Purpose
This page allows the bulk notification of all
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Go to Mode: Competition Management Menu: Referees -> Referee Allocation -> Notify Referee Allocations
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Overview
Menu Mode: Competition Management Menu: Match Official-> Match Official Allocation -> Notify Match Official Allocations
This page allows you notify the umpires of their allocations via email or SMS.
Email notifications
An email will be generated which contains match and allocation details for each umpire that has been allocated.
- Select the grade (or
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- choose ALL GRADES ), and select a 'week of' date from the selector bar and
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- click Go . The date range returned will be the week from the Wednesday prior to the date selected, up to the following Tuesday
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Emailing notifications
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- Optionally enter a message which will be included within the email
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- Deselect any recipients that you do not wish to notify
- Note: People that do not have a valid email address are not able to be selected
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- Click Send Email
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Notes
- Only users that have EMAIL_SENDER user role
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- & a valid email address can send emails
- Subject: Pre-filled and can be adjusted
- Message: Enter the email/SMS message here if you want to add information to default content ie. Match, Date, allocation position
- Attached files: Max. 100-200 KB in size recommended
SMS notifications
An SMS message will generated which contains match and details for each
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[About ResultsVault SMS|commonpagesadminhelp:sms]
To send SMS:
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- Select the desired week and grade and
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- click Go
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- Deselect any recipients that you do not wish to notify
- Note: People that do not have a valid mobile number are not able to be selected
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- Click Send SMS
Notes
Note: You must have the SMS_SENDER user role to be able to send SMS.
Note: The format of the email and SMS can be customised for each association, please
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Other features
Downloading data for mail merge
This feature is to support
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To download data:
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- Select the desired week and grade and click click Go
- The recipients that have their their Print Preferred setting setting checked will be displayed
- Click the the Download Data link link
- Save the file (zip format) to a suitable location on your hard disc
- Unzip the files to a suitable location
The zip file contains a data file (allocations.txt) in tab delimited format which has all fields required for a mail merge using a word processing package that supports this feature. This file does not contain the match information however, instead formatted data for each match is contained in a separate HTML file named as match _matchid.htm. This is because of limitations with most word processing pacakges in the way that they merge HTML information.
To merge this information using Microsoft Word 2003:
- Set up a mail merge by following the help within Word, using the allocations.txt file as the datasource, and set up all text and fields except for the match data
- At the location you wish to merge the match data:At the location you wish to merge the match data:
- When a new zip file is downloaded you should just need to delete the old files and unzip the files to the same location, then execute the merge without any further setup.
Notification history
An audit history is kept of all notifications sent by email and SMS to prevent double ups.
Click the history tab, select the grade (or ALL GRADES ) and click Go . grade and click Go .
The audit history will be displayed including the type of notification, number of messages sent, and user that sent the notifications.
SMS history informtion information is also available from the the Communications...SMS...Account and message history screen screen (with the message recorded as 'Ump allocation sms'.
General information about sending messages
Most pages that allow you to send email/SMS have a standard interface where you can select the recipients to send messages to, and set other options. Not all options may appear on every email/SMS screen.
- From: contains the name and email address of the current user (read only). If you have specified more than one email address in your User Details, it will be the first address listed. If you do not have a valid email address listed in your User Details you will not be able to send email.
- Subject (not applicable for SMS): Enter the message subject here. In certain cases the subject will be pre-filled, and can be modified, in other cases it will be pre-filled and not editable. Subject is mandatory.
- Message: Enter the email/SMS message here. Depending on the type of message you are sending, the Message may be automatically generated for you (although in most cases you can optionally add extra text). Free form message are completely composed by you. SMS messages have a 150 character limit. Entering a Message is mandatory unless (optional) appears under the Message label.
- Attachments (not applicable for SMS): Files may be attached to most emails. To attach a file:
- Click the Browse button
- Locate the file to be attached in the popup dialog box and click Open/OK (depending on your browser) to confirm
- Click the Attach button
Files that are attached to the email are then displayed in a table, giving the File name and size. More than one file can be attached, and attachments can also be removed prior to sending by clicking the Delete link next to the appropriate file in the table.
Notes on attachments
- Not all file types can be attached to reduce the possibility of viruses being emailed. In particular, 'executable' files (eg .exe, .bat etc) cannot be attached. An error message of Illegal file type will display if an illegal extension is attached.
- Attached files should not exceed a total of 100-200 kB in size. Larger files can be attached, however depending on your connection speed to the Internet, they may take excessive time to attach, and cause the page to time out. Also, most users do not prefer to receive emails with large file attachments, as it can take excessive time to download these messages. Strongly consider 'zipping' large files using a utility such as Winzip.
- Options:
- Send a copy of message back to sender: If checked you will receive a copy of the email you have just sent. In some cases, where user information is automatically filled in (e.g. player availability emails) some parts of the email may be blank.
- Only display recipients with a valid email address/mobile number - If checked, the recipient list will be further filtered to not show recipients who have no, or an invalid, address/mobile number. Although is not possible to send messages to such recipients, this option can reduce the size of the recipient table, and make it more readable/usable.
- Hide email addresses/mobile numbers - By default the recipient's email address/mobile number is shown under their name. This option hides the address, and reduces the size of the table to make it more readable/usable.
- Recipient List - all potential recipients are listed, each with a checkbox. The recipients listed are determined by the type of message you are sending, and possibly by other Show/Filter options on the page itself. Check the boxes next to recipients you wish to send messages to. Note that the checkboxes next to recipients without valid email addresses/mobile numbers are disabled. To check or uncheck all recipients use the two buttons: Select All recipients or Select No Recipients. You must choose at least one recipient before sending your message.
- Extra recipients - some screens also allow the entry of one or more 'free-text' email addresses/mobile numbers. Entries must be separated by a semi colon (;)
- To Send your message click the Send ... button. You will be asked to confirm the send.
Note that while all attempts are made to deliver your email/SMS (including re-trying several times if a recipient's email server does not respond), due to the nature of the Internet, the delivery of all messages cannot be guaranteed. If you suspect that messages are not getting through to a recipient who has a valid address (eg you have been able to email the recipient via your normal email client application), then please contact support.