SMS document templates send a text message to one or more participants on a work item. From version 7.12, SMS templates support role-based restrictions on the recipient field at the template level, in line with the existing Email To and Email CC behaviour.
Open Document Admin
- From the menu, select Open Document Admin.
- In the left-hand panel, select Document Templates > SMS Templates.
The existing SMS templates are displayed.
Create a new SMS template
- Select New at the top right.
An Add SMS Template blade is displayed.
- Enter the following template details.
- System name — A unique internal name for the template.
- Name — The name shown to end users in the Prepare Document menu.
- Description — A short description of what the template is used for.
- Category — The grouping under which the template appears in the Prepare Document menu.
- Data context — Determines which work types the template is available on, which roles can be selected for recipients, and which tags are available from the Data Composer.
Configure question sets
The Question Sets section configures who can receive the SMS.
Select To and configure one or more roles to restrict the recipient field. Where no role is configured, the field accepts free typed entry of any phone number that the work item exposes for selection.
Behaviour when the SMS is created:
- If only one participant matches a configured role, that participant is added to the To field automatically.
- If multiple participants match, the field displays the "multiple participants" indicator and opens the participant picker, filtered to the configured roles.
- Where no role is configured, the field is empty and accepts free typed entry.
Where role sourcing is configured on the work type, the source role takes precedence over the role chosen in the template.
SMS templates do not have CC or BCC fields.
Configure pack contents
The Pack Contents section is where the body of the SMS is created and maintained.
- Open the Pack Contents nav bar.
- Enter an Output title for the SMS. This is the title under which the message is recorded in the document management system.
- Enter the body of the SMS in the Source panel. Use the Data Composer to insert tags such as participant name, work item reference, or dates.
- Select Confirm to apply the changes.
SMS messages are plain text. Length and character set follow standard SMS provider rules. Long messages may be split or truncated by the SMS provider, depending on configuration.
Save the template
- Select Save to save the template.
- Update your cache so the new template appears in the Prepare Document menu.
Test the SMS template
- Open a work item that uses the same Data Context as the SMS template.
- From the Prepare Document menu, select the new SMS template.
- Confirm that the To field populates as expected.
- A single participant matching a configured role populates automatically.
- Multiple participants display the "multiple participants" indicator and the picker opens filtered to the configured roles.
- Where no role is configured, the field is empty and accepts free typed entry.
- Confirm that all tags in the SMS body resolve. If a tag fails to resolve, the phase guards prevent the SMS from being sent.
Repeat the test by switching to a template with different role restrictions, and to a template with no restrictions, to confirm that the recipient field refreshes correctly.
Tags in template properties
Where a Data Context has been selected and the template saved, Data Composer tags are available for use in the Output title and output path fields. Select inside the field to display the Tag option.
Variations and versions
SMS templates support source variations and version history in the same way as email templates. See "Preparing a new email template" for the variation and versioning procedures, which apply identically.