The messages section contains a list of all the messages that can be sent to the target group users of a workflow. Use it to create different messages for workflows.
If the message you created is commonly used, you can save it as a template, making it easy to access for other admins.
In order to get started with Messages, Navigate to "Messaging" → "Messages".
In this section
Create a new message
To create a new message, click on the "Add" button at the top right of the messages list.
On this page, you will need to fill in the following:
- Name: choose an appropriate name for the message, for instance a unique name that will imply what the purpose/subject of the message is. (e.g. Invitation for safety training)
- Short description: informative short description of the message.
- Targets: choose if this message should be sent to the users themselves, or to the users' managers and HR business partners.
- Permission labels: choose the most relevant permission label(s) for this message. For example: if this message is relevant to a certain division/country/department/company, pick those from the list.
After you filled in all the fields, click on "Create" and you will be redirected to your new message's page, where you can start to edit the message's content.
Learn how to edit the message in the next section.
Edit a message
In order to edit an existing message, go to the messages list by navigating to "Messaging" → "Messages", and click on the name of the message that you want to edit.
Managing the message is divided into the following tabs:
- General – edit the message's general information.
- Languages – manage the content of the message in different languages.
- Preview all – preview the message in all languages.
- Usage – view where this message is being used.
Here you can edit the message's general information and select the available languages.
Translation handling in emails
There are two options to handle different languages for the message:
- "Send the message only in the user's expected language (or default if unknown)" - the message will be sent only in the user's expected language, or the default language if the expected language is unknown.
- "Include all translations in the message" - the message will be sent with all the translations in it.
Under "Languages" you can select the languages that the message should be translated into. For each language that you choose, after clicking on the "Save" button, a new tab will be added in the tab bar.
For further information on how to manage the message content, see the next section.
The languages tabs are where the content of the message is managed.
They are divided into the following subtabs:
- Edit – edit the content of the message.
- Preview – preview the message.
- Test email – send yourself a test email.
Under "Edit" subtab you can edit the content of the message in the selected language for an email, push notification and SMS.
- Subject: this is the email's title content. The content in the subject is limited to 200 characters.
- HTML content: this is the email's body content that is presented to the users as a nice message with buttons, colors and company logo. Use the text editor toolbar to mark, list, add link or add button to the content.
- Plain text content (optional): this is used in previews, some mobile devices, and elsewhere where a text-only version is desired, including when the user prefers it to the HTML version.
Push notifications are sent to mobile devices of users that allowed the LMS to send them push notifications.
- Title: this is the push notification's title content. The content in the title is limited to 100 characters.
- Body: this is the push notification's body content. The content in the body is limited to 200 characters.
- SMS message: this is the content of the SMS message. This content is limited to 160 characters.
For dynamic data in each one of the messages types (email, push notification and SMS) use the variables. Dynamic data stands for data that is not static and is changing from one message to another, such as the recipient's name, or the content that the message is referring to. Read instructions on how to use variables in the section below.
Use the variables for dynamic data in the content of the email, push notification and SMS message, by clicking on the "$variables" button in each message's window.
After clicking on the "$variables" button you will have several types of variables.
Not all variables are available for each message. (e.g. $button variable is available only in the email's HTML content)
The different variables are:
- $company - use $company variable instead of writing the company name. (e.g. "Best regards, $company").
- $recipient - use $recipient variable instead of writing the recipient's name. (e.g. "Dear $recipient").
- $button - use $button variable when you want to have a big button with a personal link to the content(s) in the email. (e.g. "Open LMS" button that links to the content(s)).
- $link - use $link variable when you want to have a personal link to the content(s).
- $content - use $content variable, when you want to list the relevant content.
- $contents - use $contents variable, when you want to list the relevant contents.
Example of variables
In the screenshot below, first, the text "Dear" was added, after that, by clicking on "$variables" and selecting "$recipient", the outcome will be "Dear $recipient", and for each user that will receive this email the $recipient variable will be replaced with the actual user's name.
In the screenshot below, you can see an example of the use of several variables: $content variable will be replaced with the actual content name, $recipient variable will contain the actual user's name, and $company variable will contain the actual company name.
To create a button (like the "Open LMS" button in the screenshot below), there are two ways:
- write the text you want the button to contain, highlight the text, click on "$variables" and select "$button" variable.
- click first on "$variables", select "$button" variable, and then write the button's text.
Text editor toolbar
Bold text: for bold text, highlight your text and click the "B" symbol. You can make single word bold, or you can make a whole sentence bold for extra emphasis.
Italicized text: to italicize text, highlight your text and select the "I" symbol. This is what italicized text looks like.
Underlined text: to underline text, highlight your text and click the "U" symbol. You do not want to underline any text or heading that is not a link. Underlined text that is not a link can be confusing to users.
Heading style H1: heading 1 (H1) style, is usually for the main topic header.
Heading style H2: heading 2 (H2) style, is usually for the second main topic header.
Numbered list: this is the styling for a numbered list.
Bulleted list: this is the styling for a bulleted list.
Adding link to text: to link your text, highlight your text and click the link icon.
Add button to text: to add button to your text, highlight your text and click the add button icon.
Under "Preview" subtab you can see an example of how the message that you created will look, with sample values as variables.
Under "Test email" subtab you can test sending the email message to your own email address by clicking on "Send". This email will be with sample values as variables as well.
Under "Preview all" tab you can see the examples of how the messages that you created will look, with sample values as variables and in all the languages that the message exists in.
Under "Usage" tab you can see a list of the workflows that are using this message.
Copy a message
There are two ways to copy a message:
from the message page itself, by clicking on the copy button in the right upper corner:
from the messages front page, by clicking on the copy icon next to the message's name:
After clicking on "Copy" you will reach the following page:
This page is very similar to the page of creating a new message. In this page you need to provide a new name for the copied message, and you can keep the short description as it is (from the original message) or edit it.
In addition, you need to choose the type of the copied message, do you want it to be a new message? or do you want it to be a new template?
If you need help with target and Permission labels fields, read their instructions in creating a new message.
Click on "Create" to create the new copied message/template.