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Spok

Configuring Devices

This topic contains instructions for configuring devices as part of the implementation of Spok Mobile 4.5.

Viewing and Managing Devices 

The Manage Devices page allows users to view and manage all registered Spok Mobile devices. For example, the Spok Enterprise Administration interface allows users to view information like the username, email address, internal ID, group, device type, client version, and registration status for each device that is registered with Spok Mobile. Please note that these fields can be re-ordered.

Descriptions of these fields are shown below.

Field

Description

Username

The username that is registered in the system for the device. When selected, the devices are sorted by username.

Email Address

The email address that is associated with the device. When selected, the devices are sorted by email address.

Internal ID

The identification numbers that are assigned to the devices entered into the system. The system assigns these numbers to the devices. When selected, the devices are sorted by their assigned internal ID numbers.

Group

The device group to which the device belongs. For example, if the device is a member of the “Android Devices” group on the Device Groups screen, that information will display in this field.

Device Type

Information about the device type that is entered into the system (e.g. Apple). When selected, the devices are sorted by their device type.

Client Version

Information on the version of Spok Mobile that is installed on each entered device. For example, a device could have a client version number of 4.0.0.153. This means that this device is running Spok Mobile version 4.0.0, with a build number of 153.

When selected, the devices are sorted by the installed version of Spok Mobile on the device.

Registration Status

The registration status of the device. For example, if a device has a registration status of “ACTIVE,” this means that the device registration and activation process is finished and the device can receive and send messages.

Commands

The Wipe Messages and the Settings actions.

The Wipe Messages action allows you to remote wipe messages from each device. Clicking this link opens a new page with additional information and options.

The Settings action brings you to the Settings page where you can set different preferences for every individual Spok Mobile device.

Using the Device Grid

The device grid can be searched, rearranged, and reordered. For more information on using the device grid, see Getting Started.

Spok Mobile messages can be completely removed from Spok Mobile devices through the Wipe Messages feature in the Manage Devices screen. Having the ability to wipe Spok Mobile messages from devices greatly increases device security.

For example, if a Spok Mobile device is stolen, messages can be removed from the stolen device remotely, before any unintended receivers can read any Spok Mobile messages. This prevents private, confidential information from getting into the wrong receiver’s hands.

Messages may also be wiped from a device if the message receiver should no longer be in possession of the messages that he or she received. For example, if an individual who is in possession of a Spok Mobile device is fired, the messages for that device can be wiped. This keeps Spok Mobile messages confidential and secure.

  1. In the Spok Enterprise Administration interface, choose the Manage > Mobile > Devices menu option. The Manage Devices screen displays, showing information for the devices that are registered.

  2. Next to the device you want to wipe messages from, click the Wipe Messages link. A warning dialog displays.

  3. Click OK. All Spok Mobile messages will be wiped from the chosen device.

Setting Device Preferences

Device preference information can be set remotely by administrators in the Manage Devices page. Based on the device type, the preferences for each device registered to a system can be configured by an administrator and the preference settings are then applied to the device.

The Editable fields next to the preferences options can be enabled to allow the mobile device user to set his or her own preferences, without the administrator dictating the preferences for the user in the Manage Devices page. For example, if an administrator sets an alert tone for a device in the Manage Devices page, but would still like the device user to be able to configure his or her own alert tone, the administrator would set the alert tone in the Manage Devices page and then enable the Editable field next to that preference setting.

This results in the settings that the administrator set to be sent to the device while still allowing the device user to configure his or her own setting. If the administrator does not enable the Editable field next to the preference setting, the device user would not have the ability to change the setting that is set by the administrator on his or her own device.

  1. In the Spok Enterprise Administration interface, choose the Manage > Mobile > Devices menu option. The Manage Devices screen displays, showing information for the devices that are registered to the system.

  2. Next to the device for which you would like to edit the device settings, click the Settings link. The Settings screen displays.

  3. Configure the settings for the device. Please note that depending on whether you are setting preferences for an Android, Apple, or Cisco device, the tables and fields may vary.

Device Info Section

The device information cannot be changed in the Spok Enterprise Administration system. Each device user sets this information directly from their Spok Mobile device.

Device Group Section

The Device Group section allows you to assign the chosen device to a device group. When devices are part of a configured device group, they can inherit the preference settings for that group. When the drop-down menu is chosen, a list of the available device groups that are created in the Manage Device Groups page display, allowing you to choose the device group to which you would like to add the device. For more detailed information on device groups, please refer to Adding and Managing Device Groups.

Tone Options Section 

There are two types of messages that can be received on Spok Mobile devices: alert messages and chat messages. If an alert message is received on a device, the Message screen displays, which requires users 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.

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

Tones  

Use Device Settings

Users of Android device types can specify in the Spok Mobile app whether they want Spok Mobile to use the Android device tone settings, specified by the device user in the Android settings and used for all apps on the device, or if they want to select specific tone settings for the Spok Mobile app to use.

When setting device preferences for an Android device type, you can set the default behavior for this Spok Mobile app user setting and whether or not the device user can edit it in the Spok Mobile app.

  • No: The Spok Mobile app does not use the settings the device user has set in the Android device tone settings to be used for all device apps. Instead, the Spok Mobile app uses the tone settings the user specifies in the Spok Mobile app tone settings for high, medium, and low priority tones; or the Spok Mobile app uses the high, medium, and low priority tone settings you specify on this administrative Device Preferences page (for more information, see High, Medium, Low Priority Tone below).
    For example, this is helpful if you specify on this administrative Device Preferences page that all high priority messages use a specific tone with high volume (perhaps to adhere to a site policy). Even if the user has configured the mobile device with a vibrate-only setting for all app notifications, Spok Mobile notifications for high priority messages use the tone and volume settings you specify for the device. In a scenario like this, you may not want to allow the device user to edit this setting.

  • Yes: The Spok Mobile app uses the Android device tone settings that the device user specifies for all app notifications.

Editable: Select to allow the device user to change this setting in the Spok Mobile app.

Note: For details about Spok Mobile app tone user settings, see Tone Settings.

High, Medium, and Low Priority Tone  

Tone options can be set for device 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 alert tone, alert 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.

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

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 chosen, the device sounds a loud level volume alert tone when a Spok Mobile message is received.
  • Medium: When this option is chosen, the device sounds a medium level volume alert tone when a Spok Mobile message is received.
  • Low: When this option is chosen, the device sounds a low level volume alert tone when a Spok Mobile message is received.
  • Off: When this option is chosen, the device does not make a sound when a Spok Mobile message is received.

Tone Interval (seconds)

  • 5: When this option is chosen, the device waits five seconds between alarm notifications.
  • 10: When this option is chosen, the device waits ten seconds between alarm notifications.
  • 15: When this option is chosen, the device waits fifteen seconds between alarm notifications.
  • 30: When this option is chosen, the device waits thirty seconds between alarm notifications.
  • 60: When this option is chosen, the device waits sixty seconds between alarm notifications.
  • 120: When this option is chosen, the device waits one hundred and twenty seconds between alarm notifications.

Vibrate with Tone

This option is for Android devices only.

  • On: When this option is chosen, the device vibrates when a Spok Mobile message is received.
  • Off: When this option is chosen, the device does not vibrate when a Spok Mobile message is received.

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 notification ring when a Spok Mobile message is received. For example, if you choose five, the notification ring sounds five times after a Spok Mobile message is received.

Enable the Editable option if the device user should be able to change any of these settings.


Messaging Section

Message Templates

The Message Templates table allows administrators to create a set of standard message templates. A message template consists of static text that cannot be changed when selected. Using a message template allows users to easily choose an already existing text response to reply to a Spok Mobile message or to compose a new Spok Mobile message. This means that users do not have to manually type out the text of the message on their device to compose or reply to a message. Instead, when you are composing a Spok Mobile message, you can choose a template for the message. The user can then enter any extra text if needed. However, entering extra text is not required.

After an administrator saves templates in the Preferences screen, the templates are then available on the device. Please note that the end user is not able to remove templates that administrators create for them; however, they are able to add additional templates on their Spok Mobile device.

Adding Message Templates
  1. Click the Add link. The Message Templates field expands.

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

  3. After the desired text is entered into the Message Templates field, click the Update link. The template is saved.

Editing Message Templates
  1. Access the saved message template you would like to edit. The template displays in the Message Templates field.

  2. Click on the message template you would like to edit. The field becomes editable.

  3. Make any desired changes.

  4.  Click the Update link. Your changes are saved.

Deleting Message Templates
  1. Access the saved message template you would like to delete. The template displays in the Message Templates field.

  2. Click the Delete link next to the message template you would like to delete. A warning dialog displays.

  3. Click Yes to delete the message template. The template is deleted.

  4. Click Save at the top of the page to save the changes. The changes to the device’s preferences are saved and applied to the device.

Message Delivery Notifications

Failure

The Failure option determines if the device is notified when a message fails. For example, if the device sends a message and the message cannot be sent to the message receiver, the device is notified.

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

Delivery

The Delivery option determines if the device is notified when a message is successfully delivered. For example, if the device sends a message and the message is successfully delivered to the message recipient, the device is notified.

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

Accept

The Accept option determines if the device is notified when a message is accepted. For example, if the device sends a message and the message is accepted by the message recipient, the device is notified.

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

Decline

The Decline option determines if the device is notified when a message is declined. For example, if the device sends a message and the message is declined by the message recipient, the device is notified.

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

Sync interval (minutes)

The number that is entered into the Sync interval field represents the number of minutes that the Spok Mobile device waits between retrieving messages and syncing the device(s). For example, if “5” is entered into this field, the devices check and retrieve messages every five minutes. Note that the sync interval should be within the following range: 1-1000 minutes. This option only displays for Android and Cisco device types.

Enable the Editable option if the device user should be able to change any of these settings.

Message Storage Section

Max Message Age

The Max Message Age field dictates how long messages are stored on the device. For example, if the “3” option is chosen from the drop-down menu, messages that are older than three days are automatically deleted from the Spok Mobile device.

Max Messages Stored

The Max Messages Stored field dictates how many messages are stored on the Spok Mobile device at one time. For example, if the “500” menu option is chosen, no more than 500 messages are stored on a Spok Mobile device at one time.

Enable the Editable option if the device user should be able to change any of these settings.

Attachments Section

The Spok Mobile application has the ability to send Spok Mobile messages with picture and video attachments. Having the ability to send pictures and videos from Spok Mobile devices 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 from their devices.

The Attachments section only displays for 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 chosen, the Attach and Camera buttons display on the device. This option is chosen by default.
  • No: Choose the No option if you would not like the device to be able to send pictures or videos. When this option is chosen, the Attach and Camera buttons are disabled and do not display on the device.

Security Section

Security

The Security section allows administrators to require an access code when users access the Spok Mobile application on their devices. Note that if a user is registered to multiple sites and one of their sites requires an access code, the user has to enter an access code every time Spok Mobile is accessed on their device.

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

Access Code

Choose one of the following options:

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

Minimum Length

If the Yes option is chosen, the Minimum Length field displays. This field allows administrators to set a minimum number of characters that can be used by the Spok Mobile device user when setting an access code on the device. Note that if the Minimum Length value is set to “0,” there is no minimum length required.

Access Code Delay (minutes)

The Access Code Delay setting in the Spok Mobile application allows you to extend the amount of time that the user’s application waits before locking the application and requiring an access code to re-open the application. More specifically, you can set the application to only lock and require an access code entry to re-enter the application after 10 minutes, 20 minutes, or 30 minutes.

Notifications Section

*This is an Android specific setting.

Enable Notifications

The Enable Notifications option should be enabled on devices if users should have the ability to use Android notifications and Android wearable devices (Example: Android watch) with the Spok Mobile application.

  • Yes: When the Yes option is chosen, users have the ability to use Android wearable devices with the Spok Mobile application. Enabling this option allows Spok Mobile notifications to display on Android wearable devices.
  • No: When the No option is chosen, users do not have the ability to use Android wearable devices with the Spok Mobile application.

Spread the Word Section

Enable Spread The Word

Choose one of the following options:

  • Yes: If the Yes option is chosen, the Spread the Word menu option displays on the user’s device. When this option is clicked, users are taken to a web page that displays additional Spok Mobile product information.
  • No: If the No option is chosen, the Spread the Word menu option does not display on the user’s device.
  1. After making any desired changes, click Save at the top of the screen.

Assigning Devices to Device Groups

Before preference settings can be applied to devices in device groups, devices must be assigned to the defined device groups. Please note that every Spok Mobile device can only be assigned to one device group.

  1. In the Spok Enterprise Administration interface, choose the Manage > Mobile > Devices menu option. The Manage Devices screen displays, showing the device grid.

  2. From the list of devices, choose the desired devices you would like to assign to a device group. When the devices are chosen, a check mark displays in the box next to the device and the device becomes highlighted.

    NOTE: You cannot assign devices with a Registration Status of New to a device group.

  3. After all of the devices are chosen that you would like to add to a device group, choose the device group from the Device Groups drop-down menu to which you would like to add the chosen devices. The chosen device group displays in the Device Groups drop-down menu.

  4. Next to the Device Groups drop-down menu, click the Assign link. The chosen devices are assigned to the device group that is chosen from the Device Groups drop-down menu.