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Notice Board

Notice Board

Notice Board Module - User Guide

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📈 Business Impact

The Notice Board module is your central hub for society-wide communication. Digitizing notices ensures 100% reach to all members, reduces paper costs, and provides a verifiable audit trail of all communications sent via Email, WhatsApp, and Telegram.

⚡ Quick Start: 2-Minute Fast Track

For administrators who need to publish a notice immediately:

  1. Create: Go to Notice Board, click Create, enter Title, Description, and pick a Category.
  2. Upload: In the Notice Details page, click Upload Document to attach a PDF copy of the physical notice.
  3. Broadcast: Click the Email, WhatsApp, or Telegram buttons to queue notifications for all active members.
  4. Done: The system handles the massive broadcast in the background, ensuring no one is missed.

🗺️ Communication Workflow 

graph LR
    Category[Notice Categories] --> Create[Create Notice Header]
    Create --> Upload[Upload PDF Document]
    Upload --> Verify[Validate Member Contacts]
    Verify --> Broadcast[Email / WhatsApp / Telegram]
    Broadcast --> Log[Success/Failure Logging]
    
    style Broadcast fill:#f9f,stroke:#333,stroke-width:2px

✅ Prerequisites Checklist

Before broadcasting notices, ensure:

  • Notice Category Master: Categories like “SGM”, “General”, and “Alerts” are defined.
  • Member Master: Members have valid Email Addresses and Mobile Numbers (10-digit).
  • Document Storage: The system is configured to store PDF files in the NoticeBoard sub-folder.
  • API Keys: WhatsApp and Telegram bot integrations are active (for those channels).

1. Introduction 📝

The Notice Board module replaces traditional physical notice boards with a modern, digital alternative. It allows society administrators to draft, store, and distribute official communications efficiently.

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Core Functionality:

  1. It serves as a Digital Archive of all past notices, searchable by title and date.
  2. It facilitates Multi-Channel Distribution, reaching members where they are most active.
  3. It includes Automated Validation to identify members with missing or incorrect contact details.

Typically, this module is used by Secretaries and Society Managers to announce meetings (SGM/AGM), maintenance deadlines, or festival greetings.

2. Managing Notices 🚀

Accessing the Module

Navigate to the Notice Board section from the main menu. You will find:

  • Notice Board Index: A list of all issued notices with search and filter capabilities.
  • Notice Category: Manage categories to organize your announcements.

The Index Page

The Index Page acts as your central dashboard. You can:

  • Search: Find notices by Notice Number, Title, or Category.
  • View Details: Click on a Notice Number to manage its attachments and broadcast settings.
  • Status Tracking: Verify which notices are live and which have documents attached.

3. Features ✨

The Notice Board is built for reliability and wide-reaching communication:

  • 📁 PDF Attachments: Securely upload and store PDF versions of official signed notices.
  • 📧 Email Integration: Send the full notice description and the PDF attachment directly to member inboxes.
  • 🟢 WhatsApp Broadcasting: Deliver alerts and PDF notices directly to members’ WhatsApp numbers.
  • 🔵 Telegram Alerts: Reach tech-savvy members via automated Telegram bot messages.
  • 🏗️ Categorization: Groups notices (e.g., Legal, Events, Maintenance) for better organization and archival.
  • 📑 Notice Tracking: Automatically generates serial numbers (Notice No) for formal record-keeping.
  • 🛡️ Validation Logic: Identifies “Undeliverable” notices before you send them, highlighting members with invalid emails or phone numbers.
  • ⏳ Background Queuing: Broadcasts to hundreds of members simultaneously without slowing down your browser.

4. Interface Walkthrough 🔄

Notice Board Index

The Index Page acts as your central dashboard for all society communications. It provides a searchable list of all notices issued to members.

  • Global Search: Find notices by title or category instantly.
  • Quick Navigation: Use the “Create” button to start a new broadcast or manage “Notice Categories”.

Notice Board Index Page

Notice Board Details

The Details View is where you manage specific notice content and execute broadcasts.

  • Action Center: Use the multi-color buttons to Modify, Delete, or Broadcast via Email, WhatsApp, and Telegram.
  • Document Management: Re-upload or download the official PDF attachment directly from this screen.

Notice Board Details Screen

5. Complete Flow 🔄

Define Notice Header

  • Click Create and enter a compelling Title.
  • Write the Description (this will be the body of your Email/Message).
  • Select the relevant Category.

Attach Official Document

  • Navigate to the Notice Details of the newly created notice.
  • Click Upload Document and select your PDF file.
  • Once uploaded, the file is automatically named after the Notice Number for consistency.

Validate Member Contact Info

  • The system automatically scans your Member database for active members.
  • It checks for valid Email formats and 10-digit Mobile numbers.

Execute Broadcast

  • Choose your channel: Email, WhatsApp, or Telegram.
  • A confirmation box will appear. Click Yes to start the background broadcast.

Review Delivery Logs

  • The system logs the success/failure status of each message in a dedicated CSV log file.

6. Validations and Error Handling ⚠️

Validation Type What is checked? Error Message / Action
Email Validity Checks for @ and valid domain extensions. “No valid email addresses found for active members.”
Mobile No Checks for 10-digits starting with 6, 7, 8, or 9. “No valid contact number found for active members.”
Missing Attachment If sending via WhatsApp/Telegram without a PDF. “Please attach the document first.”
Title Length Ensures titles are between 10-100 characters. Validation error highlights the Title field.
Upload Period Prevents re-uploads for notices older than 1 year. The “Upload” link is automatically hidden.

7. Tools / Smart Features 🔧

  • 📥 One-Click Download: Members or admins can instantly download the PDF notice from the details page.
  • 📄 Auto-Naming: Uploaded files are automatically named (e.g., Notice_001.pdf) to avoid file system clutter.
  • 🔄 Re-Upload Capability: If a notice is revised, admins can use the “Re-Upload” feature to update the file while keeping the same Notice No.
  • 🧪 Async Processing: The system uses a Task Queue for broadcasts, allowing you to continue other work while the emails are being sent.

8. Reports Related to Notice Board 📊

  1. 📄 Notice Details Sheet: A summary view of the notice content and metadata.
  2. 📋 Communication Logs: CSV files showing exactly who received the notice and when (stored in EmailLog / WhatsappLog folders).
  3. ⏳ Pending Notifications: A view of messages still in the queue during large broadcasts.

9. Pre-settings / Configurations ⚙️

  • 🏗️ Notice Category Master: Pre-define categories like “Maintenance”, “Events”, “Legal”, etc.
  • 👤 Member Contact Details: Mobile numbers and Email IDs must be updated in the Member Master.
  • 🌐 API Configuration: Ensure the WhatsApp and Telegram service providers are configured in the system parameters.
  • 📂 Folder Permissions: Ensure the server has “Write” permissions for the CHSReports\Docs directory.

10. Best Practices / Tips 💡

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  • Clear Titles: Use descriptive titles (e.g., “SGM Meeting - 25th Oct”) so members know the importance at a glance.
  • Always Use PDFs: While the description is sent as text, always attach a PDF for legal and formal validity.
  • Keep Member Data Clean: Regularly audit the “Member Master” for incorrect phone numbers to ensure high delivery rates.
  • Categorize Well: Good categorization makes it much easier to find old notices during audits or legal disputes.

11. Additional Observations 🔍

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  • Immutable Notices: Once a notice is broadcasted, avoid modifying the description to maintain the integrity of what was sent.
  • Large Attachments: Keep PDF files under 2MB to ensure smooth delivery across all WhatsApp and Email clients.
  • Queue Management: If a broadcast fails midway (e.g., due to internet loss), check the logs to identify which members need a manual retry.
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