Dispatch Quick Start

Introduction

Dispatch is a home-grown web application used to send communications out to a number of recipients via email, print, SMS, and/or voice calls. This quick start guide is meant to get you up and running in a matter of minutes. More detailed guidance can be found by clicking on the Help button located in the top right corner on the Dispatch application.

Dispatch is made up of four major parts: Populations, Templates, Campaigns and Communications. Populations supply the data describing the recipients of your message. Templates provide the formatting of your content. Campaigns are used to organize and group your messages. Finally, Communications are used to tie everything together and select target destinations for where your messages should be delivered.

Create a Population

1. Click the + Create New Population button on the Home Page.

   
2. Name your population, add a tag for easy grouping and searching (optional), provide a description (optional), and select the appropriate population type from the dropdown list. More information about the different population types can be found by clicking the Help link in the top right corner.

   
3. If you chose one of the manual population types, click the Add Members link below the dropdown list or the Members tab at the top.

   
4. List out the contact information for the recipients. This list is new-line delimited, meaning each address should have its own line. If you’d like to include names in the communication, put a comma after the address and type the name next to it. See the example below:

   
5. Click the Save button on the right side to save your population. A green success message should appear at the top to indicate that the population has been saved.
6. Next, you’ll need to set up a campaign. First, click on the Dispatch logo in the top left corner to return to the home screen.

Create a Campaign

1. Click the + Create New Campaign button on the Home Page.

   
2. Name your campaign and add a tag for easy grouping and searching (optional).

   
3. It is recommended that you first test your communication before sending it out to its intended recipients. Select the Test Mode radio button and enter the E-Mail Override Address (this e-mail address will receive the test communication) and the Phone Override Number (this phone number will receive the test voice call).

   
4. Click the Save Campaign Details button at the bottom left of the page to save your campaign. Dispatch will redirect you to the Campaign Communication page if the save was successful.

Create a Communication

1. Click the + Create New Communication button at the top right.

   
2. Choose a template to use. Curated templates that meet the Office of Strategic Communications brand guidelines are offered first. You can also choose any custom templates that you've created.

   
3. Name your communication and select your Population that you created earlier. The template you picked is already selected.

   
4. Curated templates contain which prompt for content that will be inserted into the template. Provide your content in these fields.

   
5. If you selected a curated template, you can choose to enter in the additional optional information.
   Reply-To Address: replies to the email will be sent to this address instead of the address in which the email is coming from
   Bounce Address: Undeliverable messages will be routed to this address instead of the address in which the email is coming from.

   
6. Enter the Subject for your email communication, the From Name, and the From Email Address.

   
7. Click the Save Changes button at the bottom left corner of the screen. Dispatch will redirect you back to the Campaign Communication page if the save was successful.

Schedule a Communication

1. Click the Schedule Communication button at the top right corner

   
2. A popup will appear with a preview of your message. You can send a single test message to an email you provide, or if the campaign is still in test mode, you may click the Schedule Communication within the popup. Please note, if you have multiple recipients, by clicking on Schedule Communication in test mode, you will receive up to 100 copies of the message.

   
3. After clicking on Schedule Communication, choose how often you’d like the communication to be sent, as well as the Start Date and the Start Time. Click Schedule Communication when all information has been entered.

   
4. The status of the communication will change from Scheduled to Pending Approval when the scheduled time passes.

   
5. Click the Communication Date to approve the communication.

   
6. A popup will appear where you can either approve and send the communication or cancel it altogether. To approve the message, you must click the button twice.

   
7. To take your communication out of test mode, Click the Campaign name at the top left corner.

   
8. Click the orange Edit Campaign Details button at the top right corner, select the Production radio button, and click Save Campaign Details. Now you can send out emails to all your recipients!