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Email & SMS Overview

 This article explains how emails and SMS are delivered in VZ, the roles of Subject, Body, and Template records, and which messages are editable versus system-driven.

🛠 Step-by-Step Guidance

1. Email Delivery Paths

Emails in VZ can be sent through three main paths:

  • Configuration-Based Emails (Most Emails): Built in Communication Configurations, combining Subject + Body + (optional Template) + Communication Type + Filters + Delivery Method.

  • System-Driven Emails (Hard-Coded by VZ): Trigger automatically based on permissions or platform settings. Examples include Major Change Notification, Online Orientation Completion, and Supporter Invite. These are not editable in Communication Configurations.

  • Task List Item Completion Emails (Hybrid): Enabled directly on a task list item. Requires selecting a Subject + Body (VZ creates these if missing) and is managed outside of Communication Configurations.

2. Subject & Body Records

  • Created by VZ to ensure consistent naming

  • Admins can edit and update content

  • Shared across multiple configurations: updating one record updates all linked emails

3. Email Templates

  • Provide branding consistency (headers, footers, logos)

  • %BODY% defines where the body content is inserted

  • Optional — not all emails require a template

4. Configurations Connect Everything

  • Configurations combine Subject + Body (+ Template) + Type + Filters + Delivery Method

  • Define when, how, and to whom the message sends

  • Without a configuration, emails will not send (except for system-driven or task list emails)

5. Roles & Control

  • VZ: Creates Subject/Body shells, manages system-driven emails

  • Admins: Populate/edit Subjects, Bodies, Templates; build/manage configurations; enable task list completion emails

6. SMS Messages

  • Always configuration-based (no system-driven or task completion SMS)

  • Created under Contents > SMS Messages

  • Each record includes a Title (internal only) and a Description (message to send, recommended <100 characters)

  • Students must opt in to receive texts (check reservation record)

  • SMS does not use templates or hybrid paths — only configurations

🛑 Troubleshooting Tips

  • Email not sending? Check that a configuration is linked to a Subject and Body

  • Message missing? System-driven emails won’t appear in Communication Configurations

  • SMS not delivered? Confirm the student has opted in via their reservation record

  • Unexpected recipients? Review configuration filters and bypass options