Viewing communications sent from your platform, including notifications, messages, and updates communicated to your employees
As your platform can send a variety of communications such as SMS, email, or push notifications to your employees, it is valuable to have a history of all communications sent to them so you can view when a communication was sent and often by whom!
This feature can be used to:
- View a history of communications sent to all employees or a specific employee
- Filter the status for communications (e.g. check if a communication has been sent)
- Filter for particular custom template communications sent
- See the communication template associated with the communication sent
- View a timestamp of when the relevant communication was sent
- See which admin of your platform actioned a communication
In this article, we will go through:
- Viewing your communication history in the Communication Log
- Filtering and exporting your Communication Log data
- How to view communications sent to individuals from their Employee Profile
Check out our webinar on how to Communicate from your foundU platform. Learn the best ways to connect with your employees!
There are various communication options that can be sent to your employees, either automatically or triggered by an event on your platform. Using the Communications Log, you can see a history of the communications that have been sent.
In the Communication Log, you can view what type of communication has been sent by the relevant icon. The Communication Log will show:
- Email - Visible by the envelope icon.
- Push Notifications - Visible by the bell icon.
- SMS - Visible by the mobile device icon.
Please note: The Communication Log will only show what has been sent to your employees and does not track if the employee has opened and viewed the communication.
To view all communications that have been sent from your platform:
- From the main menu navigate to Communication > Communication Log.
- By default, this page will load the communications sent in the last 30 days. Alternatively, you can use the filters to expand on or narrow down your view.
- From this page, you can view:
- Employee - The name of the employee to whom the communication was sent.
- Type - Whether it was an email, SMS or push notification that was sent.
- Message - This will display a preview of the communication that was sent.
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Template - If the communication was sent automatically from a system-triggered template or manually from a custom email or SMS template, this link will direct you to the appropriate template for viewing.
Please note: Not all communications will include a template or preview of the message. Items such as verifications and emails or SMS sent without using a custom template will not display any link. - Status - Indicates whether the communication was sent successfully or not.
- Sent - Timestamp date and time the communication was sent.
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Sent by - Any communication triggered by an admin user, whether that is them sending a custom email or SMS, or issuing a document for digital signing. This will show which admin user made that action.
Please note: This log does not show any attachments from sent communications. If confirmation is required, please check with the employee to verify if they received the attachment.
By default, when you first load the Communication Log page, it will show you history from the last 30 days in your platform. You can expand this, or customise your view further by using our filtering tool.
With this feature, you can filter by:
- Date - Select a start and end date you want to see communication sent from.
- Employees - Filter to show communications sent to only specific employees.
- Communication templates - Filter to show only communications sent from specific system-triggered communication content.
- Communication Type - Select to filter by Email, SMS, or Push.
- Status - Sent or Unsent.
To set your filters, you will need to navigate to the Communication Log page and select Filters from the top right-hand side. When filters are in use, a red dot will appear above the Filters button to indicate this.
Exporting the communication log
If you prefer to look at your data externally from the platform, you have the option to export this information into a CSV file. When exporting, your platform will respect the current filters you have in place on your Communication Log page and only export the data you have filtered to show.
Before exporting, ensure you have set your filters correctly.
To export the Communication Log:
- Navigate to the Communication Log page and select Export from the top right-hand side.
- Once selected, this will automatically begin the download, which will appear at the top of your page in your downloads queue manager.
- Once completed, select the green arrow to download the file to your desktop.
Along with viewing email & SMS communications in the Communications Log, you can also review these in the Employee Profile.
To view communications sent to an employee on their profile:
- Navigate to the relevant employee via People > Approved or Pending People, or search for the individual via the search bar.
- On the employees Overview page, navigate to the right-hand side and select Comms.
- Select (view) to see the email content sent. SMS content will be visible on the page.
Please note: You won't be able to see push notifications sent to the employee's profile. However, if you have enabled it to also send an email when push notifications are dispatched, you will be able to view that content here.