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User List - Bulk Action

Danny Malone
Updated

Overview

Bulk actions can be run directly from the User List page to facilitate user management and communications in a single place. User Lists should first be filtered, before applying the actions and it is assumed in the guide below that this has happened prior to using the Bulk Action button (Filtering User Guide). Once users have been filtered, the supported bulk actions are as follow:

Limitations

  • User Records limit a maximum of 100 records at a time can be updated / managed by bulk actions.
  • SafeZone Alliance Users (from other organizations who raised an alert in one of your SafeZone Regions) can not be updated / managed by bulk actions

Using Bulk Actions

Push Messaging from the User List

Sending push messages from the User List allows you to make dynamic groups for sending targeted messages by: Push to SafeZone apps or direct messages to supported Garmin Satellite or Twig lone worker devices.

To send a Bulk Action Push Message:

  1. After filtering the user list, click on "Bulk Action" in the top-right of the page and select "Send Message"
  2. Select the recipients using the check-boxes in next to the intended recipients (note you can use the check-box at the top left of the list to select or deselect all).
  3. Check any error messages that appear to highlight the limitations which are also mentioned above
  4. Click Next Arrow to continue or "BACK TO USERS LIST" to cancel and re-filter the list.
  5. In the message details section select the message channel:
    • Push - for notification to be sent to SafeZone apps
    • Twig - to send a notification to Twig Lone-worker devices assigned to those users
    • Garmin - to send a notification to Garmin satellite devices assigned to those users
      Note: Users with multiple devices will receive the message on every selected device
  6. Enter a Message Title (Optional) and Message body - note the message length will be limited by the channel selected. If Push only is selected there is a 213 character limit, however selecting Twig or Garmin reduces the limit to 97 characters
  7. Tick the "Play alert sound" check-box to send the notification with an alert sound or leave it blank to send with a standard notification tone.
  8.  Click Next Arrow to continue or the back arrow to go back to the recipients page. 
  9.  Review the Message content and press "Send Message to confirm or use the back arrow to go back to the message page.
  10. You will then be taken to a confirmation page where you can return to the User List through the "Back to User List" button

Response Group Chat

You can create a Response Group chat or add users to an existing chat session via the User List page.

To manage the Response Group Chat:

  1. After filtering the user list, click on "Bulk Action" in the top-right of the page and select "Response Group Chat
  2. Select the users to add to the chat by using the check-boxes in next to the intended recipients (note you can use the check-box at the top left of the list to select or deselect all).
  3. Click Next Arrow to continue or "BACK TO USERS LIST" to cancel and re-filter the list.
  4. Select whether to Add users to an existing session (using the drop list) or Create a new session (by clicking the radial button and adding a Session Name and Topic)
  5. Click Next Arrow to continue or the back arrow to go back to the users page. 
  6. Check the changes on the review page and select "Add Users" to continue, or the back arrow to cancel
  7. A confirmation page will confirm the action or provide an error if you do not have permission to make the change.

Send Invites

The Send Invites Bulk Action allows you to send invitation emails to users who have been added to SafeZone through the Register User feature or the Pre-Registrations feature and have not completed their registration for SafeZone.

The Send Invites feature will use the Email Templates that you have set up in Global Settings (see the guide on Global Settings - Email Templates)

To send a Bulk Action Send Invites:

  1. Click on Admin -> Users -> User List to bring up the User List
  2. If you would like to filter users in the list to perform the bulk action on, you can filter on the user list screen (eg. If you wanted to perform a Bulk Action for users in the First Aid Officers group, you can click on the drop-down for the user group and select First Aid Officers from the list. The user list will display the users who are members of that group)1_User_List_Filter.png
  3. Click on Bulk Action in the top-right13_Bulk_Actions_Button_Send_Invites.png
  4. Click on Send Invites
  5. The Bulk Invite Users screen will appear and we will walk through each page in separate sections:
    1. Recipients
    2. Review
    3. Confirmation

Recipients

To select the recipients of the invites:

  1. Tick the check-box next to the recipients' names who you want to receive the invitation email
    14_Send_Invites_Recipients_List.png
  2. Click on the Next 4_Next_button.png button in the bottom right to go to the Bulk Invite Users screen. If you need to change the list of users to send invites to, either tick the checkboxes to the left of the email addresses or click on the Back to Users List 5_Back-To_Users_List.png button to go back to the user list and filter the user list to get the recipients

Review

  1. The Review page will allow you to review how many invites will be sent out.15_Send_Invites_Review.png
  2. Once you have reviewed the number of invites and want to send them, click on the Send Invites16_Send_Invites_Button.png button to send the invitation emails. If you need to change the number of recipients click on the Back 7_Back_button.png button to go back to the Recipients screen

Confirmation

  1. The Confirmation screen will provide a confirmation as to how many invites were sent out to the recipients you have selected.
    17_Send_Invites_Confirmation.png
  2. To go back to the User List, click on the Back to Users List 11_Back_To_Users_List.png button.
  3. The recipients will receive an invitation email from SafeZone which includes their login details.
    If your organisation does not use Single Sign-On (as per the screenshot below), the SafeZone user will be given a temporary password which they can use to register their account.
    If your organisation uses Single Sign-On, the invitation email will inform them to use their organisation's credentials.
    18_Invitation_Email.png

Send Reminders

The recipients of the Send Reminders are users who have been added to SafeZone, have not completed their SafeZone registration on their mobile device and have previously been sent an invitation email to complete their registration for SafeZone.

The Send Reminders feature will use the Email Templates that you have set up in Global Settings (see the guide on Global Settings - Email Templates)

To send a Bulk Action Send Reminders:

  1. Click on Admin -> Users -> User List to bring up the User List
  2. If you would like to filter users in the list to perform the bulk action on, you can filter on the user list screen (eg. If you wanted to perform a Bulk Action for users in the First Aid Officers group, you can click on the drop-down for the user group and select First Aid Officers from the list. The user list will display the users who are members of that group)1_User_List_Filter.png
  3. Click on Bulk Action in the top-right19_Bulk_Actions_Button_Send_Reminders.png
  4. Click on Send Reminders
  5. The Bulk Remind Users will appear and we will walk through each page in separate sections:
    1. Recipients
    2. Review
    3. Confirmation

Recipients

To select the recipients of the reminder:

  1. Tick the check-box next to the recipients' names to receive the reminder email
    20_Send_Reminders_Recipients_List.png
  2. Click on the Next 4_Next_button.png button in the bottom right to go to the Bulk Invite Users screen. If you need to change the list of users to send invites to, either tick the checkboxes to the left of the email addresses or click on the Back to Users List 5_Back-To_Users_List.png button to go back to the user list and filter the user list to get the recipients

Review

  1. The Review page will allow you to review how many invites will be sent out.21_Send_Reminders_Review.png
  2. Once you have reviewed the number of reminders and want to send them, click on the Send Reminders 22_Send_Reminders_Button.png button to send the invitation emails. If you need to change the number of recipients click on the Back 7_Back_button.png button to go back to the Recipients screen

Confirmation

  1. The Confirmation screen will provide a confirmation as to how many invites were sent out to the recipients you have selected.
    23_Send_Reminders_Confirmation.png
  2. To go back to the User List, click on the Back to Users List 11_Back_To_Users_List.png button.
  3. The recipients will receive an invitation email from SafeZone which includes their login details.
    If your organisation does not use Single Sign-On (as per the screenshot below), the SafeZone user will be given a temporary password which they can use to register their account.
    If your organisation uses Single Sign-On, the invitation email will inform them to use their organisation's credentials.
    24_Reminder_Email.png

Add Users to Group

To add the filtered user list results to a group:

  1. Click on "Bulk Action" then select "Add Users to Group"
  2. Select the users to add to the group using the check-boxes in next to their email addresses (note you can use the check-box at the top left of the list to select or deselect all).
  3. Click Next Arrow to continue or "BACK TO USERS LIST" to cancel and re-filter the list.
  4. Use the drop list to find the User Group where you would like to add the users
  5. Click Next Arrow to continue or the back arrow to go back to the users page. 
  6. Review the changes and press "Add Users to Group" to confirm or use the back arrow  to return to the User Group page
  7. A confirmation page will confirm the successful addition to the group

Import Photos

You can assign photos in bulk to users in SafeZone using the "Import Photos" Bulk Action in the User List 

Important: You will need to map the person’s email address with a photo name and then place all photos in a single folder on your computer

The excel file linking an email address to an image name should meet the following requirements:

  • The file must be produced Excel 2007 or later (.xlsx format)
  • In the first worksheet, list each user's email address in column A
  • In the same worksheet, list the corresponding photo file name in column B

To import photos:

  1. Click on "Bulk Action" then select "Import Photos"
  2. Note the excel requirements for the list of email addresses to update and the associated file name then click "Upload File"
  3. Use your computer's file manager tool to locate the file and press "Open"
  4. Select the Photo Folder noting

    • Each photo you plan to import should already be stored in the root of this folder; sub-folders are not supported.

    • Each photo's file name must match exactly INCLUDING THE FILE TYPE (e.g. "123.jpg") the name listed in column B of the spreadsheet

    • When your browser displays a security prompt to 'View Files' the folder, click 'View Files' to proceed.
  5. Review the results of the import and click "Start Import" to proceed or, click "Back".
    Note where existing photos exist you can choose whether or not to overwrite them with the photos in the file
  6. A confirmation page will show the changes that have been made

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