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How to compose a Vircarda Message
The article details how to compose a message in the RIW System to be sent to a cardholders smart device via Vircarda. This includes how to add message text, media, links and buttons, and to preview the composed message prior to sending.
Note: Vircarda messages created and displayed on the Dashboard are only those that the RIW System User has created themselves. It is not possible to view, edit or manage Vircarda Messages created by another user in the organisation, or to view Vircarda Messages from other organisations. It may be worthwhile considering having a separate RIW System login solely for an organisations' messaging use.
This instruction applies to the following RIW System User Roles:
- Client Manager
- Employer Admin (Premium Functionality Employer)
- Network Manager
Step 1: Log in to the RIW System
Go to https://app.riw.net.au and login using your credentials.
Step 2: Create Message
On the Home Dashboard, click on the Create Message shortcut.
Step 3: Compose Message
The Compose Message page allows a user to define the message text, add media, links and buttons, and to preview what the composed message will look like once sent to the Vircarda app on the cardholder's mobile device.
At any point during the creation process, a message can be saved as a draft to be worked on later.
Step 4: Compose Message Text
Start by giving the new message a meaningful Title. Titles are limited to 30 characters.
Next, update the Notification Message. This is the notification that will be shown on the cardholder's mobile device to notify them that a new Vircarda message has been received. "You have a Vircarda Message, please click here" is populated by default. This can be edited and the text is limited to 80 characters.
Next, click in the Message Text box and compose the message text. Message text is limited to 800 characters; the number of characters remaining is displayed as you type.
URL's (hyperlinks) should not be used in the Title, Notification Message or Message Text fields, as these will not be rendered as clickable URLs on the recipient's device. Refer to the next session about adding media, inks and buttons.
As the form is populated, the Preview section is updated to provide a sample of how the message will look, either on iOS or Android device. Select the Apple or Android icon to switch between the previews.
Step 5: Add Images
Once the message text is complete, in the Media section, a Main image and/or a Notification image can be sourced from your computer and added to enhance the message. Image size is restricted to 1mb.
To add a main image (which will be positioned above the Message Title), click on the Choose file button under the Main image heading and locate on your PC the file to be included. When promoted, the image can be cropped before applying it to the message. Click Apply when the image is ready to be applied.
To add a notification image (which will be positioned above the Message title; think of this as a company logo), click on the Choose file button under the Notification image heading and locate on your PC the file to be included. When promoted, the image can be cropped before applying it to the message. Click Apply when the image is ready to be applied.
The Preview section will update accordingly.
Step 6:Add links
Up to three Links can be attached to a message, which will appear directly below the message text. There are two types of links that can be added:
- File: a document uploaded from the computer of the sender - indicated by the paperclip icon.
- URL: A link to an external web address - indicated by the globe icon.
To add a link, click + Add Link.
If uploading a document, select File, and Choose File to locate and attach the document from your computer.
By default, only image files will be available for selection. To attach a PDF, change the file type selection to "*.*"
Once the file has been selected, the Display Name will be copied from the file name, but this can be edited if required. The Display Name is restricted to 30 characters. Confirm that the file attachment is safe by checking the box, and then click Apply to save the link.
If adding a Link to an external web address, select URL, type in or copy the full web address and give the link a Display name. Confirm that the URL references appropriate content and click Apply to save the link.
The Preview section will update accordingly.
Only secure URL's that start with https:// can be entered. This provides additional protection - when most mobile browsers open an https link that does not contain a valid certificate, the user will see a warning message from the browser. Any URLs that are marked as unsafe on Google's Web Risk Register cannot be used. If such a URL is entered by the user, the error message "This URL is not permitted as it appears on the Google Web Risk Register" will be displayed.
Step 7: Add buttons
Up to three interactive Buttons can be attached to a message.
Buttons appears at the bottom of a message and allow interaction and response from the recipient, enabling the sender to collect specific feedback which will appear in the message report.
There are two possible Button interactions, called Button actions:
- Log Response: Records a specific response from the recipient defined in the Button Label.
- Launch URL: Takes the recipient to a specific web address and records this separately in the message report.
To add a button, click + Add Button.
Give the button a Label and choose the Button action from either Log Response, or Launch URL, which when clicked will take the cardholder to the entered website.
If Launch URL is selected, a new text box will be presented, where the URL address must be added. Check the box to acknowledge the URL is safe and appropriate, then click Apply to add the Button to the message.
Step 8: Preview Message
Once the message has been fully composed, the message preview will display what the message will look like when received and viewed on a mobile device. Click on the Apple or Android logo to view the preview on each type of device.
Once the message has been composed, click on Next to move to defining the audience, or Save as draft if required.
Step 9: Select Audience
Audience selection is different for each user role able to utilise messaging, therefore please refer to our RIW Knowledge Centre article How to select a Vircarda Message Audience for more information.
Once the audience has been selected, click on the Review button to progress.
Step 10: Review Message
One the message has been composed and the audience selected, the message should be reviewed before being sent immediately, or scheduled to be sent at a later date and time.
Review the message wording and audience. Navigate back tot he Compose or Audience Tabs to make any updates.
To save a draft without sending, click back to the Audience tab and choose Save Draft.
Step 11: Send Message
IMPORTANT! Prior to sending the message, please check the message has been reviewed and approved as per local procedures. Messages can not be retrieved once sent, so ensuring the appropriate approval is in place to send the message is recorded.
To send the message immediately, select Send Message.
Alternatively, to schedule a company message at a specific date and time, select the drop-down arrow next to Send Message and select Schedule Delivery.
Fill in the Date and Time that you wish the message to be sent, the click Schedule Message.
Step 11: Message is scheduled or sent
Once Send Message or Schedule Message is clicked, the user will be taken back to the Messaging Dashboard. When the message has been sent immediately (using the Send Message option), the message will show as pending on the dashboard for a short period before being sent to the selected cardholder audience.
Refreshing the screen, or clicking in and out of the Messaging Dashboard will refresh the status to Sent.
Where a message has been scheduled (using the Schedule Message option), the message will show as Scheduled on the dashboard until the message is sent. A scheduled message that has not been sent can be cancelled at any time before the date and time that it is due to be sent, by clicking Cancel on the drop down box.
When the message is sent, the flag will be changed to Sent, as per the above example.
Step 12: View Report
For more information about how to generate and export a report on cardholder engagement with the message, please refer to our RIW Knowledge Centre article Overview of the Vircarda Messaging Report
RIW Knowledge Centre Article Link:
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