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Spok

Adding and Managing Device Groups

Administrators can manage settings for multiple devices at once by using device groups. By creating a device group and adding devices to it, an administrator can distribute setting changes automatically, overriding the preferences set by individual device users. For example, if you would like a group of devices that at your site to all use the same alert tone, you can add the devices to a device group in the Enterprise Administration interface, then change the alert tone for every device in the group.

Best Practices for Distributing Settings Changes

Spok recommends that you use device groups, regardless of which Spok Mobile implementation you have deployed. Device groups are extremely important because they minimize system traffic when you distribute setting changes to multiple devices. Spok recommends the following best practices:

  • Device groups should contain 300 or fewer devices.
  • Changes should be distributed to one device group at a time.
  • When distributing settings changes to multiple groups, wait at least 20 minutes before pushing a settings change to another group.

Configuring the Default Device Group

Spok Enterprise automatically includes a default device group, which cannot be deleted. When users are registered in the system, they will automatically be added to this group. Any new devices which are registered with this group will inherit the default preferences from the group.

You can remove devices from the default device group and add them to new groups that you create. The devices will then inherit the new settings configuration from their new group. If the system is upgraded to a newer version of Spok Mobile, all device groups and their lists of associated devices will be migrated to the new version.

Before you configure the default group, click Save to ensure that the feature functions properly.

  1. In the Spok Enterprise Administration web interface, navigate to the Manage > Mobile > Device Groups menu option to view the Manage Device Groups table. The Manage Device Groups table can be refreshed, searched, rearranged, and reordered. For more information on using the features of the device group table, please refer to Getting Started.

  2. Click the Edit link in the Default Group row. The Edit Device Group Default Group screen will appear.

  3. Configure the device settings for the default device group. For detailed information on how to configure device settings, please refer to Adding and Managing Device Groups.

  4. Click the Save button to save your changes.

Creating a Device Group

Administrators can create new device groups to manage device settings with greater flexibility.

  1. In the Spok Enterprise Administration interface, navigate to the Manage > Mobile > Device Groups menu option to view the Manage Device Groups table.

  2. Click the Add link next to the search box. The Add Device Group screen will appear.

  3. In the Name field, enter a name for the new device group.

  4. In the Description field, enter a description for the new device group.

  5. Below the Description field, click on the arrow next to any device type to expand the list of settings which can be configured for that device type. 

  6. When you are finished configuring this device group, click Save to save your changes.

Editing a Device Group

Existing device groups can be edited.

  1. In the Spok Enterprise Administration interface, navigate to the Manage > Mobile > Device Groups menu option to view the Manage Device Groups table.

  2. Click the Edit link next to the device group that you would like to edit. The Edit Device Group screen for this group will appear.

  3. Make your changes to the device group. For more information about these fields, see Adding Device Groups.

  4. When you are finished making changes, click Save to save your changes.

Deleting Device Groups

You can delete existing device groups from the system.

  1. In the Spok Enterprise Administration interface, navigate to the Manage > Mobile > Device Groups menu option to view the Manage Device Groups table.

  2. Click the Delete link next to the device group that you would like to remove. Note that the default device group cannot be deleted.

  3. The following warning will appear. Click Yes to delete the group.

After the group has been deleted, the devices that were associated with it will return to the default group.

Device Group Settings

The following settings can be configured for a device group. All devices included in the device group will inherit these settings, overriding any setting changes made by the device's users.

Tone Options

Two types of messages can be sent in Spok Mobile: alert messages and chat messages. If a device receives an alert message, the Message screen will appear. Users will not be able to leave the Message screen or stop the alert tone they respond to the message.

The Tone Options section allows you to configure the sound that plays when an alert message is received.

Use Device Settings

This option only appears on Android devices.

  • No: When this option is selected, Spok Mobile does not use the settings that are configured on the device. Instead, the device uses the settings that are configured in the Spok Mobile application.
  • Yes: When this option is selected, the Spok Mobile client application will use the settings that are configured on the device, instead of the settings that are configured in the Spok Mobile application.

Enable the Editable option to allow the user to change this setting.

High, Medium, and Low Priority Tone Options

Tone options can be set for devices groups in this section. Spok Mobile messages are classified into three categories by the sender of the message. These levels are: high priority, medium priority, and low priority. For each preference level, you are able to change the tone, tone interval, number of repeats, and vibrate preference (vibrate option available only for Android).

The Editable fields next to the preferences options can be chosen to allow the mobile device user to set his or her own preferences without the device group settings dictating the preferences for the user.

Please note that depending on whether you are setting preferences for an Android or Apple device, the tone options in this section may vary. See examples of each below:

Android

Apple

SM_iOS tone option.PNG

Tone

Within device groups, tones can be chosen to sound when a Spok Mobile message is received on the devices.

Tone Volume

 

This option only displays for Android device types.

  • High: When this option is selected, the device will play a loud alert tone when it receives a Spok Mobile message.
  • Medium: When this option is selected, the device will play a medium alert tone when it receives a Spok Mobile message.
  • Low: When this option is selected, the device will play a soft alert tone when it receives a Spok Mobile message.
  • Off: When this option is selected, the device will not play an alert tone when it receives a Spok Mobile message.

Tone Interval (seconds)

  • 5: When this option is selected, the device waits five seconds between alarm notifications.
  • 10: When this option is selected, the device waits 10 seconds between alarm notifications.
  • 15: When this option is selected, the device waits 15 seconds between alarm notifications.
  • 30: When this option is selected, the device waits 30 seconds between alarm notifications.
  • 60: When this option is selected, the device waits 60 seconds between alarm notifications.
  • 120: When this option is selected, the device waits 120 seconds between alarm notifications.

Vibrate with Tone

This option is for Android devices only.

  • On: When this option is selected, the device vibrates when it receives a Spok Mobile message.
  • Off: When this option is selected, the device will not vibrate when it receives a Spok Mobile message.

Number of Repeats

From the Number of Repeats drop-down menu, choose a number between one and ten. The number of repeats represents the number of times that the device repeats its alert tone when it receives a Spok Mobile message. For example, if you select five (5), the notification tone will play five times after the device receives a Spok Mobile message

Enable the Editable option to allow the user to change this setting.

Message Templates

The Message Templates table allows administrators to create a set of standard message templates. A message template consists of a block of reusable text that cannot be changed. Using a message template allows users to quickly compose or reply to a message, and other text as needed.

After an administrator saves templates in the Preferences screen, the templates are then available on the device.

Users cannot remove templates that administrators create for them. However, they are able to add additional templates on their own Spok Mobile devices.

Adding Message Templates

  1. Click the Add link to expand the Message Templates field.

  2. In the Message Templates field, enter the text of the message template.

  3. When you are finished entering the text of the template, click the Update link to save the template.

Editing Message Templates

  1. Navigate to the saved message template that you would like to edit. The template will appear in the Message Templates field.

  2. Click on the message template. The field becomes editable.

  3. Make any desired changes.

  4. Click the Update link to save your changes.

Deleting Message Templates

  1. Navigate to the saved message template that you would like to edit. The template will appear in the Message Templates field.

  2. Click the Delete link next to the message template. A warning dialog will appear.

  3. Click Yes to delete the message template.

  4. Click Save at the top of the page to save your changes and apply them to the device.

Message Delivery Notifications

Failure

The Failure option determines whether the device is notified when message delivery fails.

  • Yes: When the Yes option is selected, the device will be notified immediately through a push notification.
  • No: When the No option is selected, the device will be updated during the regular polling period and a push notification will not display.

Delivery

The Delivery option determines whether the device will be notified when a message is successfully delivered.

  • Yes: When the Yes option is selected, the device will be notified immediately through a push notification.
  • No: When the No option is selected, the device will be updated during the regular polling period and a push notification will not display.

Accept

The Accept option determines whether the device will be notified when a message is accepted.

  • Yes: When the Yes option is selected, the device will be notified immediately through a push notification.
  • No: When the No option is selected, the device will be updated during the regular polling period and a push notification will not display.

Decline

The Decline option determines whether the device will be notified when a message is declined.

  • Yes: When the Yes option is selected, the device will be notified immediately through a push notification.
  • No: When the No option is selected, the device will be updated during the regular polling period and a push notification willnot display.

Sync interval (minutes)

The value in the Sync interval field determines the number of minutes that the Spok Mobile device will wait between syncs. Please note that the sync interval should be between 5 and 1000 minutes. This option only appears on Android and Cisco device types.

Enable the Editable option to allow the user to change this setting.

Message Storage

Max Message Age

The Max Message Age field determines how long messages will be stored on the device before being deleted. For example, if you select the “3” option, messages that are older than three days will be automatically deleted from the Spok Mobile device.

Max Messages Stored

The Max Messages Stored field determines how many messages will be stored on the Spok Mobile device at one time. For example, if you select the “500”  option, no more than 500 messages will be stored on a Spok Mobile device at one time.

Enable the Editable option to allow the user to change this setting.

Attachments

The Spok Mobile application can send Spok Mobile messages with picture and video attachments. This feature allows users to send this type of media from mobile devices safely and securely. The Attachments feature allows administrators to configure which devices have the ability to send picture and video attachments.

The Attachments section only appears on Android and Apple devices.

Enable Attachments

Choose one of the following options:

  • Yes: Choose the Yes option if you would like the device to be able to send pictures and videos. When this option is selected, the Attach and Camera buttons appearon the device.
  • No: Choose the No option if you would not like the device to be able to send pictures or videos. When this option is selected, the Attach and Camera buttons are disabled and do not appear on the device.
    NOTE: The Yes option is selected by default.

Security

The Security section allows administrators to control access code requirements. Administrators can require that users enter a security code to access the Spok Mobile application. If a user is registered to multiple sites, and one of their sites requires an access code, the user must enter an access code every time he or she accesses Spok Mobile on their device.

The Security section appears only for Android and Apple device types.

Access Code

Choose one of the following options:

  • Yes: The user will be required to enter an access code when accessing Spok Mobile on a device.
  • No: The user will not be required to enter an access code when accessing Spok Mobile on a device.

Minimum Length

If the Yes option is selected, the Minimum Length field will appear. This field determines the minimum number of characters that the user must enter when setting the access code.

NOTE: If the Minimum Length value is set to “0,” there is no minimum length required.

Access Code Delay (minutes)

The Access Code Delay field allows you to extend the amount of time that the user’s application waits before locking itself. After the application has locked itself, the user must enter an access code to re-open the application. You can set the application to lock and require an access code after 10 minutes, 20 minutes, or 30 minutes.

Notifications Section

The Notifications section appears only on Android devices.

Enable Notifications

Enable the Android Notifications option to allow users to use Spok Mobile on Android wearable devices.

  • Yes: When the Yes option is selected, users can Spok Mobile on Android wearable devices. Enabling this option allows Spok Mobile to display notifications on Android wearable devices.
  • No: When the No option is selected, users cannot use Spok Mobile on Android wearable devices.

Spread the Word Section

Enable Spread The Word

Choose one of the following options:

  • Yes: If the Yes option is selected, the Spread the Word menu option will appear on the user’s device. When users select it, they will be taken to a web page that displays additional Spok Mobile product information.
  • No: If the No option is selected, the Spread the Word menu option will not appear on the user’s device.