The Communication Automations tab in Review Configuration allows you to schedule SMS and Email Communications to learners linked to a Review. Any automations you set up here will run at 5am on every day that they are valid.

For each automation, the Name and Type are shown.

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Filtering the Automation List

The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

• Name

• Number of Records Displayed

Exporting the Automation List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Creating a New Automation

To set up a new communication automation, select Create. This will open a window where you can specify whether you want to send an Email or SMS.

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Once you have made your choice, select Save. The next window is made up of the following sections:

Message

In this section, you can enter the Title for the automation (which will not be shown to the learner) as well as the contents of the message that will be sent.

It is possible to add merge fields to the message body to personalise the message. To do this, type {{ and search the drop-down menu for the appropriate field.

Filtering

This section allows you to filter your reviews to specify which ones will have the communication sent out.

The following options are available:

• Respect Contact Methods – If this is ticked, messages will only be sent if the contact type is included in the learner’s Allowed Contact Methods field.

Below this, the following filters are available:

• Due Between. Identify how many days in advance the process should look to find reviews. 0 will include the day the automation runs. Examples:

  • An automation running on 1st July with ‘Due Between’ 0 and 7 days would find reviews with a date on and between 1st - 8th July. When it runs the following day the dates ‘slide’ so it would find reviews with a date on and between 2nd - 9th July and so on.

  • An automation running on 1st July with ‘Due Between’ 1 and 3 days would find reviews with a date on and between 2nd - 4th July.

• Types – Here you can restrict the automation to reviews with specific types. Choosing a type from the drop-down menu will add it to the field. You can add multiple types to the field and remove any added ones by selecting the X icon.

• Attended Status – Here you can restrict the automation to reviews with specific attended statuses, for example only those reviews with status = Unknown. Choosing a status from the drop-down menu will add it to the field. You can add multiple statuses to the field and remove any added ones by selecting the X icon.

Once you have set up your filters, select Save to add the automation. It will then begin to run at 5am on the next valid date.

Automation Actions

Selecting … by an automation will show the following options:

• Edit – This will open the window explained above for you to edit any message and filter details.

• Delete – You will be prompted to confirm before the automation is deleted.