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Manage your messages in the Messages area

In the Messages area, there are so many things you can do with a message! You can draft messages, push them to different channels, copy/clone or reuse a message, pause or cancel a message, schedule a message, send a message now, edit a message, read a message, see messages you previously sent, and see draft messages that you haven't sent yet. 

This article will show you all of the tasks you can complete in the Messages area of Messages XR Enterprise, organized within the tabs you see at the top. 

 

 

This is a Help for District Administrators article, providing comprehensive support for those with the highest level of access as they help their communities get started with Messages XR Enterprise.

 

Perform specific tasks in each of these tabs that live in the Messages area. 

messages area.png

Below you can find more details on message management in each of the tabs: 

Create message tab

You can learn all about message creation in the article, "Create and send a message" including these tasks: 

The Saved Messages button

The Saved Messages area in the Create message tab contains the messages that you can reuse and utilize for new messages. Open to see folders of templates and saved messages that can be inserted into your email body.

saved messages button 2.png

  • Drafts: Messages you edited but did not send.

    Auto-save in drafts

    Is there any stage during the message creation process where you click away and notice that your message disappears? 

    • Don’t worry! It will be auto-saved in the Saved messages button > Drafts folder. 
    • Draft messages remembers recipients! When you return to a saved draft, you will see your selected recipients preserved, allowing you to pick up right where you left off without having to re-select your audience.
  • Miscellaneous: Messages you have sent in the past.
  • Other folders: These categories contain messages created to be used by teachers, or system messages created by Finalsite. Different category examples may include Class Achievements, Class Behavior, Attendance, Reminders, Weather Alerts. 

Each template will have an icon next to it, helping you understand where it came from:

  • people icon.png  People icon: Created by you; editable by you.
  • lock logo.png  Lock icon: A built-in, system message that is not editable, is hard-coded, and cannot be modified at all.  

Insert a Saved message into an email

  • Did you already insert text into the Content area? If so, clear the text out so that the template can insert into a clean workspace.
  • Click the Saved messages button.
  • Browse and select a saved message.

Message management timesavers in Create message tab

  • Copy, reuse, and resent messages:
    • Use messages you've sent in the past as a starting point for new messages. This saves time and ensures consistency.
    • Look for messages that have the Copy, Edit, and/or Delete buttons. These are the ones you can modify. Copy and then edit, modify, or change any message to fulfill a new purpose.
    • Do you have messages that may reach a wider audience if sent to other channels? 
  • Utilize system messages:
    • System messages serve as generic system-wide communications.  
    • Note: System Messages designed by Finalsite cannot be changed or modified.
  • Delete unwanted messages:
    • Select either the Delete button or the Delete icon from the Saved Messages area. 
    • Regularly review your Saved messages folders and delete any messages you no longer need. This keeps your folders organized and clutter-free.
  • Push a message to different channels:

Inbox tab

  • View messages that were sent to your account
    • Show Delivery Details: View the detailed date, time, and address that the message was sent.
    • Remove the message when finished, if you'd like. 

Outbox tab

  • View messages that you have previously sent out from your account
  • Cancel a message
    • While you can't cancel a message that is currently being delivered, you can cancel messages up to 5 minutes before the delivery
    • Here's how to cancel a message: 
      • Open the message in the Outbox. 

      • Follow the path to the Message Tracking report. 

      • Select the message in the Message Tracking report which you'd like to cancel, select Cancel.

      • Select OK on the warning message. 
        cancel a message.png

Groups tab

  • Manage recipients that can be segmented (or are already segmented) into groups for targeted message sending. 
    • View groups
    • Create new groups
    • Remove groups
  • Learn more in the article, "Manage user groups." 

Automated messages tab

Automated messages are pre-configured communications sent automatically based on specific triggers or schedules. Examples include attendance alerts, event reminders, emergency notifications, bus schedule updates, cafeteria balance alerts, grade updates, and general announcements.

More coming soon to assist you with learning how you can automate your messages. 

Surveys tab

Create surveys to gather information from members of your district and school community. It's possible to send the survey by phone, email, social media, or through your school mobile app.

Learn more in the article, "Create and send surveys."

Library tab

The categories you see in the Library tab house regular (non-automated) messages that can be easily sent out by you and your staff. To get started, click on one of the categories in the System dropdown.
library tab.png

Do you see a Teacher Communications messages tab next to School messages? 

When you open up your Library tab, you may see two different sets of message categories: 

  • Teacher Communications messages: Does your platform include the Teacher Communications messaging platform for teachers? If so, you can manage the pre-made messages that show up for teachers.
    • Teacher Communications is a purchased add-on to Messages XR Enterprise, built specifically for educators. It enables teachers to easily message individual students, entire classes, multiple classes, or parents via email, text/SMS, and—if enabled by your district—phone messages. To learn more, reach out to your Client Success Manager or email clientsuccess@finalsite.com.
  • School messages: This is the default set of messages that can be managed here. This determines whether any of these categories show up. They can be hidden or displayed by School Type (e.g. High School, Elementary). 

 Here are some of the tasks that can be completed in the Library tab:

  • View all of the existing custom and pre-made messages that can be used by staff of all levels.
  • Hide existing messages:
  • Add new messages:
    • You can customize categories, delete or add new messages. Districts can create an unlimited number of customized messages and add them to the library at any time.
    • Once inside a selected category, click the Add message button.
      • Create a new message that will live inside of the Library in the category of your choice. 
        add new message into the library 2.png
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