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Creating & Managing Email Content in VZ

Use this article when you are setting up new email content in VisualZen (VZ), editing Subjects or Bodies for existing emails, personalizing communications with student-specific variables, or preparing records before building a Communication Configuration. This article explains how to create, edit, and manage Subject and Body records in VZ. It also covers personalization, adding file links, and the impact of editing shared records.

🛠 Step-by-Step Guidance

1. Request New Subject & Body Records

  • Only VZ can create new Subject/Body shells.

  • When requesting, provide:

    • The Communication Type the record will be used with

    • A clear, unique title for both Subject and Body

Example:

  • Reservation Confirmation: Late Orientation (Student): Subject

  • Reservation Confirmation: Late Orientation (Student): Body

2. Populate the Subject Record

  • Plain text only (no HTML)

  • Appears as the subject line of the email

  • Keep short, descriptive, and clear for recipients

3. Populate the Body Record

  • Supports HTML content, including branding, links, and images

  • Best practices:

    • Optimize images (small file size)

    • Ensure accessibility (alt text, readable formatting)

    • Test links before publishing

⚠️ Important: Do not copy/paste directly from Word or Google Docs. These programs insert hidden formatting that causes layout issues.

  • Instead:

    • Paste content into a plain text editor first, then

    • Add formatting inside the VZ HTML editor

Adding Personalization with Variables

  • In the HTML editor: Insert tab → Email Variable

  • Select placeholders to automatically populate student data

    • %FIRSTNAME% → Student’s first name

    • %SESSIONDATE% → Assigned session date

Adding Files

  • Emails cannot include direct attachments, except when the e-confirmation module is enabled.

  • Standard method:

    1. Upload the file to Public Files in the Control Panel (≤ 1 MB)

    2. Copy the generated public URL

    3. Hyperlink the URL in your email body text

  • Result: Students click the link to download the file

4. Understand Record Sharing & Global Edits

  • A single Subject/Body record may be linked to multiple configurations

  • Editing the record updates all configurations using it

Recommendations:

  • Reuse records only when content should remain consistent

  • Request unique records if content must differ (e.g., student vs. guest emails)

🛑 Troubleshooting Tips

  • Subject not editable? Only the Body supports HTML formatting

  • Strange spacing/fonts? Paste text as plain text first, then apply formatting in the VZ HTML editor

  • Attachment missing? Direct attachments only work with the e-confirmation module; otherwise, use Public Files and hyperlinks

  • Unexpected changes across emails? Check if the Subject/Body record is shared across multiple configurations

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