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1. Scope
The scope of this process is to make known the different communication options that the system offers for constant interaction among the users who interact with the system:
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Communications
Autoresponders
Automatic messages that the system sends automatically after certain actions occur in the system.
Interactive messages from the Backoffice
Banners
Notification bell
Mass messages
Timeline
1.1. Software Coverage
Automatic Communications (Autoresponders)
Communications
Announcements
Banner
Popup
Timeline - Message Wall
Mass Email Sending
2. Definitions
It is important to understand some terms related to the communication module that are frequently mentioned in this document and enable a clear understanding of what is expressed here.
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The Timeline - Message Wall is a social wall, meaning it is an internal social network where users can send messages in text, image, or video format and stay in touch with other users of the system.
3. Featured Functionalities
3.1. Communications
Contact Us: This form allows both registered and non-registered individuals on the platform to get in touch with the brand to address any inquiries, etc. Once users request information through the "Contact Us" form, an email autoresponder will be activated and sent to the user, confirming that their message has been received.
Event-Based Notifications: Sends notifications based on communication channels defined by the company whenever an event occurs, such as (order creation, incident creation and modification, new registration, etc.).
4. Conditions
For the proper utilization of the software functionalities, it is necessary to have previously defined technical and/or business elements such as:
Brand Manual: Define the structure, form, logo, appropriate usage of the brand, and typographic styles to include and maintain the essence and philosophy of the company.
Content Plan: Define the focus and necessary objectives to be covered in the content.
Graphic Schemes: Definition and coverage of graphic schemes to establish key ideas, points of interaction, and user flows.
Communication Channels: Define the means of communication with customers (email, text messages, etc.).
Management of Related System Accounts: Accounts for related systems for positioning, integrations, and communication elements (Facebook, Google, etc.).
5. Operation
5.1. Journey
Now Brenda, the leader of the Communications process at ABC LLC company, along with her team, is looking for the best strategies to reach potential customers and those interested in the products and services offered by the company.
Brenda in Communications will be responsible for these processes:
Communications
Banners
Autoresponders
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6. Configurable Elements
The following are the elements to configure in the software:
6.1. Main Configurations
Message Template/Autoresponder Template Configurator
Base Templates
Custom Templates
Banners and pop-ups within the Backoffice.
6.2. Related Module Configuration
Implementation of predefined templates for each process (cart abandonment, successful purchase, etc.).
6.3. Module Configuration
The system provides the option to create base templates and custom templates for sending automatic messages, which the system executes when a specific event occurs in the system.
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Below, the generalities and structure of the module are described to understand what options are available and how to configure a base template or a custom template:
6.3.1. Message Configurator
The purpose of this message configurator screen is to manage both the types of system messages and the templates that comprise them, with an all-in-one focus, where it is expected that this screen resolves everything related to these two aspects.
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Filters.
Content Header.
Content.
6.3.1.1. Filters
It is important to understand the concept of "Processes" and "Subprocesses" to navigate the screen properly.
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Processes (Processes are default in the code, so they cannot be created or deleted).
Subprocesses (You can edit the names and create new ones, but you cannot delete them).
6.3.1.2. Content Header
6.3.1.2.1. Search Bar
This search bar allows us to perform a broader search for the templates we want to find, as it enables us to search for keywords that the templates have in the following template fields:
Subject
Description
Code
Template
6.3.1.2.2. New Template Creation Button
This button directs us to the screen for creating a template.
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The second option is to create a template from scratch, which you can fully customize, but you will need to create a header and footer, requiring knowledge of HTML development.
6.3.1.2.3. View More Actions Button
This menu has two options:
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In contrast, on the message templates screen, creating a new message template is not done through a "Create" button. Instead, you create a message template by selecting a base template and editing it to create a message template. Editing a message template is done from the processes and subprocesses screen.
6.3.1.3. Content
Here, you can see the templates associated with their respective subprocesses, which are in turn associated with their respective processes.
In this section, you can:
6.3.1.3.1. Check if a message (subprocess) is active or not.
If it is in red, it is inactive; if it is in green, it is active.
6.3.1.3.2. Edit Message Types (Subprocesses)
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6.3.1.3.3. Edit Templates
If you click on the templates, it will redirect you to the template editing screen. Here, you can make changes to the content and settings of the templates.
6.3.1.3.3.1. HTML Editor
This HTML editor will display everything related to the content of the template message. Here, you can customize and edit the content of the message template.
6.3.1.3.3.2. Test Template
Expanding this section allows you to perform a test send. You can upload a list of email addresses to which the template you are currently editing will be sent. This feature helps you preview how the template will look when it's sent to actual recipients.
6.3.1.3.3.3. Campos disponibles
Esta sección contiene los tags relacionados a las plantillas. Es importante tener en cuenta que solo será visible al editar la plantilla, pero al crearla no se verá esta sección. El sistema trae los tags únicamente que apliquen a cada plantilla, por tanto, si esta plantilla no se creó con algún tag específico no tiene por qué desplegarse ese tag en esta sección.
6.3.1.3.3.4. Template Data
This section contains all the fields related to a template so that they can be edited and managed. It allows you to customize various aspects of the template, such as subject, description, and other template-specific settings.
7. Detailed Scope
7.1 Automatic Communications
The S4DS platform allows for the establishment of automatic communications, such as reminders and personalized notifications, in order to inform the network about upcoming activities.
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Preparatory Configurations
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7.2. Communications
7.2.1. Announcements
Announcements allow the marketing or sales team to send important information to the field in a segmented manner, and for this purpose, S4DS contains the centralized communications tool.
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Email
Broadcast Message
Timeline
Facebook (If configured for the sender)
7.2.2. Banners
Banners are a tool to communicate platform users with news, special, or general information that is of interest to businesspeople.
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Once consultants log into their virtual office and the message dates are active, the banner will appear at the top of each page until they decide to hide it. However, consultants, once they see this communication, can close it so that it does not reappear in their virtual office.
7.2.3. Popup
Popups are pop-up windows whose main function is to grab the attention of the person browsing the page. They are widely used in marketing to promote products, promotions, register new customers, or convey important information to customers.
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It is very useful to communicate something to all users when they enter the site with a popup, which is configured in the JOOMLA content manager.
7.2.4. Timeline - Message Wall
The message wall or timeline fulfills the consultants' need to see, in a timeline format similar to that of social media, the messages they have received or the events that have occurred in different processes of the system.
This way, a distributor can write to people in their network individually, responding to their comments or giving instructions on a process.
7.2.5. Mass Email Sending
It is very useful for sales managers to be able to send emails to their network based on key business criteria such as:
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