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Spok

Messaging

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Messaging

The Spok Mobile application allows you to send and receive messages from your device to other devices that have Spok Mobile installed by accessing the contact information from your site’s directory. This allows you to send text messages, videos, and pictures to other contacts that are included in your site’s directory privately and confidentially.

Files with the following format can be sent and received in Spok Mobile messages:

  • .jpeg, .jpg
  • .png
  • .gif
  • .mp4
  • .txt
  • .bmp

The Spok Mobile application limits the file size that can be included per Spok Mobile message. Per message, the maximum file size that can be included in each composed message or message response is 1 GB.

In addition, some cellular providers limit the size of messages, which can restrict the number and size of the pictures that are included in Spok Mobile messages. For more detailed information on the size limits that your provider has, please contact your cellular provider for additional clarification information.

Please note that if your cellular device does not have a camera function that supports the capturing of pictures, this option is disabled in your Spok Mobile application. In addition, site administrators can remove the ability for users to send picture and video attachments. If this option is disabled on your device, the Attach button does not display in your Spok Mobile application.

As an added security feature, the Spok Mobile application prevents you from copying received pictures and setting received pictures as the default image for a device background or device lock screen. This ensures that confidential, private pictures cannot be shared or viewed outside of the secure Spok Mobile application. 

Receiving Messages

When the Spok Mobile application is successfully set up on your device and a message is sent to your device, you are notified when you have an incoming message. When a new Spok Mobile message is received on your device, the alert tone and/or vibration are activated to notify you that you have a new message. 

The text that can be included in the incoming Spok Mobile message can display links to telephone numbers and URLs. If a link displays in an incoming message, you have the ability to click on these links to initiate a phone call or to open the URL in a web browser.

When Spok Mobile messages are sent to devices that are turned off, the messages are received on the device the next time the device is turned on, if the device is turned on within 72 hours of the message being received. Additionally, when devices are in sleep mode, messages are received. This means that when devices are not currently being used but have an internet connection, Spok Mobile messages can still be received on devices.

It is important to note that the Spok Mobile application cannot override your iOS device’s silent setting. Apple only allows third-party applications to override the silent switch in two cases: if the application is a VoIP/SIP softphone, or if the application uses location-based (GPS) services. Spok Mobile does not use either of these services, and therefore cannot override the silent setting for background push notifications. Based on your settings, this could result in your device receiving Spok Mobile messages without your device playing your chosen alert tone.

Receiving Alert Notifications

If an alert notification is received on your device, the Message screen displays, which requires you to respond to the message before the screen can close and the notification tone stops playing. The alert-style message type is the standard message type used for version 4.1 and earlier of the Spok Mobile product.

  1. An incoming Spok Mobile message displays on your device in the Message screen. 

SMiOS_4.2_AlertMessage.png

  1. After you receive a Spok Mobile message, you have the option to reply to the message. For detailed information on how to reply to a Spok Mobile message please refer to Replying to Messages.

Receiving Message Notifications (Chat)

When a message notification (chat) is sent to a group of people, all recipients receive the original message and the message sender receives all subsequent messages that are sent within the combined chat message from all of the individuals in the group. When chat messages are received, the message receiver(s) are not required to respond to the incoming message. Instead, the incoming messages display as standard, chat-style messages where all messages are included in one message thread. The chat-style message type is a new message type introduced in version 4.2 of the Spok Mobile product.

If a chat message is received on your device, the Messages screen displays or the incoming chat message displays in the chat screen. If you are outside of the application or are on a screen in the application (not in a chat screen), the new chat message displays in the Messages inbox screen. The new, unread message displays bolded to indicate that the message has not been read. 

SMiOS_4.2_UnreadMessageNew.png

If you are currently in the chat screen when a new message is received, the new chat message displays in the chat screen.

SMiOS_4.2_NewChatMessage.png

When a Spok Mobile message is received, you have the option to choose from the following response options:

  • Accept: Choosing the Accept option indicates that you received the message and you accept the message’s content. For detailed information on how to accept messages, please refer to Accepting Messages.
  • Decline: Choosing the Decline option indicates that you received the message, but you do not accept the message’s content.  For detailed information on how to decline messages, please refer to Declining Messages.
  • Reply: Choosing the Reply option indicates that you received the message and allows you to respond or reply to the message’s content. For detailed information on how to reply to messages, please refer to Sending a Reply.
  • Call Back: When a phone number is included in the text of an incoming Spok Mobile message, you can click Call Back to initiate a phone call using your device’s phone feature or using a VoIP connection that is configured in the Call System feature in the Settings screen. For detailed information on how to configure a call system for the Spok Mobile application to use to initiate phone call, please refer to Performing a Call Back.

Accepting Messages

  1. An incoming Spok Mobile message displays on your device in the Message screen. 

SMiOS_4.2_AlertMessage.png

  1. To accept the message’s content and send an “Accept” response to the message sender, click Accept . The message sender is notified that you accepted the message.

SMiOS_4.2_AcceptMessage.png

Declining Messages

  1. An incoming Spok Mobile message displays on your device in the Message screen. 

SMiOS_4.2_AlertMessage.png

  1. To decline the message’s content and send a “Decline” response to the message sender, click Decline . The message sender is notified that you declined the message. 

SMiOS_4.2_DeclineMessage.png

Sending a Reply

  1. An incoming Spok Mobile message displays on your device in the Message screen. 

SMiOS_4.2_AlertMessage.png

  1. In the Reply to Message field, enter any reply text that you would like to send in response to the message. 

SMiOS_4.2_ReplytoMessage.png

  1. Attach any desired media. For detailed information on how to attach media, please refer to the following:
  1. After the desired text and media are entered, click Send . The reply message is sent.

Performing a Call Back

When a Spok Mobile message is received that includes a phone number, a Call Back button displays that allows you to initiate a phone call to the phone number that is included in the message as well as send an acknowledgement response to the message sender. If more than one call back number is included in the message, you are asked which number you would like to call before a phone call is placed.

Before the Call Back button will display, your device must have either a telephone function or a VoIP connection must be configured in the Call System feature in the Settings screen. For detailed information on how to configure a call system for the Spok Mobile application to use to initiate phone call, please refer to Call System.

The phone number that displays in the message also displays as a clickable value, allowing you to click the phone number to initiate a phone call. Please note that the Spok Mobile application also supports additional characters (“;” and “,”) that are used to signify a “wait,” “pause,” or an extension within the phone number. For more detailed information on the format patterns that the Spok Mobile application supports, please refer to the Troubleshooting_Guide_Spok_Mobile document.

The Spok Mobile Call Back feature supports calling international numbers.

  1. An incoming Spok Mobile message displays on your device in the Message screen. 

SMiOS_4.2_AlertMessage.png

  1. Click the Call Back button. Your device’s phone feature is activated and a telephone call is placed to the phone number that was included in the Spok Mobile message. 

SMiOS_4.2_CallBackMessage.png

Spok Mobile messages can be sent from your device to other Spok Mobile users. To send messages, you must include at least one message recipient which can be added by searching for the recipient’s name or by choosing the recipient from your Recent list. A message recipient can be an individual person, a group of people, or an on call schedule. If the recipient you are messaging does not have a personalized picture, the application distinguishes between the recipient types with the following icons:

SMiOS_4.2_IndividualRcptIcon.png Individual Recipient
SMiOS_4.2_GroupIcon.png Group
SMiOS_4.2_OnCallIcon.png On Call Schedule

Message text or media (pictures or videos) must be included before the message can be sent.

  1. In the Messages screen, click Compose . The Compose screen displays.

SMiOS_4.2_ComposeMessage.png

  1. In the Search field, enter the name of the person you would like to send a Spok Mobile message to or choose the desired contact from the Recent contacts. The list of recent contacts can be accessed by clicking on the Recent button. If you have not authenticated, the Directory Authentication screen displays. Please note that you must authenticate your device one time before being able to access contacts for your site. 

NOTE: If your site administrator makes changes to your site’s Spok Mobile configuration, you may be required to authenticate more than once.

SMiOS_4.2_Directory Auth.png

  1. In the Messaging ID / Web Username field, enter the username that is required to access contacts in your site’s host system. This value is configured in your site’s host system by a system administrator. For additional information on what should be entered into this field, please contact your system administrator.
  2. In the Password field, enter the password that is required to access contacts in your site’s host system. This value is configured in your site’s host system by a system administrator.
  3. Click Authenticate. Search results display. Please note that if recipients are unavailable for messaging, their names display in gray and they cannot be chosen as message recipients. Additionally, if a recipient is using a “secure” device, an icon displays next to their name. Search results display. 

SMiOS_4.2_SearchResults.png

  1. From the list of search results, choose the person you would like to send a message to. That person’s name and profile picture display in the Compose screen. Please note that additional message recipients can be added as desired. 

SMiOS_4.2_ComposeMessageRcpt.png

Attaching Existing Videos

To add an existing video to a composed Spok Mobile message, perform these steps:

  1. Click Attach. A dialog displays. ​

SMiOS_4.2_AttachVideo.png

  1. Choose the Attach From Gallery option. Your camera roll displays.

SMiOS_4.2_CameraRoll.png

  1. From your camera roll, choose the previously recorded video that you would like attached to your Spok Mobile message. The video displays in the Compose screen. Please note that additional videos can be added as desired. 

SMiOS_4.2_ComposeMessageVideo.png

Attaching New Videos

To add a new video to a composed Spok Mobile message, perform these steps:

  1. Click Attach. A dialog displays.

SMiOS_4.2_AttachVideo.png

  1. Choose the Attach From Camera option. Your camera’s video capturing feature displays.

​SMiOS_4.2_VideoCapture.png

  1. Record a video that you would like to attach to the Spok Mobile message.

  2. After the video is recorded, choose the Use Video option. The video is attached to your Spok Mobile message. Please note that additional videos can be added as desired. 

SMiOS_4.2_ComposeMessageVideo2.png

Attaching Existing Pictures

To add an existing picture to a composed Spok Mobile message, perform these steps:

  1. Click Attach. A dialog displays.

SMiOS_4.2_AttachVideo.png

  1. Choose the Attach From Camera option. Your camera’s video capturing feature displays.

SMiOS_4.2_CameraRoll.png

  1. From the camera roll, choose the previously captured picture that you would like attached to your Spok Mobile message. The picture displays in the Compose screen. Please note that additional pictures can be added as desired. 

SMiOS_4.2_ComposeMessageVideo2.png

Attaching New Pictures

To add a new picture to a composed Spok Mobile message, perform these steps:

  1. Click Attach. A dialog displays.

SMiOS_4.2_AttachVideo.png

  1. Choose the Attach From Camera option. Your camera’s picture capturing feature displays.

SMiOS_4.2_AttachFromCamera.png

  1. Capture a picture that you would like to attach to the Spok Mobile message.

  2. After the picture is captured, choose the Use Photo option. The picture is attached to your Spok Mobile message. Please note that additional pictures can be added as desired. 

SMiOS_4.2_ComposeMessageVideo2.png

Attaching Media from Box

The Spok Mobile application has the ability to send and receive media from a Box drive. The Box service allows you to store, manage, and share files, images, and videos securely in cloud storage. Storing these items in cloud storage allows you to access your files quickly and safely on any device that has an internet connection by logging into your account. When the Box service is integrated with the Spok Mobile application, Spok Mobile has the ability to send and receive media that are stored and managed in the Box application to and from other Spok Mobile users.

Note that attaching items from Box is an optional feature that can be used with the Spok Mobile application. If a Box drive is not set up on the device or your site administrator disables the ability to attach files from a Box drive, this feature is not supported.

  1. Click Attach. A dialog displays.

SMiOS_4.2_AttachVideo.png

  1. Choose the Attach From Box option. If you have an integration set up with Box, your Box drive automatically displays. For information on how to set up an integration with Box, refer to Setting Up a Box Integration.

SMiOS_4.2_AttachFromBox.png

  1. From the Box drive, choose the media that you would like to attach to the Spok Mobile message. The chosen media is added to the message that is being composed. 

  2. Enter any desired message text. 

SMiOS_4.2_MessageEnterText.png

  1. Click Send. The Spok Mobile message is sent.