Forms-Based Messaging allows the dispatcher and operator to communicate using a list of pre-populated forms, which means that a form will be sent to either the dispatcher or operator where they will be required to fill out the required fields before sending it. Some examples of the forms would be; additional stops, dispatch load slip, and load confirmation.
To access messages, go to the top of the page and click the envelope icon.
|New Message||Selecting this option will allow the user to create a new forms-based message. The user can either click the button in the top left hand corner or the one below the message box.|
|Archive||When a message is selected, this option will be available and allow the user to archive the selected message(s) for later viewing.|
|Delete||When a message is selected, this option will be available and allow the user to delete the selected message(s) and move them to the trash.|
|Reply||When a message is selected, this option will be available and allow the user to reply to the selected message.|
|Inbox||When a new message is sent to the dispatcher it will appear here, along with all the other messages that have been read.|
|Draft||Saved or incomplete messages will appear in this folder for later use. This folder will also allow the import of predefined messages.|
|Sent||Displays the messages that have been sent from the dispatcher to the operator.|
|Archive||Displays the messages that have been archived for later use by the dispatcher.|
|Trash||Displays the messages that will be deleted from the dispatcher.|
|Message List||Based on the search by field, messages will be displayed in a summary form. Clicking on a message will open the message and display its contents. It is possible, after selecting one or more message check box, to drag and drop into another folder, such as archive or trash.|
|Driver Name||Begin typing a driver’s name within the field to filter the message list.
When typing in this field, it will automatically bring up a list based on what is typed allowing the user to select from an auto-completed list of drivers.
|Form Name||Begin typing the name of the form within the field to filter the message list.
When typing in this field, it will automatically bring up a list based on what is typed allowing the user to select from an auto-completed list of forms.
New Forms-Based Message
Clicking on the new message tab will bring the user a new page where they can select a form.
When forms-based messaging is enabled for the users account, the forms that appear within this window are pre-configured for the account and may vary.
After selecting the appropriate form to send to the operator, the dispatcher must fill out all of the required fields prior to sending the message. When the form is complete, click send in the lower right hand corner to send the completed form to the operator. If a required field is left blank or the input text is invalid, an error will be displayed and the field with the error will be indicated by a red outline. Complete the missing information or correct the error and then click send.
Alternatively, clicking Save will place the new message in the drafts folder.
Importing Messages with a CSV
When the Drafts folder is selected, it is possible to import multiple messages through a CSV import.
After clicking import, the user will be brought to a pop-up window where they may import their CSV file.
After the form has been filled out the user can now save the CSV file, click Browse and direct it to where they have saved the CSV file, and then click Submit.
When selecting an import format, keep in mind that the required fields for each form will vary based upon the selection the user has made. When the form is selected, clicking Sample will download a CSV template with the columns specific to the selected form, there the user can fill out the necessary information.
After the form has been filled out, the user can now save the CSV file. Click Browse and direct it to where they have saved the CSV file, and then click Submit.
After clicking on the submit button, a CSV file will be generated and a prompt to download the file will be displayed. This new CSV file will contain whether the message(s) was successfully imported or not.
Once the message(s) have been successfully imported, they will be located in the Drafts folder, where further edits can be made and the message(s) can be sent.
Sending Messages from Drafts
If a message has been saved when composing a new message or messages have been imported using the CSV function, they will be stored in the Drafts folder.
|Permanently Delete||With one or more messages selected, clicking Permanently Delete will remove the messages from the system.
Messages are not moved to the Trash, they are immediately deleted from the messaging application.
|Send||With one or more messages selected, click send to send the messages and move them to the Sent folder.|
|Error Column||When a message has fields that are required in order to send the message, which are blank, the message will have an error symbol under the error column. Prior to sending these messages, all fields must be completed. If more than one message is selected, no messages can contain missing data in order to send the selected messages.|
|Blue Selected Message||When a message is complete and ready to send, after selecting the message, it is highlighted with blue.|
Exporting Forms-based Messages
It is possible to export messages from within the Forms-based messaging tool.
With the mailbox selected, click the Export CSV link in the upper right corner.
Exporting is limited to one single type of form per export. A pop-up will allow the selection of the form type for export. Select the form that you wish to export, all messages that were sent using that form will be included in the export.
In order to export all the messages within a mailbox, it may be necessary to repeat these steps for each form type displayed. The export is in a CSV format, which contains a row for each message in the selected box.
Custom Forms-based Messaging
For custom forms, contact Zonar’s configurations team to discuss your specific needs. firstname.lastname@example.org.
Forms-based Message Retention
Forms sent and received within Ground Traffic Control are available on the server for the following durations, regardless of the folder they reside in:
- Messages found in the Inbox, Drafts, Sent, Archive, and Trash folders are retained for a standard of 13 months but is extendable and depends on your specific account settings.
- Messages sent and received on the 2020 tablet can be retained for up to 30 days but is based on your specific account settings.
For questions on your accounts specific retention settings, contact Customer Care and they will verify the retention on your account.