Revised Delivery Criteria for the Messaging Module

We’ve made a slight change to the way messages are sent with the Messaging Module.

Previously the module always sent one copy per user per proposal. Unfortunately that could be confusing if an individual had more than one proposal because someone could receive multiple copies of the same message and not understand why.

The module continues to send one copy per user per proposal, but only if the message contains proposal-specific merge fields, like the proposal ID or title. That way, if someone receives multiple copies it should be clear which proposal each copy is for. If, however, the message does not contain proposal-specific merge fields, then the module sends just one copy per user, regardless of how many proposals that user is associated with.

To help understand the change, here is an example: Mary is associated with two proposals. In one she is a speaker and in the other she is both a speaker and the primary contact. You set up a message to go to all speakers and primary contacts for all proposals. If the message includes proposal-specific merge fields (e.g. the proposal title) Mary will receive two copies (one copy per proposal). Otherwise, she will receive just one copy.

screenshotWe’ve also made a slight change to the module’s interface (right). When you are editing a message, the module still provides a count of how many messages will be sent but now that number is an active link to a popup that displays the full list of recipients. (BTW, the screenshot shows 19 copies for 21 draft proposals because the message does not contain proposal-specific merge fields. That means only one message is sent per user, regardless of how many proposals each user created. In other words, 19 users created 21 proposals. If one or more proposal-specific merge fields were added to the message body, the number would increase to 21, or one copy per proposal.)

Pro tip: Always include proposal information (ID and/or title) in the message body. It really cuts down on confusion, especially when a recipient has more than one proposal in the system, which most do. Take for example someone with two proposals: one unsubmitted (draft) and the other submitted. If you were to send a message only to draft proposals but did not include proposal information in the message, the recipient would have no way of knowing which proposal the message was for and might think the proposal they submitted was not actually submitted.

New Feature: Messaging Module Draft Recipient List

The Messaging Module now includes a feature that allows call admins to view the list of recipients for a message before the message is sent!

screenshot of linkJust create your message like you always have. When you go to preview the message, you’ll see a link at the end of the "To" header (right) indicating how many messages will be sent. Click that link and a window will open with a list of the recipients and how many copies each will receive. (Recipients receive one copy per proposal, so someone with multiple proposals would receive more than one copy of the message.)

The link is also displayed for draft messages on the main Messaging Module page.

After a message has been sent, the link is replaced with a list of actual recipients and the delivery status for each one.

New Feature: Labels in the Messaging Module

Call admins can now use proposal labels when defining message recipients in the Messaging Module!

screenshot of labels option in Messaging ModuleWhen you create a message for proposals, you’ll notice the "To" section (right) now has a "Labels" option to the right of the status and recipients options. (Unlike the status and recipients options, the Labels option is optional and only displayed if your call actually has labels. Also, it’s only available for messages to proposals, not reviewers.)

To use the new labels option, just click it and select the label(s) you would like to include in your selection criteria. As before, the "Total emails to be sent" counter will immediately update to reflect the number of recipients that match your criteria.

If you select more than one label, it’s important to understand that a proposal will only be considered a match if the selected labels are a subset of the proposal’s labels. In other words, a proposal’s labels must contain all of the labels you provide. For example, if you want to send a message to all proposals labeled "a" and "b", a proposal labeled "a", "b", and "c" will be a match, but one labeled just "a" will not. Nor will one labeled "a" and "c".

As always, if you have any feedback—especially ideas for improvement—please don’t hesitate to let us know!

New Merge Fields in Messaging Module

Three new merge fields are now available in the Messaging Module:

  • proposal.id, which displays the ID for each proposal.
  • proposal.datetime, which displays the date/time assigned to each proposal in the Scheduling Module. (If no date/time is assigned for a proposal, the system displays “N/A”.)
  • proposal.location, which displays the location assigned to each proposal in the Scheduling Module. (If no location is assigned to a proposal, the system displays “N/A”.)

If you have any suggestions for other fields you would like to include in your messages, just let us know!