Do you want to reduce the time you are spending at sending out emails? Then, this is a feature for you!
You can find the automated communication function under the tab called "Communications" on the startpage of the project. When you are there, you will be able to see two tabs called "Scheduled Tasks" and "Communication History".
In this article, you can read more about how to use the "Scheduled Tasks" tab and how to create automatic messages.
There are approximately eight actions to get started with automated communication. Read more about it below.
Step 1: Click on "Add Message" and name the message.
Step 2: Set a trigger and a foundation of your rule.
Step 3: Select your channel (this is where you decide on what channel your communication will reach your recipient).
Step 4: Choose your audience (this is where you decide who's the recipient of this message).
Step 5: Write your message (you can choose if you want to use an email template or if you want to write a custom message).
Step 6: Set a start date and a stop date (this is where you decide the start and stop dates of this rule).
Step 7: Save the settings for this automatic message by clicking on the button "Save and Close".
Step 8: If you want the message to be activated, click on "Activate".
Example: How to set a rule that trigger a message sent to a participant who has not started an activity.
Here's where you can decide if and when to send an email or text when any of these rules are met or all of these rules are met. What's the difference? How strict the communication is. For this example, please choose option number 1) "Matching ALL of these rules".
1) "Matching ALL of these rules"
2) "Matching ANY of these rules"
In this step you decide which trigger should be set on the message. You can choose between five different triggers. For this example, please choose option number 1) Activity.
1) Activity (One page in your project)
2) Module (A section of activited in your project)
- First seen: First time logged in to the system
- Last seen: Last time logged in to the system
- Last email: When user last was emailed
- Activated: When user was activated in the platform
- Access Expired: If the user or course has an expiration date
- Status: Which status has the user
- Number of logins: How many times have an user logged in
4) Event (If you have an event in your project/course)
5) Date (Date and time)
In the next step, select an activity in the course that should be related to this trigger. When you have selected an activity, a new line will appear below called "Status". You can choose between two options. For this example, please choose option number 1) Is.
2) Is not
Once you have chosen option number 1) Is, there are three more options to choose between. For this example, please choose option number 1) Not started.
1) Not started
Finally! You have added your first trigger. But we aren't really done yet...
Previousley, we set a rule that will trigger a message sent to a participant who has not started an activity. But we didn't set a rule for a specific time when the message should be sent, which means that all participants will receive the message as soon as they get access to the course.
In order to set a rule for when the message should be sent to the participants at a specific time, please choose the option called "Date" in the list of different triggers.
When you have selected the trigger, you will have to set a date and time for the message to be sent to the participants. You will also be given to more options. For this example, please choose option number 2) Is near.
2) Is near
Congratulations! We are done with the settings of the triggers and the rules.
Don’t forget to choose a communication channel (email or text ) and don’t forget to choose the audience (for the example in this article - please choose the option called "Participant"). In the last box, you set a start and a stop date for the rule. This is an important part of the automated communication that prevents the rule to continue indefinite.