Skip to main content

Messages

Messages are reusable email, push notification, and SMS message definitions used by messaging workflows. A workflow decides who receives the message and when it is sent.

Use Messaging > Messages to create message content that can be added to workflows. If the same content should be reused as a starting point by other administrators, copy it as a template.

info

SMS fields appear only when SMS messaging is enabled for the LMS.

In this section​

  • Messages list – review existing messages and copy messages.
  • Create a new message – define message metadata, target type, and permission labels.
  • Edit a message – manage languages, email content, push notification content, SMS content, previews, and usage.
  • Copy a message – create a new message or template from an existing message.

Messages list​

The Messages table shows columns such as Name and Updated. Opening a message shows its content, language versions, previews, and usage.

Available actions can include Add for creating a new message and Copy for creating a new message or template from an existing one.

Create a new message​

New messages contain the message metadata and target type. The form contains:

  • Name – the message name.
  • Short description – a short description of the message purpose.
  • Target – whether the message is written for Users or for Users' managers or HR business partners.
  • Permission labels – the relevant permission labels for this entity.
  • Create – creates the message and opens the message editor.

The Target setting controls which variables and default links are available in the message. Manager-targeted messages can also be used for HR business partner reminders when HR business partner recipients are enabled in workflows.

Edit a message​

The message page contains the message actions and editing tabs.

The page actions can include:

  • Copy – copies the message as a new message or template.
  • Delete – deletes the message when the current administrator has permission and the message is not managed.

The message tabs are:

  • General – message metadata, translation handling, languages, and permission labels.
  • Language tabs – content editing for each selected language, for example English or Estonian.
  • Preview all – previews all language versions with sample variable values.
  • Usage – workflows that use this message.

General​

The General tab contains:

  • Name – the message name.
  • Short description – a short description of the message purpose.
  • Translation handling in emails – how translations are included in the email.
  • Languages – language versions available for the message.
  • Permission labels – labels controlling access to the message.

Translation handling in emails​

There are two translation handling options:

  • Send the message only in the user's expected language (or default if unknown) – sends one language version, using the user's expected language where available.
  • Include all translations in the message – includes all selected language versions in the email.

Languages​

Selected Languages create language tabs on the message page. Each language tab is used to edit and preview the content for that language.

Language tabs​

Each language tab contains:

  • Edit – email, push notification, and SMS content for the selected language.
  • Preview – a preview with sample variable values.
  • Test email – a test email sent to the current administrator's email address.

Edit​

The Edit subtab contains the message content fields.

The Email section contains:

  • Subject – the email subject, limited to 200 characters.
  • HTML content – formatted email content with buttons, colors, and company logo. Use the message HTML content toolbar for formatting, links, and buttons.
  • Plain text content (optional) – the text-only version used in previews, some mobile devices, and cases where a plain text version is needed.

The Push notification section contains:

  • Title – the push notification title, limited to 100 characters.
  • Body – the push notification body, limited to 200 characters.

The SMS section contains:

  • SMS message – the SMS content, limited to 160 characters.

Variables​

Variables insert dynamic information into email, push notification, and SMS content. Available variables depend on the message target and message field.

Common variables include:

  • $company – the company name.
  • $recipient – the recipient's name.
  • $button – an email button with a personal link to content, contents, or Manager View, depending on the message target.
  • $link – a personal link to content, contents, or Manager View, depending on the message target.
  • $content – the relevant content.
  • $contents – the relevant contents.
  • $users – users who have not completed the content in manager-targeted messages.
  • $incomplete – the number of users who have not completed the content in manager-targeted messages.

Preview​

Preview shows how the selected language version looks with sample values for variables, such as recipient name and content name.

Test email​

Test email sends the selected language version to the current administrator's email address with sample variable values.

Preview all​

Preview all shows all selected language versions with sample variable values.

Usage​

Usage lists the workflows that use the message.

Copy a message​

A message can be copied from the message list or from the message page.

The copy form contains:

  • Name – the new message or template name.
  • Short description – copied from the source and editable for the new item.
  • Type – whether the copy is created as a Message or Template.
  • Target – inherited from the source message.
  • Permission labels – labels controlling access to the copied item.
  • Create – creates the copy and opens it.

Messages and templates use the same content structure. The difference is where they are listed and how administrators typically use them: messages are used directly in workflows, while templates are usually copied as starting points.