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
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• 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.