Setup: Workspace Settings and Adding Users to my Workspace

There are eight tabs within the the Workspace Settings. From "Invitations" tab you can create a link to send to users for them to join the workspace and give them permissions from the "Roles" tab once they have joined.

• Overview
• Invitations
• Data Tags
• Survey Questions
• Roles
• Reassign Reasons
• Exclude Rules
• Opt Outs

Overview

Enter the name and description of your workspace so texters will know it's your workspace

Invitations

Workspace Invitations are for inviting new users to your Workspace. Any user that you want to text in your programs will need to join your workspace. To send an invitation to a new user.

Create a New Invitation

1. click the blue "New Invitation"
2. Enter an Expiration Date
3. Click "Save"
4. Click "Copy Link" next to the invitation you want to send
5. Send the link to the person you want to join your workspace

Data Tags

Under the Data Tags Tab there are two sections:

1. Data Tags- Here you will see all data tags you have added to programs and you can add data tags individually.
2. Data Tag Groups- Data Tag Groups is a tool to organize Data Tags and filter results on the dashboard. 

To utilize Data Tags and Groups for better viewing of your results on your Dashboard:

1. Click the "Data Tags Groups" sub tab
2. Click "Add Data Tag Group", enter the title of the Data Tag Group.
3. Click the sub tab "Data Tags"
4. Click Edit next to the "Data Tag" you want to change the group on
5. Under "Group" select the "Data Tag Group"

Survey Questions

If you intend to use "Survey Questions" to collect data in addition or in place of using data tags. You have to add all "Survey Questions" here. Survey Questions can be added at anytime.

1. Click the blue "Add Survey Question" on the right
2. Enter the Name
3. Enter the Description
4. Select Type
   1. Free Text- this allows a texter to add any text, example email address, updated address, etc
   2. Single Answer- this allows a texter to select a single answer, example "Opt Out"
   3. Multiple Answer- this allows a texter to select multiple answers, example if you are collecting issues import to a voter you could select "Education, Environment, Health Care"
5. Click the blue "Save" button

Roles

These are the Workspace Level Roles. If you want someone to be an administrator or moderator for your entire workspace, you assign them here. A user can only be assigned after they join the Workspace.

1. Click "Assign User" to add an individual or "Assign User List" to add a user list
2. In the "User" box begin typing their name/user list name and select from the list
3. In the "Role" box select from the dropdown "Moderator" or "Administrator"
4. You can add roles for others if you want them to only have privileges at certain levels by doing the same at the Division, Program Group and Program level by selecting from the Administration tab.

Reassign Reasons

Sometimes a Texter may need to reassign one or more conversations while texting within a Program. A Workspace Administrator can create “Conversation Reassign Reasons” for their Workspace to help organize the reassignment of texts. A Workspace can have as many reasons for reassigning as needed, and administrators can add and edit reasons at any time.

Examples of Reassignment Reasons:

• Reassign All Messages
• This conversation is in Spanish
• This conversation is for the Voter Hotline team
• This conversation makes me uncomfortable
• I don’t know the answer needed for this conversation

To add a new "Reassign Reason"

1. Click the blue "Add Reason" button on the upper right
2. In "Title" box enter a title
3. Toggle if you want it to reassign all of the messages in a Texter's inbox
4. In the "Data Tags" box select a Data Tag if you want these messages to be tagged, leave blank if no data tag is needed
5. Click the blue "Save" button

Exclude Rules

Exclusions are phone numbers that are removed from an imported Contact List for a defined reason. Exclusion rules are created based on data tags (Script Data Tags, Wrong Numbers, or Deliverability Errors). If the selected data tags are associated with a Contact, it is removed from the Program Contact List import. Exclusion rules are controllable at each level in TextOut (Workspace, Division, Program Group, Program, and each Contact List in a Program) and can only be created and edited by Admins.

This function is different from removing duplicates from a Contact List. TextOut will automatically dedupe identical contacts (based upon phone number) within a single program.

Exclusion Rules can be enabled as required or optional across the levels of your Workspace. For example, if set as optional at its top level, a Workspace exclusion rule may be disabled at the contact list import step.

Default Exclusion Rules

Exclusion rules can be accessed on the Workspace, Division, Program Group, and Program settings pages by selecting the  "Excludes" subtab.

Workspace Exclusion Rule Defaults

Any rule can be created and changed by Workspace Administrators. 

• Optional: All Opt-Outs removed from lists at import.
• Optional: All Wrong Numbers removed from Contact lists at import.

Division Exclusion Rule Defaults

Divisions inherit the Workspace exclusion rules and Division-level defaults. Workspace and Division Admins can add new rules that apply to that Division only.

• Required: All Opt-Outs removed from Contact Lists at import.
• Optional: All Wrong Numbers removed from Contact Lists import.

Program Group Exclusion Rule Defaults

Program Groups inherit their associated Division exclusion rules, and an Admin can add new rules for that Program Group.

Program Exclusion Rule Defaults

Programs inherit their associated Program Group exclusion rules, and an Admin can add new rules at the Contact Import screen to a specific Contact List.

• In a Program, an Admin can choose to use exclusions that occur at the Workspace level, Division level, and/or at the Program Group level (and choose to apply the rule to all Programs within the Program Group or specific Programs.)

1. Click the blue “Add Exclusion Rule” button on the right side of the screen.
2. In the "What would you like to exclude?" box, select from
   1. Wrong Number- this will remove all numbers marked with wrong numbers
   2. Data Tags- select what Data Tag to base the exclusion rule on. Multiple data tags can’t be selected simultaneously, but multiple rules for each data tag are permitted.  
   3. Deliverability Errors- this will remove all contacts marked as having a deliverability error
3. Check the box under "Is required?" If you want this rule to be applied to all programs in the Workspace without the ability to disable.
4. Select to enable the rule as required. Leave it unchecked for the rule to be optional.

Opt Outs

This tab allows you to import opt outs from an external list. If you have used another texting vendor before or have a list of people that have previously opted out. You must add them here.

1. Click "Start New Import"
2. Click the blue "Select File" button
3. Select the file from your computer
4. Click "Upload"
5. If you want, add a name for the file
6. Select the column from your file that contains Cell Phone Number.
7. Click "Save Changes"