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Administrator Guide
Last Updated: 2026-05-29
Create Message Builder Templates

Create Message Builder Templates

Before you begin, ensure you have already set up:
You can create templates for your audiences in email or mobile channels. For email, first create a Notification Designer template with your company or program's branding, then apply it to your Message Builder template.
Example: Create a notification template with your company logo, fonts, and social media links, then add a customized message for your audience within a Message Builder template. Together, the templates provide the letter's structure, content, and formatting.
If your product supports it, you can use generative AI to proofread, summarize, or change the tone of your message templates.
Additionally, if your product supports Message Builder translations, you can provide content in multiple languages. If your organization has also enabled machine translations, you can use generative AI to automatically translate these language layouts from your base language. You always have the option to translate manually even with machine translations enabled.
  1. Create and activate a notification template for your product using your company's branding.
    Once you've published the notification template, select a notification category for your product on the
    Template Details
     panel.
  2. Access the
    Create Message Builder Template
    task and create the template:
    1. Enter a name for the template.
    2. From the
      Notification Category
       prompt, select the notification category that corresponds to your notification template.
    3. From the
      Channel(s)
       prompt, select the delivery method for your message. The available channels depend on the selected notification category.
    4. (Optional) To preview your email content within your branded message, select your created notification template from the
      Preview Notification Template
       prompt.
    5. Click
      Create Template
      .
  3. Compose the message for the base language:
    1. From the
      From Display Name
       prompt, enter the sender’s display name.
    2. From
      Reply To
      , enter the email address for replies.
    3. From
      Subject
      , enter the subject line for the message.
    You can use data fields in subject lines. If your product supports it, you can also translate the subject line manually or use AI-generated translation. Labels for data fields remain untranslated.
  4. In the message body, draft the main content of your message.
    Use the rich text toolbar to format text, insert hyperlinks, and add data fields for personalization:
    Option Description
    Insert Data Field
    • Place your cursor where you want to insert the data field.
    • On the toolbar, click the
      Insert Data Field
       icon.
    Create Link
    • Enter and highlight the text you want to use for the hyperlink.
    • On the toolbar, click the
      Create Link
       icon.
    • Paste the full web address (including https:// or http://) in the
      URL
      field and click
      Apply
      .
  5. (Optional) If enabled, use
    Generate with AI
     to proofread, summarize, or suggest tone. You can generate content as many times as needed using these options:
    • Insert
      : Replaces the existing message body with the suggestion.
    • View Another
      : Displays new content (you can't revert to the previous version when selecting this).
    • Discard
      : Discards changes and returns to the editor.
    AI-generated content is experimental. Review before use. Revise your message and try again for more accurate results.
  6. (Optional) Add and Translate Language Layouts.
    If your product supports Message Builder translations, you can provide your template in multiple languages:
    1. Click the
      +
      icon on the
      Translations
      panel.
    2. Select the desired layouts in the
      Add Languages
       modal.
    3. If your organization has enabled machine translations, select a
      Default Text
       option:
      • Translate from Base Language
        : Uses AI to automatically translate the selected languages.
      • Empty
        : Creates blank layouts for manual translation.
    4. Click
      Add
      . AI-generated layouts display a sparkle icon.
      If machine translations are disabled, the
      Default Text
      options don’t display. Selecting a language simply adds it to the
      Translations
       panel, and the message body content field remains empty, ready for manual translation.
    5. Click a language to open it.
      It displays the AI-translated text or remains blank for your manual entry.
    6. (Optional) To later translate a blank layout or overwrite manual text, click the layout and select
      Translate from Base Language
       to generate an AI translation. Click the layout again to view the automatic translation.
  7. Click
    Save
    or
    Publish
    .
    • Save
      : Saves progress as an unpublished DRAFT on the Dashboard to finalize later. Drafts are not available in application workflows.
    • Publish
      : Makes the template active and available for use in workflows.
You can send messages composed on Message Builder templates for these Workday products:
Workday Product Line
Product Name
Notification Category
Talent Management
Cloud Connect for Learning
Extended Enterprise Campaigns
Learning
Learning Campaigns
Human Capital Management
Core Human Capital Management
Worker Communications
Financial Management
Core Financials
Collection Letter
Once you save or publish a Message Builder template, you can manage it using these Workday tools:
  • View the
    Message Builder Template Dashboard
     report to view, edit, or create templates.
  • Access the
    Edit Message Builder Template
     task to modify a specific template directly.