Announcements

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.

Announcements are not shown to the users who create them.

Permissions

You must be an Admin with all permissions, a Super Admin, or a user with Company Settings permissions to send an announcement.

Select the applicable tab for your edition of Responsive.

Managing announcements

Go to Organization Settings > Communications > Announcements to view 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 Super Admin has Canceled it
Switch between the Active, All, and Draft announcements view by switching tabs:

Announcements are sorted based on their status, using the following criteria:
- Active: Displays announcements that are Published, Scheduled, and Expired.
- Draft: Displays all the announcements that are in draft.
- All: Displays all the announcements (including canceled).
The number of people who have viewed each announcement appears under the View column. Click the count to see who has viewed the announcement and when they saw it.

Click Export to download an Excel spreadsheet with the viewed details.

Use the Search Users field to search for a particular user.

Click the three dot menu for an individual announcement to edit, clone, cancel, or delete an existing announcement.

Creating announcements
1. Go to Organization Settings > Communications > Announcements and click Create Announcement.
2. Select the appropriate Announcement Type radio button:
  Note: Only one login banner can be created per company at a time.
  - Normal: The announcement will not be displayed after users read it, even if the Expiry Date is set to Never.
  - Login Banner: The message displays each time users log in until the banner expires, and users cannot dismiss.
3. Enter a title for your announcement, then enter the text in the Message field.
4. Click the Image icon and upload an image.
5. Click Next.
6. Select the appropriate Send To radio button:
  - All Users (default): The announcement will be sent to all Responsive users.
  - Roles: Enter one or more roles you want to receive the announcement.
  - Users/Teams: Enter one or more names of people or teams to receive the announcement.
7. Specify the date and time for the Start Date and Expiry date. The default value is Now for the start date and Never for the expiry date. Click the Custom radio button to choose a date from a calendar.
8. Specify the time zone you want to use to calculate the specified times from the drop-down list.
9. Do one of the following:
  - 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 announcements
1. Find the announcement, then click the Menu and select Edit.
2. Edit the announcement, then click Republish.
  - 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.
3. 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 announcements

You can create a new announcement based on an existing one.
1. Find the one you want to clone and click the menu icon for it (three stacked dots). Select Duplicate.
2. Change the information in the announcement, and then click Publish (or Schedule if the Published Date is in the future).
3. Click Save as Draft to save the announcement without sending or scheduling it, or click Preview to see what your users will see when they receive it.
4. When you are ready to send it out, click Publish or Schedule.
Canceling published announcements

Announcements once published may need to be canceled before the Effective Until date for various reasons.
1. Click the three-dot menu (More Options) on a published and select Unpublish.
2. Click when prompted to confirm the cancelation.
Deleting announcements
1. Click the three-dot menu (More Options) on a published and select Delete.
2. Click Yes when prompted to confirm the deletion.
Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

Managing announcements
- Go to Organization Settings > Communications > Announcements to view 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 Super Admin has Canceled it
  Switch between the Active, All, and Draft announcements view by switching tabs:
  
  Announcements are sorted based on their status, using the following criteria:
  - Active: Displays announcements that are Published, Scheduled, and Expired.
  - Draft: Displays all the announcements that are in draft.
  - All: Displays all the announcements (including canceled).
  The number of people who have viewed each announcement appears under the View column. Click the count to see who has viewed the announcement and when they saw it.
  
  Click Export to download an Excel spreadsheet with the viewed details.
  
  Use the Search Users field to search for a particular user.
  
  Click the three dot menu for an individual announcement to edit, clone, cancel, or delete an existing announcement.
Creating announcements
1. Go to Organization Settings > Communications > Announcements and click Create Announcement.
2. Select the appropriate Announcement Type radio button:
  Note: Only one login banner can be created per company at a time.
  - Normal: The announcement will not be displayed after users read it, even if the Expiry Date is set to Never.
  - Login Banner: The message displays each time users log in until the banner expires, and users cannot dismiss.
3. Enter a title for your announcement, then enter the text in the Message field.
4. Click the Image icon and upload an image.
5. Click Next.
6. Select the appropriate Send To radio button:
  - All Users (default): The announcement will be sent to all Responsive users.
  - Roles: Enter one or more roles you want to receive the announcement.
  - Users/Teams: Enter one or more names of people or teams to receive the announcement.
7. Specify the date and time for the Start Date and Expiry date. The default value is Now for the start date and Never for the expiry date. Click the Custom radio button to choose a date from a calendar.
8. Specify the time zone you want to use to calculate the specified times from the drop-down list.
9. Do one of the following:
  - 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 announcements
    1. Find the announcement, then click the Menu and select Edit.
    2. Edit the announcement, then click Republish.
      - 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.
    3. 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 announcements
    
    You can create a new announcement based on an existing one.
    1. Find the one you want to clone and click the menu icon for it (three stacked dots). Select Duplicate.
    2. Change the information in the announcement, and then click Publish (or Schedule if the Published Date is in the future).
    3. Click Save as Draft to save the announcement without sending or scheduling it, or click Preview to see what your users will see when they receive it.
    4. When you are ready to send it out, click Publish or Schedule.
    Canceling published announcements
    
    Announcements once published may need to be canceled before the Effective Until date for various reasons.
    1. Click the three-dot menu (More Options) on a published and select Unpublish.
    2. Click when prompted to confirm the cancelation.
    Deleting announcements
    1. Click the three-dot menu (More Options) on a published and select Delete.
    2. Click Yes when prompted to confirm the deletion.