Walkthrough of the Programs Tab

The Programs tab is where admins can make modifications to the settings and data for all of the programs on an account. All users can visit this tab to view the Message Calendar and to set up an Autoresponder.

Each screen under the Programs tab has a list of all programs on your account along the left-hand side. Make sure you have the correct program selected for the settings you wish to update.

Programs Tab sections

• Message Calendar
• Settings
• Add Single Contact
• Export Contacts
• Manage Fields
• Import Contacts
• Autoresponder

 

Message Calendar

The Message Calendar allows all users to see upcoming scheduled messages in the selected program. This includes messages scheduled through the platform, as well as program messages set up by your Support team. This information can be viewed in a calendar or list format. Each program along the left-hand side has its own Message Calendar.

Calendar Format

List Format

You can edit or delete messages from this screen by hovering over a message on the list view or clicking a message in calendar view. For more information, please see the following articles:

• How do I edit future scheduled messages?
• How do I delete a future scheduled message?

Keep In Mind: Admins will be able to delete/edit messages that all users have scheduled, while users with counselor roles will only be able to modify messages that they have scheduled.

 

Settings

The Settings tab allows Program and Account Admins to make changes to the program and set permissions for Counselors in the selected program. Counselors cannot change these settings.

• The Program ID and Internal name are used by Message on the back end and cannot be changed.
• The Display name allows you to set a more readable name for your program. The display name can have spaces, use symbols, and start with numbers (unlike the internal name). For more information, please see: How do I change a program's display name?
• Program settings are options that affect the entire program. For more detailed information on these settings, please see: How do I adjust program settings?
• Counselor settings are permissions and restrictions that will apply to all Counselors in the program, but not to any Program Admins or Account Admins. For more detailed information on these settings, please see: How do I adjust counselor settings?

 

Add Single Contact

This tab is available to Program and Account admins, and it is available to Counselors if the Allow adding single contact setting is Enabled under Counselor settings.

The default fields appear at the top under Details and Groups. These fields are required as indicated by the red asterisk. Required fields cannot be left blank, but optional fields (without the asterisk) can be blank.

This page also shows all the default values for adding a contact to the selected program when it is first opened:

• customer_id: No default
• first_name: Name
• last_name: Unknown
• phone: No default
• timezone: default is the program timezone defined at program creation. This will usually be the timezone of your institution.
• group_list: New Participants

Below Groups you will see any Custom Fields that are part of the selected program. These might be True/False flags, Numeric/Float fields, Strings (textual data), Dates, Times, etc. Fill this form out as needed for the participant you are adding. Once all fields are complete, click Add Contact at the bottom of the page.

The new contact will immediately be available to text from the program or to find through Advanced Search.

Keep In Mind: If your program has an automated introduction message scheduled to go out after a contact is created these new contacts will receive it, so no need to manually send another one. 

 

Export Contacts

The Export Contacts tab allows all users to get participant data from a program in a CSV format. Select the program from the left-side column, choose the Export option, and click Begin Export. You will receive an email from no-reply@signalvine.com with a link to download the CSV file.

The export depends on user permissions. If an Account Admin or a Program Admin requests the export, all contacts from that program will be included. If a Counselor requests the export, only participants that user can access will be included.

Data field names will be columns of the exported CSV, and each participant will be a row. Users can also choose to only export unreachable contacts that do not have a valid SMS-enabled phone number (such as landlines).

 

Manage Fields

The Manage Fields tab allows Account and Program Admins to make modifications to the data fields in a program.

Select a program from the left to see all fields for that program. The fields are displayed in the order they will appear on a contact record. Use the three-lines icon to the left of the display name to drag and drop fields and rearrange their order.

Default fields will always be listed. You can add any number of additional custom fields. For more details on that process, see How do I create a new custom field?

The variable name and the data type cannot be edited after creation. The display name can be edited (see: How do I change a field's display name?) and the default value can be changed. If a mistake is made, you can hide an unused field (see: How do I hide a field?) so you can create the correct field. To ensure that a user cannot change contact data for a field, you can set it to be read-only (see: How do I make a field read-only?). Please note that data fields cannot be deleted from a program once created.

 

Import Contacts

The Import Contacts tab allows Account and Program Admins to upload a CSV file to add new and/or update existing contacts in a particular program in bulk.

When you click the Import Contacts tab, you will see a summary of recent imports and their results for the selected program. For successful imports, you can click the blue link under "Results" to see import details, including why some contact records were ignored. For failed imports, you can click the red link to see why the file was rejected, or download the error file.

To add or update, click Import Contacts. Click Upload File and select your CSV from the file browser. To format the CSV, ensure that the first row only contains field names (use the "internal name", not the "display name" from the Manage Fields tab), with one field name per column. Each subsequent row will be interpreted as a single contact record, with data corresponding to the column header. 

Once you have selected a file, you will have the option to import new contacts, update existing contacts, or both, by  the checkboxes. You can also choose whether to skip error rows and continue the import, or only import a file if it contains no errors. If the platform rejects a contact upload, you will see an error message in the Results column of recent imports.

When updating existing contacts, each record must include either the customer_id or the signalvine_id so the system can correlate contacts to their date. When adding in new contacts, the phone field is required. The order of the columns/rows doesn't matter. Check out CSV FAQs for more detailed information.

 

Autoresponder

The Autoresponder is similar to an out-of-office message. These are set up on a per group_list basis. This is so if only one counselor is out of office, their autoresponder replies while other counselors receive texts normally.

To create an autoresponder, simply start typing in the relevant Message box. The checkbox under Enabled will appear. Click Save at the bottom to save changes.

While the autoresponder is active, anyone texting into that group_list will receive the reply automatically, and their text will go to the Action Needed folder awaiting response when that Counselor returns.

To disable the autoresponder, uncheck the Enabled box to clear the message, then click Save at the bottom.

 

Phone Numbers