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Creating & Managing Communication Configurations in VZ

Use this article when you are setting up new automated communications in VisualZen (VZ), training staff on configuration setup, or troubleshooting why a message did not send as expected. Communication Configurations define when, how, and to whom messages are sent by connecting Subject, Body, Template, and filters into a single rule.

🛠 Step-by-Step Guidance

1. Create a New Configuration

  • Navigate to Communication Configurations in the Control Panel

  • Click New Configuration

2. Add Required Records

  • Subject: Select an existing Subject record (plain text)

  • Body: Select an existing Body record (HTML-supported)

  • Template (optional): Select an Email Template if branding is required (%BODY% in the template will be replaced by the selected Body)

  • Method: Choose Email or SMS

    • ⚠️ If you need both Email and SMS, create two separate configurations

3. Choose a Communication Type

  • Select the Communication Type, which defines when the message sends

  • 📌 For details on each type, see the companion article: Communication Configuration Types

4. Define Active Period

  • Enter a Start Date and End Date

  • Messages will not send outside of this date range

5. Apply Filters

  • If Bypass Filter remains checked for all filters, the communication will send to everyone who meets the trigger

  • To narrow recipients:

    • Uncheck the bypass

    • Select at least one value per active filter

  • ⚠️ Entity Type Filter:

    • If present, the message could send to both students and guests

    • To limit the audience, uncheck bypass and explicitly select who should receive it

6. Understand Dynamic Fields & Filters by Type

  • The fields and filters available depend on the Communication Type

  • Examples:

    • Event Reminder → shows “X days before event”

    • Pending Submission Reminder → includes a Frequency field

    • Task List Item Reminder → allows task selection if bypass is unchecked

  • 📌 See Communication Configuration Types for the full list of variations

7. Save & Title Clearly

  • Use a consistent, descriptive naming convention

  • Example: Event Reminder – Freshman – 3 Day – Email

  • Good naming makes troubleshooting easier and avoids confusion with multiple configurations

8. Test Before Launch

  • Use a test account to confirm logic

  • Verify filters and active dates are correct

  • Check recipient count for accuracy

🛑 Troubleshooting Tips

  • Message not sending? Check active dates, filters, and communication type setup

  • Wrong audience? Review bypass filter settings and confirm entity type selection

  • SMS not delivered? Ensure SMS opt-in is confirmed via the Opt-In SMS report

  • Multiple configs with similar names? Use a clear naming convention for easier management