When an SMS text message arrives to an Inbound phone number, it is routed on to a single User as an email message.
If you have the Hosted Voice upgrade or the Enhanced Inbound add-on then an Alert will also be generated and displayed to that single User. Please see Enhanced Inbound SMS screen pops & chat window which describes those additional SMS capabilities.
Note that your Inbound phone numbers may be used for multiple purposes and by multiple Users in your team. Therefore, turboDial cannot always choose the same User to receive the Inbound SMS messages that arrive on a specific Inbound phone number.
Overview: Inbound SMS Forwarding via Email
turboDial uses a “most recent interaction” method to decide where to forward an Inbound SMS. In other words – the user in your team who most recently initiated interaction to the sender of the SMS will be chosen to receive the forwarded inbound SMS. When no previous outbound interaction can be found then the owner of the Contact Record will be chosen, and if there is no owner then the email address configured into the Inbound Number will be the last resort choice.
When an SMS comes to an Inbound number, there are four different cases to consider for understanding how turboDial decides who is notified via email and alert.
- Reply to a manually sent SMS. (This is the most common case.) An Inbound SMS message is sent as a reply to an SMS sent manually from your turboDial account. The SMS “conversation” begins with an SMS sent by one of your Users from turboDial to a Contact, then continues when the Contact sends a reply and turboDial routes that reply back to the User.
- SMS from Contact who has never received an SMS from you. A Contact may send an Inbound SMS that is not a reply to a previous SMS sent from turboDial to the Contact. For example, the Contact may send an SMS back in response to a phone call they received.
- SMS from unknown Contact. Someone may send an SMS text message to your Inbound Number from a phone number that is not associated with any Contact in your Infusionsoft account.
- Reply to SMS sent from your Infusionsoft Campaign. An Inbound SMS message is sent as a reply to an SMS sent automatically from your Infusionsoft Campaign, using the Campaign SMS add-on. The SMS “conversation” begins with an automatic SMS sent by your campaign via turboDial to a Contact, then continues when the Contact sends a reply and turboDial routes that reply to a User in your team.
Inbound SMS Routing for Cases 1-3
The first 3 of those Inbound SMS message types are routed to the email address for a User according to the following prioritized criteria:
- User assigned using previous SMS. First, if the Inbound SMS is from a number that is found for a Contact in Infusionsoft, then that Contact record is checked to see if an SMS was previously sent from turboDial to that Contact. If yes, then the Inbound SMS is forwarded by email to the User assigned to the turboDial SMS Note record created for the previous SMS. This is the most common case.
- User assigned using previous Call Note record. Second, if there is no previous SMS sent from turboDial to that Contact, then the Contact record is checked to see if a Call was previously made with turboDial to that Contact. If yes, then the Inbound SMS is forwarded by email to the User assigned to the turboDial Call Note record created for the phone call.
- User assigned who is Owner of that Contact. Third, if there is no previous SMS or phone call from turboDial to that Contact, then the Inbound SMS is forwarded by email to the User who is the Infusionsoft Owner of that Contact.
- User assigned in the Inbound Phone Number backup email address. Fourth, if the found Contact does not have an Owner, then the Inbound SMS is forwarded by email to the address that was provided as the “Backup email for forwarding SMSs” when the Inbound Phone number was configured.
Likewise, if the Inbound SMS is from a number that is not found for any Contact in Infusionsoft then the SMS is also forwarded by email to the address that was provided as the “Backup email for forwarding SMSs” when the Inbound Phone number was configured.
Inbound SMS Routing for Case 4
Campaign SMS Replies:
When you create an Infusionsoft campaign that sends an SMS via the Campaign SMS add-on, your HTTP POST process will include a “reply” field. With that field you provide the email address of a User in your team where turboDial should route any replies sent back from contacts who received the SMS. Full instructions for creating a Campaign SMS can be found in your turboDial Management Account.
Consider this case: A User in your team is reaching out to a Contact using email, and includes a phone number in the email. That Contact then sends an SMS message as a response. If your User had not previously sent an SMS message or called that Contact, then the SMS from the Contact will be routed to the Contact’s Owner in Infusionsoft.
So, if Contact Record in Infusionsoft is not owned by the User who is interacting with the Contact, that Inbound SMS message may possibly be routed to another User in your team who did not expect to receive it.
To achieve the best routing for your Inbound SMS messages, you should:
- Acquire a unique Inbound phone number for each of your Users and set the “Backup email for forwarding SMSs” for each Inbound number to a User who will be assigned as the only one who will use the number.
- Always assign ownership of Infusionsoft Contact records according to the User who is interacting with the Contact.
- Train your Users to recognize when they have received an unexpected SMS message and check the Contact record to see if another User may be expecting it.