Overview
Responsive allows you to send broadcast announcements to users, roles, and individuals. You can schedule them to be sent at a specific date and time or immediately. Announcements can be text or images.
Users who receive the announcement will see it when they log in to Responsive. If they have multiple announcements, they can use the arrow buttons to page through them.
Users can click Show later to retain the announcements so they can be seen again. When a user clicks Done, the announcement will not be displayed again.
Permissions
You must be an Admin with all permissions, a Super Admin, or a user with Company Settings permissions to send an announcement.
Managing Announcements
Announcements are created and managed on the Organization Settings - Announcements page. Click your avatar in the lower-left corner of the screen to see the menu, and then click Organization Settings.
Click COMPANY to expand the menu, then click Announcements to see the Organization Settings - Announcements page.
It shows the existing announcements, and their statuses:
- Published: Visible when a user logs in to Responsive
- Scheduled: Will be visible after a specified date and time
- Draft: Saved to be edited later
- Expired: No longer visible because the Effective Until date has passed
- Canceled: No longer visible because Admin or SuperAdmin has Canceled it
You can switch between the Active and All announcements view by switching toggle as shown:
Announcements are sorted based on their status, using the following criteria:
- Active: displays announcements that are Published, Scheduled, and in Drafts
- All: displays all the announcements (including Expired and Canceled)
You can see how many people have viewed each announcement.
Click the eye icon to see who has viewed the announcement and when they saw it. Click Export to download an Excel spreadsheet with the viewed details.
Enter a few characters in the Search field and click the magnifying glass icon to search for a particular user.
Click the menu (three stacked dots) for an individual announcement to Edit, Clone, Cancel or Delete an existing announcement as described below.
Creating an Announcement
Note: Announcements are not shown to the users who create them.
On the Organization Settings - Announcements page, click New Announcement.
Enter a title for your announcement, and enter the text in the Message field.
To include an image, click the image icon and then upload it as usual.
Specify the recipients of your announcement in the Send To section.
- All Users: the announcement will be sent to all Responsive users, the default.
- Roles: enter one or more roles to receive the announcement
- Users / Teams: enter one or more names of people or Responsive Teams to receive the announcement
- Announcement Type: Select Normal or Login Banner. Login Banner message displays each time users log in until the banner expires, and users cannot dismiss it (unlike other announcements). Only one login banner can be created per company at a time. However, the normal announcement will not be displayed after users read it, even if the Expiry Date is Never.
Specify the date and time the announcement should first be displayed for the Start Date. The default value is Now. Click the Custom radio button to choose a date from a calendar.
Specify the date and time the announcement should no longer be displayed for the Expiry Date. The default value is Never. Click the Custom radio button to choose a date from a calendar.
Specify the time zone to use to calculate the specified times from the pull-down menu.
There are three buttons at the bottom of the box:
- Click Save as Draft if you want to save your announcement and return to it later.
- Click Preview to see what the announcement will look like when it appears to recipients.
- The last button will be Publish if the Start Date is Now, or Schedule to send the announcement in the future.
Editing an Announcement
To edit an existing announcement, find the announcement and then click the menu icon for it (three stacked dots). Select Edit.
Make your changes to the announcement and click Republish.
Note: If the Republish button is not enabled, make sure the time information is valid. If you are changing an announcement that has already been sent out (Published Date was Now for the original announcement), you will need to enter a new value for the Published Date.
As with a new announcement, you can click Save as Draft to save the announcement without sending or scheduling it, and you can click Preview to see what your users will see when they receive it.
When you are ready to send it out, click Republish or Schedule.
Note: If you want to create a new login banner type announcement, you must delete the existing login banner (if any) or edit the login banner and make it a normal announcement.
Cloning an Announcement
You can create a new announcement based on an existing one. Find the one you want to clone and click the menu icon for it (three stacked dots). Select Clone.
Change the information in the announcement, and then click Republish (or Schedule if the Published Date is in the future).
As with a new announcement, you can click Save as Draft to save the announcement without sending or scheduling it, and you can click Preview to see what your users will see when they receive it.
When you are ready to send it out, click Republish or Schedule.
Canceling a Published Announcement
Announcements once published may need to be canceled before the Effective Until date for various reasons. To cancel a published announcement, follow the steps mentioned below:
Click on the three-dot menu (More Options) on a published announcement. Click Cancel in the menu.
You will be prompted to confirm the cancelation. Click Yes.
Announcements that are Canceled can only be Cloned or Deleted.
Deleting an Announcement
If you no longer want to keep a record of an announcement, you can delete it. Find the one you want to delete and click the menu icon for it (three stacked dots). Select Delete.
You will be prompted to confirm the deletion.
If it's a login banner, a confirmation message as shown below appears:
Click Yes. The announcement is deleted.