Communications Best Practices & Naming Standards in VZ
Use this article when training new staff, building new communication records, or reviewing existing communications in VisualZen (VZ) for consistency. Standardizing communication setup helps reduce errors, ensures clarity across teams, and makes troubleshooting easier.
🛠 Best Practices
1. Naming Conventions
Use clear, descriptive titles that include:
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Audience (Student, Guest, Supporter)
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Purpose (Reminder, Confirmation, Announcement)
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Timing (e.g., 3 Day, Every 7 Days)
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Method (Email, SMS)
Example: Event Reminder – Freshman – 3 Day – Email
2. Reuse vs. Unique Records
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Reuse records when content must remain consistent across multiple configurations
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Request unique records if content differs (e.g., student vs guest messages)
⚠️ Remember: Editing a shared Subject or Body updates all configurations using it
3. Testing Communications
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Use test accounts to confirm filter logic and message content
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Verify personalization variables (e.g.,
%FIRSTNAME%,%SESSIONDATE%) populate correctly -
Confirm branding displays properly if using templates
4. Content Standards
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Subjects: Plain text only; keep clear and concise
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Bodies: Use HTML carefully; avoid pasting directly from Word/Docs to prevent formatting issues
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Files: Upload to Public Files (≤ 1 MB) and hyperlink them (attachments not supported unless using special modules)
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SMS: Keep under 100 characters; plain text only
5. Configuration Setup Standards
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Uncheck bypass filters and explicitly select values to target the correct audience
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Pay close attention to Entity Type filters — leaving bypass checked may send to both students and guests
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Always review Communication Type logic to ensure timing and frequency align with expectations
6. Documentation & Review
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Keep a shared log of created configurations and their purpose
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Review communications each term or orientation cycle to ensure dates, filters, and content are still valid
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Archive outdated configurations instead of editing them, to preserve history
🧠 Outcome
By following these best practices, you will:
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Name records consistently and clearly
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Decide when to reuse vs request unique Subject/Body records
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Avoid formatting errors and file issues
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Apply consistent configuration logic
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Maintain cleaner, easier-to-manage communications over time