In the Rapport message sending process, if you have selected yes to the question 'Is your message addressing a local concern', you will be taken through the process of sending a priority message.
Sending a message this way will address concerns members raise through priority surveys. From these surveys members will be automatically added to groups on the system based on the concerns raised in their survey answers. You can then address these users to let them know what has been done in regards to the selected priority issue.
This particular message sending process will send a message to the members in the area you select, depending on which of the below categories they fall into, and which types you choose to send.
The message content will be tailored automatically to each member in the area, depending on which of the following four categories they fall into within our Etiquette Engine system:
The messages to these different types won't have to be composed separately, as the Etiquette Engine uses templates which will be set up by Super Users for your site to customise your input of 'what has happened' to be relevant to each of the above types.
These templates can be changed as in the following guide: Creating Local Priority Templates
Etiquette Engine message customisation - Citizen Experience
1) Active Matches: The member has raised the issue you are sending a message for as one of their priorities.
2) Active Members: The member has completed a survey but raised a different issue as a priority for them.
3) General Update: The member has not completed a priority survey and therefore hasn't listed any priority issues
(Web Version - If marked as 'Shared') : The content used in the Web Version will match what is sent in the General Update.
Sending Process - Selecting a priority issue
Selecting a priority from the list in this step will select all the members that are covered within your administrator account's area permissions that have raised that particular issue. Please bear in mind only the Priority issues that have been identified by members in your area will be shown in this list.
You will then need to select the particular area or areas that you wish to send this message to, by selecting each area using the button on the right-hand side. You can expand the areas list using the arrows on the left to select any lower level areas in your structure:
Once you've selected an area to send to, you can then use 'Continue' to compose your Alert message.
Composing message
On the screen shown below you can compose the content of the message for the priority issue you have selected. Here you should input the subject of your message and a description of what has been done regarding this issue.
Below, you will have the option to select from a series of images, to display in the content of the message. These available images are predetermined by the template for the specific priority issue selected. Images can be swapped out using the 'Swap image' button, or you can use the 'Browse for image' option to upload your own image and insert it into the message.
Engagement notification (optional)
The final option on the page allows you to add in a notification of an engagement to your message. These engagements must already be added on the system through the engagement tracker (Guide here) before they can be added into your priority message.
Sending message
At the very bottom of the page, you will see two options for proceeding: 'Review before sending' and 'Just send now'
Just send now will automatically send a message composed from the content you have input and the templates that have been setup for this priority issue. This message will send out to those who have raised your selected issue as a priority for them and those who have completed a priority survey but raised another issue (active matches and active members).
Selecting the option to 'Review before sending' Allows you to preview and edit the different messages that will be sent out to each category of member. It also gives the option to send the message to a wider audience using the 'General Update' tab, to send to those members in your area who haven't yet raised any priority issues. This 'General Update' can be sent to all members you can see, or any specific areas you have access to.
The review page will appear as below. With three tabs to let you view the three message versions that can be sent out and the number of people that will receive each message. You can edit each of these messages individually, including the template content, if you wish.
By default, the General Update, for those who haven't yet raised any priority issues, won't be selected to send. However, if you navigate to the 'Version for general update' tab, you can then select the option to send to these people as well.
When sending the General Update version, you can also select for this message to be suitable for sharing. Selecting this option will display the message on the latest Alerts page of your force's Alert site. It will also provide users with the option to share the message to a few social media platforms.
Lastly located at the bottom of the page is the final sending button which when clicked will finalise messages to be sent and proceed to send out all of the selected message versions.
If you choose to send just the first two versions, to Active Matches and Active Members, you can also choose to send the 'General Update' to additional members after those two versions have been sent.
Video Demonstration: Send By Priority
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