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Configuring Groups in Spok Messenger

A group in Spok Messenger is a set of contacts that may be paged simultaneously or in a rotating manner. A single screen is provided for working with groups. This screen may be accessed using the Groups button on the toolbar or with the shortcut key CTRL + G.

There is no restriction on the number of recipients in a group and groups within groups are also permitted.

  1. Click Groups in the main toolbar. The Groups dialog displays.

     

Name

In the Name field, enter the name that should display on the main Recipients list.

Local ID

In the Local ID field, enter the internal number used to reference this group. Local IDs must be unique. Entering a duplicate Local ID causes an error and the next available free Local ID is offered. Please note that a Local ID can include up to 10 numbers. In addition, leading zeros can be used.

Time/Date Stamp

From the Time/date stamp list box, select a time/date stamp option. This selects the method of automatic time/date stamping for every message sent to this group. It may be one of the following:

No Stamp: Messages are sent “as is.”

Time Only: The time of initiation is pre-pended to every message.

Date Only: The date that the message was sent is pre-pended to every message.

Time and Date: Both the time and date of message initiation is pre-pended to every message.

Department

From the Department list box, select a department. This is an optional field used to categorize this group for statistical, filtering, or billing purposes.

Notes

In the Notes field, enter any notes or comments. This is a free-form field that may be used to annotate pertinent facts regarding this group. There is a limit of 1,000 characters for this field.

Members

The Members field displays a list of recipients currently contained in the group. The process of editing the group’s membership is covered below.

Priority Group

The Priority Group option should be selected if the group should be marked as a priority group. When a group is marked as a priority, it indicates that the messages for this group should be sent as soon as possible. Any messages for this group are then sent to the beginning of the message queue.

Rotary Group

The Rotary Group option should be selected if this group is designed to distribute calls evenly to each member of the group. When selected, only one recipient in a group is sent the message.

Hidden in the paging screens

The Hidden in the paging screens option prevents users from sending manual pages to this contact. This setting may be useful for contacts whose messages are initiated by a third-party device.

Prohibit paging from PBX

The Prohibit paging from PBX option prevents users sending messages to this contact via the telephone-paging interface.

 

Test Messages

Spok Messenger provides the facility to send one or more groups a test message. This aids in quickly confirming that a group’s details have been entered correctly.

  1. Choose Edit > Groups. The Groups dialog displays.
  2. From the left-hand side of the Groups dialog, choose the group to which you want to send a message. When the group is chosen, it becomes highlighted. Please note that a group currently undergoing editing may not be sent a test message.
  3. Click Test. A test message is sent. The Message Status dialog screen displays, showing the status of the test message.

 

Adding Groups

A new group can be added.

  1. Click Groups on the home screen. The Groups dialog displays.
  2. Click New. The fields clear and information can be entered.
  3. Enter the information for the new group.
  4. Click Save. The new group is created.

 

Editing Groups

An existing group can be edited. Please note that more than one group may be edited simultaneously. This feature is particularly useful for changing one parameter for several groups without repetition.

  1. Click Groups on the home screen. The Groups dialog displays.
  2. Select the group(s) to be edited in the list. The fields are populated with the information for the group.
  3. Edit the desired information for the group.
  4. Click Save to save the changes to the group. The changes to the group are either saved, or if you are changing more than one group, a warning similar to the one below asks for confirmation before changing all of the groups.
  5. Click Yes to change all of the chosen records. The changes are saved. If the Local ID entered is not unique to this group, the Local ID Clash dialog displays.
  6. From the Local ID Clash dialog, choose the desired option.
  7. Click OK. The Groups dialog displays.
  8. Click Save to save the changes.

 

Changing the Members of a Group

In the Group Memberships of dialog, groups’ memberships can be changed. To edit the groups’ memberships, transfer the groups between the Member of and the Not a member of lists. This can be done by selecting groups and clicking on the arrow buttons, or by double-clicking on a group in the lists.

  1. Choose the group for which you want to change the members. The fields populate with the information for the chosen group.
  2. Click Edit. The Members of dialog displays.
  3. Choose a group. To choose a group, highlight the group from the list.
  4. Click Arrow to move the group between the Members in group and Members not in group fields. Please note that this process can be repeated as many times as necessary.
  5. When the editing is complete, click OK to save the changes or click Cancel to forget the changes. You are returned to the Groups screen.
  6. To save the changes made to the group membership, click Save in the Groups screen.

 

Deleting Groups

An existing group can be deleted.

  1. Click Groups on the home screen. The Groups dialog displays.
  2. Select the group(s) to be deleted. The information for that group populates in the fields.
  3. Click Delete or press the delete key on the keyboard. A confirmation dialog displays.
  4. Click Yes to delete the group.

 

Reviewing Groups

Groups that exist in the system can be viewed.

  1. Choose View > Groups in the main Spok Messenger screen. The Groups dialog displays, showing any groups that exist in the system.
  2. The list of groups may be ordered on any field displayed in ascending or descending order by clicking on the name of the field along the top row of the window. This feature is particularly useful when searching for a group with a particular name or local ID. Double-clicking on a group opens the Groups screen and allows the selected group to be edited. Click on the desired heading to put the groups in order.
  3. Click Export. The Export Group Details to File dialog displays.
  4. Enter a file name or navigate to a file in the File Name field.
  5. From the Columns field, choose the column(s) you want.
  6. Choose the Include Header row option, if desired.
  7. If you want to limit the number of output data rows, select the box next to the field and enter a number.
  8. Click Export to export the file. The file is exported and you are returned to the Groups dialog.
  9. Click OK to exit the Groups screen.

 

Viewing Group Membership Information

The groups and their members (devices) that are currently configured in the Spok Messenger interface can be viewed.

  1. Choose the View > Group Membership menu option. The Group Membership dialog displays, showing the group name and the local ID number that is associated with the group and its members.
  2. To view the devices that are currently members of the configured groups, click + . The list of devices that are configured in the chosen group display.
  3. To print this dialog, click Print . The information is printed.