Creating a New Broadcast
You can create a new Broadcast directly from the left-hand menu, or from a Survey.
From the home screen, click on the Broadcast icon to see the Create New Broadcast option.
If you don’t see the icon you may not have Broadcasts enabled for your Ardoq organization - get in touch with us via in-app help or talk to your Customer Success Manager.
You can also create a new Broadcast directly from a Survey. Once the Survey is set to ‘Live’ the Broadcast menu will be enabled.
Choosing the Create Broadcast option will take you to the Broadcast builder page.
Setting the Content and Filter Rules
The first step in building your Broadcast is to define what it is you want to send and which conditions you want to send it under.
Choose whether you want to Broadcast a Survey or a Message.
- Surveys are for collecting information from your audience
- Messages are for alerting or informing your audience of something.
If you’ve created your Broadcast directly from a Survey, these fields will be pre-selected.
If you choose a Survey you don’t need to specify the Workspace or Component Type (that’s inherited from the Survey); for a Message you will.
Next specify the filter rules that will determine which components you want to include in each Broadcast.
If you want your Broadcast to include every existing entry in your Survey or every instance of the component type you’ve selected as your Message scope you can skip this stage altogether.
But if you only want to send out particular Surveys, or send a Message under certain conditions, then you need filter rules.
For both Surveys and Messages, you can specify rules based directly on components’ data using Advanced Search. For example, components with a specific list property value, or a date value that falls within a given time period.
For Surveys, you can also specify filter rules that apply to the Survey itself - for example, Surveys that are incomplete, or that haven’t been updated in a certain period of time.
You can combine multiple filter rules to create highly-specific Broadcasts.
Once you’ve defined your rules you can test them by using the component preview window.
Sometimes after defining your filter rules, you’ll open the component preview window only to find it’s empty.
This doesn’t mean your rules are invalid, but it highlights an important feature of Broadcasts: The component and audience previews always represent the current state of the data.
For example, if you’ve set up a filter condition that looks for Projects created in the past week, and no projects have been created in that time, then the component preview window will be empty (and so will the audience preview if you’re using a graph query).
Building the Audience
Broadcasts provides a range of audience-targeting options, from simple to sophisticated, so it’s important to understand which options to use to reach the people you want to reach.
There are four different ways of building an audience for a Broadcasts:
- Using a group or individual email address
- Using selection from a People workspace in Ardoq
- Using a predefined graph query
- Using a Gremlin graph query
To read more about the advantages of each option, see Broadcasts: How to use intelligent audience targeting.
The important thing to understand here is that you can add multiple audiences to your Broadcast using the Add Audience function. This gives you a huge amount of flexibility in how you target the right people and groups.
Each time you add an audience, it will add a chip to your audience selection showing you how many people or addresses are in each group.
You can edit an audience by clicking on the chip, and delete it by clicking on the ‘X’.
Adding the audiences is straightforward. For email and People Workspace options you can directly see who will receive your Broadcast.
But for Predefined and Gremlin query audience options which both use rules rather than direct selection of people, you can preview the audience before you send using the Audience Preview.
When you combine multiple audience types, the same people may be added multiple times. Broadcasts will show you who has been added from which selection in the audience preview page, and will deduplicate the list so the same person doesn’t receive multiple messages about the same thing.
The final option in building your audience is setting the landing page. This option only applies to Surveys and you only have a choice when you’re using a Predefined or Gremlin query audience.
The landing page option will determine the Survey links that get embedded in each recipient’s email.
If you select Components Overview Page, then each recipient will get an email with a single link that takes them to a personalized landing page where they can see all the surveys then need to complete for this Broadcast.
If you select Single Component Page, then each recipient will get an email with a list of links that will take them directly to each survey they need to complete.
Building the Message
Broadcasts provides a lot of flexibility for building the message you’ll send to your audience. As with the other steps, you can choose between creating something generic or something highly-targeted.
You can type a free-text message subject and message body using the message editor. It also provides a rich text editor allowing you to add formatting to your message.
Rich text editor is especially useful in that you can also to send hyperlinks to other Ardoq assets (e.g. presentations) or other relevant content resources (e.g. Confluence or Intranet pages).
Note: Please be aware of your organization’s security policies here to ensure your Broadcast isn’t misidentified as a phishing attempt!
You can also use message parameters to personalize your message and make it more relevant for each audience member. Parameters include the audience name (not available for the email audience type), survey name, workspace name and more.
Parameters can be inserted at any point in the message and will be resolved at the time the Broadcast is sent out.
To preview how the finished message will appear to your audience, you can send a Broadcast to yourself or to a colleague before you publish it - see Testing, Running and Troubleshooting Broadcasts.
Setting the Scheduler
Broadcasts can be one-time or repeating and can be scheduled to run right away or at some point in the future.
The scheduler enables you to set the start date and - for a repeating Broadcast - the frequency as well as an optional end date. This gives you a lot of flexibility in when and how often your Broadcasts run.
You can also send reminders to follow-up with people if they haven’t responded to your first message. Two things to be aware of:
- Unlike first-time Broadcast components and audiences which are recalculated for each Broadcast run, reminders are based on the components and audience at the time of the original broadcast they relate to and not the current date.
- For Surveys, reminders are only sent to people who haven’t submitted a survey response.
This means that if you set a Broadcast to run weekly with a reminder after 7 days, then it will send out two messages in the second week: a) the second week’s Broadcast, and b) the reminder for the first week’s Broadcast. Both may contain different components and have different audiences.
The other important thing to understand about the scheduler is that it will only send out a Broadcast if it has components and an audience to Broadcast to.
Because both of these are determined by rules, for some runs of the scheduler there may be nothing to Broadcast.
For more information on working with the scheduler see Working with Timing in Broadcasts.