Registered Number Configuration

After you have obtained an Integrated Texting subscription and enabled Integrated Texting, you must assign Registered Numbers (long codes) to all employees who need to communicate with clients and prospects via text, or to specific structures. Applied recommends assigning one long code per employee, for ease of routing and optimal customer service. As you make organizational decisions regarding Registered Number setup, keep in mind that adding or removing numbers may have an impact on your monthly billing for Integrated Texting.

Important! Once you have registered your numbers, you must obtain consent from any contact you will be texting before you begin sending them messages. Familiarize yourself with laws on text communications before you begin using integrated texting.

1. From Home, do one of the following:
• Click Configure on the navigation panel.
• Click Areas > Configure on the menubar.
• Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar.

2. Click SMS on the navigation panel or Areas > SMS on the menubar.
3. Click Numbers on the navigation panel.
4. Follow the steps below to add and assign registered numbers.

Add a Registered Number

1. Click the Add button to the left of the Registered Numbers list.
2. The Available Numbers pop-up displays a list of numbers available for use. Selecting numbers that reflect your geographic location is recommended.
   
   Use the search bar to filter the list of phone numbers. You will find the most relevant results by searching first by Country Code, then by Area Code, then by ZIP Code.

These are the choices in the first dropdown menu:

• Area Code
• Country Code
• Number
• ZIP Code

The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

• Equals: Enter the search criterion (e.g. the full area code) in the field to the right. Click Find.
• Contains: Enter at least one character of the search criterion (e.g. part of the number) in the field to the right. Click Find.

The list displays the first 30 numbers that match your search criteria. If the list does not include enough numbers for your geographic location, specify additional search criteria (performing a search by Country Code, Area Code, and ZIP Code is recommended).

4. Select a number from the list. Click Finish to add the number and close the pop-up window, or Cancel to exit the screen without adding the number.

Assign a Registered Number

To use a registered number, you must assign it to an employee or structure.

Assigning a number to each employee who will communicate with clients and prospects via text is recommended. When a text message is sent to a number assigned to an employee, that employee receives an Epic notification in the Unrouted Messages area in Procedures. When a text message is sent to a number assigned to a structure, Epic notifications are not sent to any specific employee.

If you assign a single number to multiple employees or to a structure, messages to that number must be routed to the correct employee manually.

• Assign a Registered Number to an Employee

  To assign a registered number to an employee, do the following:

  1. Select a number in the Registered Numbers list.
  2. Click the Edit button  to the left of the list.
  3. Enter a Description for the number.
  4. Select the Employee radio button.
  5. Click the Add  button to the left of the Employees list.
  6. The Account Lookup pop-up displays.
  1. Use the search bar to locate an employee by Lookup Code or Account Name. Enter all or part of the code or name and click Find.
     
     Note: Each employee can be assigned only one registered number (although multiple employees can be assigned to the same registered number). Employees who already have a number assigned are excluded from the list.
  2. Select the employee and click Finish, or click Cancel to exit the Account Lookup screen without selecting an employee.
  7. To assign the registered number to the employee, click Finish. To leave the number unassigned, click Cancel.
• Assign a Registered Number to a Structure

  To assign a registered number to a structure, do the following:

  1. Select a number in the Registered Numbers list.
  2. Click the Edit button  to the left of the list.
  3. Enter a Description for the number.
  4. Select the Structure radio button.
  5. Click Finish.
  6. Click Structure in the navigation panel.
  7. Select Organization Contacts.
  8. To locate the registered number, click the words Organization Contacts in the view filter and select SMS.
  9. Select the number you assigned from the Registered Numbers list and click the Edit button.
  10. A list of Available structures displays below the Detail frame. Select agencies, branches, and/or departments and use the arrow buttons to move them from the Available to the Selected list. Hold the [Ctrl] or [Shift] key while clicking on structures to make multiple selections.
  11. Click Add to complete the assignment and make an additional assignment.
      
      Click Finish when you have finished making assignments.
      
      Click Cancel to discard your changes.

  Once you have assigned a number, you may use it to send outgoing texts. Next, obtain consent from the contacts you intend to text and then set up their phone numbers to receive SMS messages in the Contacts area.

Release a Registered Number

If you no longer intend to use one of your registered numbers, you may release it back into the pool, where it will become available for selection by other organizations. If you change your mind about releasing the number within 10 days, you can re-add it. After 10 days, it will be unavailable to you and all other organizations for two months. After this two-month period, any organization can add the number, so it may not be available to you again.

If you release a registered number after an employee or structure has used it for SMS communications and later add a new SMS number for that employee or structure, you must perform the steps in the Add a Registered Number and Assign a Registered Number sections again, as well as inform any contacts who communicate with that employee or structure of the updated number.

To release a registered number, do the following:

1. Select the number in the Registered Numbers list.
2. Click the Delete button to the left of the list.
3. You are prompted, “This will unregister this number and remove any existing associations.” Click Yes to release the number, or No to cancel.