⚠️ Prerequisite: Access to resource settings requires the 'Resource Access' permission with the "Edit" option.
Communications help streamline exchanges between all stakeholders in a journey.
This feature offers the ability to pre-fill emails or SMS messages, which can be sent manually or automatically at a specific point in the journey.
Table of contents
✉️ Manual sending: action on the stakeholder's side
📱 Send a login invitation by SMS
✍️ Create a communication
To start from scratch, click on the Libraries tab > Resources > + Create a resource > Communication. Otherwise, duplicate an existing communication.
When configuring this resource, several fields need to be filled in:
- Title: the title of the action that will be displayed for the manager
- Technical identifier (optional)
- The Environment(s)
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Communication type : email, SMS or secure page
🙋 If you want to create a secure page, visit the dedicated article! - Advanced: ☑ This communication invites to the journey
- Recipient(s): the new employee, a journey stakeholder, a named internal or external person. If you select multiple recipients, each one will receive 1 dedicated email (this does not work as a CC).
- Subject: the email subject line that will appear in the recipient's inbox
- Header image (optional)
- Body: the content of the communication that will appear in the recipient's inbox
- Attachment (optional)
💡 The sending mode (Manual or Automatic) is to be defined at the template level (see corresponding documentation).
Default variables are available to help the person in charge of the action save time when completing it:
- @prénom_responsable: the first name of the manager responsible for the email sending action
- @nom_responsable: the last name of the manager responsible for the email sending action
- @email_responsable: the email of the manager responsible for the email sending action
- @prénom_collaborateur: the first name of the new hire
- @nom_collaborateur: the last name of the new hire
- @email_collaborateur: the email of the new hire
- @jour_j: the new hire's start date
- Custom variables (see next section 👇)
💡 Creating a custom variable
It is possible to create your own variables based on a Field or an identification.
When configuring your field, you need to:
- enter a technical identification.
- check the option ☑ Use this field for communications
To learn more about configuring:
- Fields (form field) 👉 See this article
- Identifications 👉 See this article
📄 It is only possible to surface a File upload form field via a secure page; this is not possible via a standard communication.
🙋 Example of a communication configuration:
✉️ Manual sending: action on the stakeholder's side
Once the resource has been added to a template and used in a journey, the manager will see the action appear in their list.
💡 Visit this article to learn more about completing actions on the stakeholder's side.
By clicking on the action, they can:
- Send the communication directly
- Edit the subject, body, header image, or attachment of the communication before sending it
- Delete the communication if they ultimately decide not to send it
💡 If you encounter difficulties sending a communication from your actions, we invite you to check the associated attachment. Here are a few points to verify:
- File size: Make sure it does not exceed the maximum allowed size (10 MB).
- File format: Check that the format is supported (for example: PDF, JPEG, etc.).
- File integrity: Make sure the attachment is not corrupted or damaged.
📱 Send a login invitation by SMS
It is possible to send a login invitation by SMS.
To do so, you need to:
- Check the option "this communication invites to the journey" when configuring the resource
- Add the variable
@connexionin the body of the communication to place the link
💡 If the employee's phone number is not filled in, the SMS will not be sent.
ℹ️ Sending conditions
- When a communication in "automatic" mode is placed "at the start of the journey", it will be sent the next day at 10 AM (organization's time zone).
- If the communication is added in a specific week of the journey/template, it will be sent at 10 AM on the specified day (organization's time zone).
- If the journey is launched after the scheduled automatic communication sending date, or if a communication is added and positioned in the past after the journey has been launched, it will be sent the day after the adjustment date at 10 AM (organization's time zone).
💡 Best practices
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If the sending is automatic, choose explicit titles that make it easy to identify the purpose of the communication in your process. If the sending is manual, opt for clear titles aimed at the person responsible for sending this communication, along with instructions in the title.
Examples: "Reminder of information for Day 1 on the employee's side"; "Send the information to the IT department, add the recipients and the employee ID in the email body" -
Write an email subject that highlights the relevance and importance of your message. The subject will be the first thing the recipient sees, so it should be engaging and compelling.
Examples: "Welcome to Workelo"; "We can't wait to welcome you" ; "PPE request for @prénom_collaborateur @nom_collaborateur" - In the body of the communication, whether it is an email or an SMS, you have the option to personalize the message using variables that will be automatically replaced by the employee's actual information. These variables allow you to automate and personalize your communications effectively. For email communications, you can also add attachments if necessary.
Example: "Hello @prénom_collaborateur👋,
The whole team is thrilled to welcome you on @jour_j! For your first day, we'll meet you at 9:15 AM for a coffee/tea before the day begins; your manager will be there to greet you at the entrance. No need to bring lunch – a welcome lunch is already planned with your team! Dress code: casual!
See you very soon"