Location: Message Center > New
When using the Class Message, Grades Message, or Missing Assignments Message tools, you have the option of selecting an existing template for the message. The template applies to only the first step of sending a message, which includes the Delivery and Message Details. Recipients must be selected each time you send a message and are not part of the template.
The process for creating and using a template are the same for each type of message.
Creating a New Template
Tool rights to create messages are found in Additional Access Rights > Instruction Messaging. Additionally, the sub-rights for User Group Template for each type of message are required to save a template with a user group selected.
Creating a Template
To create a new template, open a New message from the Message Center. You have the option of creating a template and saving it without sending it or continuing on to choose recipients and send the message you've created.
- Select a Message Type of Class Message, Grades Message, or Missing Assignments Message.
- Select if you want to save this template to yourself as a User or to a User Group you belong to. The User Group option only displays if you have the User Group Template tool right for the selected Message Type. Templates saved to a User Group are available for all members of that group.
- Leave the Template selected as new.
- Enter the Delivery Details and Message Details of the message. The Delivery and Message Details options available depend on your district's messenger settings. The options that display in both of these sections is dependent on which Delivery Devices you've selected.
Delivery Details
The Delivery Device options determine how the message is delivered to the recipients. Different fields display for each device; all appropriate fields display if you choose more than one device. Note that there are separate Delivery Times for Inbox/Email messages and Voice/Text messages. Inbox/Email messages can be sent at any time, but you may want to limit the delivery of Voice and Text messages to daytime and evening hours.
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Additional Delivery Options
The columns on the right of this table indicate which fields display for which devices, (I)nbox, (E)mail, (V)oice, and (T)ext.
| Option | Description | I | E | V | T |
|---|---|---|---|---|---|
| Delivery Date | The date the message is scheduled to be sent. The default setting is the current date; change the date to send the message on some date in the future. | X | X | X | X |
| Inbox/Email Delivery Time | The time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time. | X | X | ||
| Voice/Text Delivery Time | The time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time. | X | X | ||
| Sender's Email | The email address that displays in the From field of the email. This email address populates based on the Email Settings set up for the district and is either the default email address selected for the district or your email address entered in Census. This field may be editable, or read only, based on district settings. | X | |||
| Caller ID | The phone number that displays on the recipient's caller ID. This phone number populates based on the Caller ID Preferences set up for the district. | X |
Message Details
For Grades and Missing Assignments messages, a sample message pre-populates in the Message Body. For a Class messages, none of the message fields pre-populate. Enter your message as desired, including Campus fields that populate based on the recipient. For example, the student.firstName field populates with the student's actual first name in each message based on the recipient.
Message Details
The columns on the right of this table indicate which fields display for which devices, (I)nbox, (E)mail, (V)oice, and (T)ext.
| Message Details | Description | I | E | V | T |
|---|---|---|---|---|---|
| Message Subject | The subject line of the message. | X | X | X | X |
| Record a Message | This link opens up a public voice file recorder where you can record a voice message for this message. Once you've recorded a message, use the Add WAV File option to upload the file to the message. | X | |||
| Add WAV File | Upload an existing WAV file of a voice message. | X | |||
| Add Email Attachment | Allows you to upload a file attachment, based on your district's Digital Repository Preferences. | X | |||
| Message Body | The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Format using the options above the message. The image icon allows you to insert a web link to an image. The link icon, which looks like a chain, allows you to insert a web link. In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields. Message Body supports the use of Chinese characters in email messages only. | X | X | X | |
| Text Message | The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Text messages cannot be formatted. In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields. There is a character limit of 400 characters for text messages. Once the limit of 400, a warning message displays and the message cannot be saved until it is shortened. However, Campus recommends limiting the length of text message to 140 characters, since longer messages will be sent in multiple chunks and may not be delivered in the correct order. | X |
Once you've entered the Details of the message, click Save or Save As to save the template for future use. In the pop up that displays, indicate if you want to save the template to your User account or a User Group you are a member of. Enter a Template Name and click Save.
Using a Message Template to Send a Message
To use an existing template, filter templates by selecting User or a User Group you are a member of and then select a Template from the dropdown list. Delivery and Message Details display based on the template, with the exception of the Delivery Date, which auto-populates as the current date.
Modify any information in the template, including delivery details and message content. At this point, you have three options:
- Proceed with sending the message based on the modified template without saving the modifications.
- Update the template by saving the modifications using the Save button. This option changes the existing template.
- Save the modified version as a new template using the Save As button. This option creates a new template and maintains the original one.
Click Next to proceed to the recipient options and send the message. See the Class Message, Grades Message, and Missing Assignment Message articles for more information about the additional steps.
