Using SMS Alerts

In this article:

• Sending a Standard SMS Message
• Setting Calendar Appointment Reminders for Clients
• Setting Up Staff SMS Reminders 
• Viewing Sent SMS Messages

You can send outgoing SMS messages to clients or parties associated with a matter. This can be useful if you need to communicate with them or remind them of upcoming appointments. 

There are three types of messages you can send:

• Standard SMS (text) messages 
• Automatically sent calendar reminders 
• Staff alert reminders for items like appointments, tasks, and key dates

Additionally, participants you want to contact using SMS must have at least a Mobile phone number entered on their contact card. You can also enter a TXT/SMS number on their contact card, which can also be used for messaging. 

Sending a Standard SMS Message

You can use Actionstep to generate and send a text message to a contact. The message is one-directional, meaning the recipient cannot reply. 

NOTE:  When drafting the SMS message, you can manually enter the phone number for the contact you want to text, but if the number is already entered on their contact card, it will be suggested automatically when you create the SMS message. To do this, edit the contact's profile information and in the Phone & messaging section, make sure at least a Mobile number has been added. You can also include a TXT/SMS number.

To send a text message to a contact:

1. In Actionstep, access the Send SMS window by doing one of the following:
   • Click the global Create button and choose SMS from the Other section. (You may need to click Show all to see this option.) The Send SMS window appears.
     TIP:  If you create an SMS message while viewing the matter, the SMS will automatically be assigned to that matter. 
   • View the contact's profile card and click the Txt/SMS number. The Send SMS window appears.
   • Click Comms > SMS Messages. Then click Create SMS. The Send SMS window appears.
2. On the Send SMS window, click the To drop-down list and choose the contact or participant you want to receive the message.
   
   As long as a Mobile or TXT/SMS number is assigned to the contact, one of those numbers will be shown in the Mobile field.
   
   
3. If the matter is not selected (based on where you initiated the Send SMS task), click the Matter drop-down list and select the associated matter. 
4. Enter your Message text. You may want to include a Do Not Reply note in the message so that recipients don't attempt to respond to the message.
   
5. Click Send to send the message. The sent message may look something like this:
   

Setting Calendar Appointment Reminders for Clients

When enabled, Actionstep can send SMS reminders of appointments to selected attendees when an appointment is linked to a matter. The attendee must be linked to a contact record and have an SMS number configured.

Two reminders are sent for each appointment.

• One is sent the day before the appointment
• One is sent one hour before the appointment start time. All-day appointments are adjusted to 8 a.m. the day before.

To ensure automated calendar appointment reminders work:

1. Enable SMS calendar alerts. (Admins can see Setting Up SMS Alerts (Admin) for help.)
2. Create the appointment:
   • Specify the date and time of the appointment on the Event tab. 
   • Select the associated matter on the Matter tab. 
   • Select the attendee(s) on the Attendees tab.
     
     NOTES:  T
     • Make sure the attendee is a contact associated with that matter. (For help, see Working with Matter Parties for help.)
     
     • Make sure the attendee/contact's profile has an SMS number listed on the Contact Card. (See Adding a Contact or Editing a Contact to learn how to complete the contact card. You will add the TXT/SMS number in the Phone & Messaging section of the contact card.
3. Click Create appointment. The appointment is added to your calendar.

Once sent, the attendee will receive messages like the following:

• With a location specified in the event:
  Reminder: You have an appointment with us tomorrow at 123 Exemplar Place. Thanks, ABC Law +1 (831) 3326495
• Without a location specified:
  Reminder: You have an appointment with us today at 4:30pm. Thanks, ABC Law +1 (831) 3326495

Setting Up Staff SMS Reminders 

There are several ways you can set up alerts for staff members with a login to Actionstep. These alerts can be:

• Reminders that are linked to items like calendar appointments and tasks
• Alerts set up at the matter level

The location of alerts will vary depending on the item they are linked to.

To set an alert for a calendar appointment:

1. Create the appointment.
2. On the Event tab of the Create New Appointment window, click Add reminder. Several fields are enabled.
3. Click the drop-down and select when you want the alert to be sent/displayed.
4. Select the type of reminder (Email, SMS, or Popup). You can select multiple options.
   

Any Actionstep staff member invited to the appointment will get a reminder of the appropriate type at the indicated time.

To set an alert for a task:

1. Create a task or edit a task. 
2. While viewing the task, click the Reminder / Workflow tab.
3. Click the Reminder drop-down list and choose when you want the reminder to be sent. 
4. Select the type of reminder (Email, SMS, or Popup). You can select multiple options.
   

The reminder alert will be sent to the person the task is assigned to.

To set up an alert for a matter

1. View the matter.
2. Click the Alerts menu icon. The Alerts page for the matter appears.
3.  Click Create alert. The Add Notification page appears
4. Enter a Due date.
5. Choose who the alert should be Assigned to.
6. Enter the alert Message.
7. Select the Method of delivery. Your options include SMS, E-Mail, and Popup. 
8. Click Submit. The notification will be sent at the selected time.

Viewing Sent SMS messages

There are two places you can view sent SMS messages:

• View the matter. Then hover over the Comms menu icon and choose SMS from the list of options.
• Click Comms in the global menu and choose SMS Messages. 

Related Articles:

• Setting Up SMS Alerts (Admin)