How to Use the Template Feature in Workflow
Welcome to the new Template Feature of Workflow! This feature is designed to save you time and effort by enabling you to create, save, and reuse templates for frequently sent messages. With this tool, you can personalize messages that include text, audio, video, images, or documents, ensuring consistency and efficiency in your communication.
Let’s explore how you can maximize the potential of the Template Feature.
What is the Template Feature?
The Template Feature allows users to:
Save Time: Reuse pre-written templates instead of drafting the same messages repeatedly.
Personalize Communication: Customize templates with recipient-specific details like names, pending amounts, and more.
Versatility: Create templates for multiple formats—text, audio, video, or documents.
For example: If you manage a coaching institute with 20 students and need to remind parents about pending payments, you can create a single template to send personalized reminders. For instance:
Student 1: Pending amount $1000.
Student 2: Pending amount $3000.
With the Template Feature, you can automatically insert the correct names and pending amounts into each message.
How to Use the Template Feature
Here’s a step-by-step guide to creating and using templates:
1. Accessing the Template Dashboard
Open the Workflow extension.
Click on the Template option in the menu to access the Template Dashboard.
2. Creating a Template
Click Add Template.
Fill in the following details:
Template Name: Name your template for easy identification.
Template For: Specify the purpose of the template (e.g., reminders, updates).
Personalized Values: Add fields like recipient name, class, pending amount, etc.
Template Type: Choose the type of message (text, audio, video, etc.).
Once all details are added, save the template. Your template is now ready for use.
3. Using Personalized Values
Personalized values let you tailor messages for individual recipients.
Example: You want to send a payment reminder to the parents of five students. The personalized message could look like this:
Message Template:
Hello Dear Parents, Your child [Student Name], studying in [Student Class], has a pending payment of ₹[Amount]. Please clear this payment at the earliest. Thank you.
Personalized Fields:
Student Name
Student Class
Pending Amount
Steps to Add Personalized Data:
Create an Excel sheet with columns for Student Name, Class, and Pending Payment.
Upload this sheet during the broadcast step.
Select the template, and preview how the personalized values populate the message fields.
4. Broadcasting Messages
After uploading your Excel sheet, select the template you want to use.
Use the preview option to check how each message appears with the personalized details.
Send the messages to the recipients in one go!
Advantages of the Template Feature
Automation: Automate repetitive tasks to streamline your workflow.
Consistency: Maintain a professional tone and format in all communications.
Scalability: Manage large-scale communications effortlessly with minimal manual input.
Flexibility: Easily customize templates for different purposes, audiences, and formats.
Use Case Example: Payment Reminder
Create a payment reminder template.
Add personalized fields: Student Name, Class, Pending Amount.
Prepare an Excel sheet with student-specific data.
Upload the sheet and send personalized messages to all parents.
Each parent receives a message like:
Hello Dear Parents, Your child Rahul, studying in Class 5, has a pending payment of $2000. Please clear this payment at the earliest. Thank you.
Conclusion
The Template Feature simplifies your workflow, saves time, and ensures effective communication. By leveraging this tool, you can focus more on growing your business while maintaining a personal touch in your messages.
Start using the Template Feature today and experience the power of automation and customization!
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