto Reply tab then the add icon  located on the bottom right corner.

Click on the Add button to name your autoreply and enter the message with which you want to automatically respond.

To set the start/end time, select the Start Time for the day you wish to activate. A clock face window will pop up, then set the Hour and the Minute by clicking one of the digits on the clock face.

Setting the Hour

Setting the Minute

After the days and times have been set, click Save and your Autoreply is complete

Keywords are like autoreplies, but instead of responding based on a time-of-day, day-of-week schedule, the response is based on the content of the incoming message.

For example, if a customer messages “hours” to your NetOffice enabled number, the system will respond to “hours” with an automatic response detailing your business’ hours of operation.

To Create a Keyword Reply

Click on the Menu and select Automations

From the Automation screen, select the Keywords tab then the add icon  located on the bottom right corner of the automation screen.

Enter the single keyword you wish to respond to and the message that your customers receive when the word is texted to your number.

You can activate Keywords by moving the slider next to a Keyword. A Keyword is active when the slider is moved to the right. A Keyword is deactivated if the slider is moved to the left.

Canned Comments give you a way to standardize manual responses to incoming texts. While Autoreplies and Keywords do this automatically, a prewritten Canned Comment can be selected by a user as a reply for those times when it would be difficult or impossible to determine the response using an Auto Reply or Keyword.

Click on the Menu and select Automations

select the add icon    located on the bottom right corner of the Automations screen.

When a keyword is within the body of an incoming message, the system will spot that keyword and show a list of Canned Comments for which the keywords match. Items are listed by the short name. The contents of Your Comment is sent as your response.

Enter a short name for your Canned Comment. Enter the contents of the Canned Comment that will be sent when this Canned Comment is selected, and the keywords that will cause the system to suggest this Canned Comment.

Select the Save button to activate your new Canned Comment.

There are two ways to reply using a Canned Comment.

1. Pick from a list of all Canned Comments
   

A user can reply using a Canned Comment by clicking the icon in the reply bar.

The text of the Canned Comment will appear in the reply bar. Click the  icon to send the message

2. Pick from a list of suggested Canned Comments
   

When a keyword is within the body of an incoming message, the system will spot that keyword and show a list of Canned Comments for which the keywords match. This is an example of a Canned Comment called location.

When the text “Hello, what’s your address” is received by the system, the keyword “address” is spotted, and the Canned Comment location is suggested as the response.

If you click on button  the text of the Canned Comment will appear in the reply bar.

Click the    icon to send the message.