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Administrator Guide
Last Updated: 2024-11-01
Concept: Email and Notification Templates in Ad Hoc Worker Communications

Concept: Email and Notification Templates in Ad Hoc Worker Communications

Workday enables you to use email and notification templates to add email branding when you send emails using the
Send Worker Communications
 task. When you select a template, your worker message populates with visual elements from the template. Examples:
  • Color
  • Images
  • Links
You can select both email and notification templates in Ad Hoc Worker Communications, but there are differences in the ways you create these templates.
Ad Hoc Worker Communications doesn't retrieve text from email or notification templates. To add precomposed text to a worker message, you can select a message template in the
Send Worker Communications
 task.
To use AI to assist with drafting messages, see Concept: Ad Hoc Worker Communications with AI Text Editor.
You have the ability to assign role-based security groups to security policies giving the ability for users such as managers or HR Partners to send communications.

Email Templates

Email templates are a legacy functionality that you can use to define the branding elements, content, and layout you want to include in email notifications generated by Workday. Email templates use a row-based HTML process to create design elements that form a wrapper around the main body content of the template.
When you create an email template, you need to assign it an email template behavior, which specifies the purpose of the template. Examples: Default, job alerts, student engagement. The selected behavior determines the Workday-delivered dynamic content variables that you can use in the template. You can also define static content for each template, such as images and URLs, but you need to create the content in HTML outside of Workday and add it into the template.

Notification Templates

Notification Designer enables you to create, share, and collaboratively edit templates using:
  • Prebuilt notification layouts.
  • Custom layouts.
Notification Designer simplifies how you create templates using an intuitive graphical interface. You can create multiple templates for each notification type, and you can add and format content within the UI. Examples: Buttons, dynamic data content, images.
You can publish the notification and set the notification categories it's available for, so you don't need to create any content outside of Workday.