Broadcasts is an easy-to-use module you can use to build everything from simple alerts to advanced workflows on top of your Ardoq data.

And the more you share your Ardoq data with other teams, the more requests you’ll get for new data, processes and workflows to support an ever-evolving range of organizational missions.

Using Broadcast’s advanced configuration options, you’ll be able to provide the kind of user-relevant and highly-targeted messaging you might struggle to provide with conventional tools.

But to get the best out of Broadcasts you need to have an idea of the many ways you can use it. This article steps you through some common patterns you can adapt to your own needs.

If you don’t see what you need then talk to us using in-app chat or reach out to your Ardoq Customer Success Manager.

Survey Broadcast Patterns

Using a Broadcast to send out an Ardoq Survey is a fast way to collect and validate data and keep it up-to-date (see <here> for information on how to set up a Survey).

Survey Broadcasts can be one-time or repeating, targeted towards specific people or open for all to contribute to. While the Survey provides the means of capturing data, it’s the Broadcast that defines the process and the audience.

Here are some sample Survey Broadcasts, from very simple to highly-targeted.

1. Build an Untargeted One-time Ideation Survey Broadcast

Purpose of this Broadcast

This is the simplest type of Broadcast. It will send an email to everybody in one or more of your organization’s mail groups with a link to an Ideation Survey where they can submit new ideas and to view existing ones.

Emails will not be personalized and the link will take them to the Survey overview page. For people who haven’t submitted an idea, the Broadcast will send a reminder after a week after which the Broadcast will stop.

Select Content

  • Survey
  • Ideation Survey (you can also create the Broadcast from the Survey Builder in which case these fields are pre-filled).

Add Filter Rules

  • None.

Select Audience

  1. From Group or Individual Email

Manage Landing Page

  • Components overview page (Preset)

Compose Message

Subject

MyOrg needs your ideas!

Body

Hi!

MyOrg needs new ideas about how we can better serve our customers. Click on the link below to see the ideas submitted so far and add your own.

So if you have a great idea that would create real value for our customers, don’t wait to submit it! The survey will be open until the 28th May.

Set Scheduler and Reminder

Run a single Broadcast

  • Start Date: Today’s date (default)

Reminder

  • 7 days after first scheduler

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate.

2. Build a Targeted One-time Application Technical Fit Survey Broadcast

Purpose of this Broadcast

This Broadcast will send an Application Portfolio Management Technical Fit Survey to application experts. The Survey does not allow them to create new applications but only to update the Technical Fit properties of existing applications.

In this case, the Broadcast has a filter rule which only sends surveys for applications with a Total Cost of more than $10,000. To each person it will only send Surveys links for the applications they are an expert in.

The Broadcast will start on 15th April. For those who haven’t updated the Survey, the Broadcast will send a follow-up reminder after two weeks after which it will stop.

Select Content

  • Survey
  • Application Portfolio Management Technical Fit Survey (you can also create the Broadcast from the Survey Builder in which case these fields are pre-filled).

Add Filter Rules

  • Total Cost greater than 10000.

Select Audience

  1. By Predefined People Query: Is Expert In

Manage Landing Page

  • Single Component Page (Preset)

Compose Message

Subject

Please complete a technical assessment of your applications

Body

Hi {audienceName},

As part of our Application Portfolio Management (APM) initiative, MyOrg needs you to complete a technical fit assessment of applications you’ve been identified as being an expert in.

Please click on the link below to complete the {surveyName} for your {componentCount} application(s).

The survey will run until 17th September. We’ll be sending out reminders after two weeks for people who haven’t yet submitted their application surveys.

Many thanks for your help!

Set Scheduler and Reminder

Run a single Broadcast

  • Start Date: 15th April

Reminder

  • 14 days after first scheduler

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate.

3. Build a Targeted Six-Monthly Application Risk Survey Broadcasts

Purpose of this Broadcast

Let’s look at using scheduling and time-based filtering.

The purpose of this Broadcast is similar to the Application Technical Fit Broadcasts above, but this time the requirement is to ensure the Application’s data is updated every six months. Specifically, we want the application’s owner to do a risk assessment of the application and to ensure this risk assessment is updated at least every six months.

Now we could just use the scheduler to run the Broadcast every six months and mail every application owner on the same date. But new applications are added to Ardoq all year round, so a smarter method is to make the scheduling of Broadcast relative to the Application’s creation date.

In other words, each Application owner will be sent a Risk Assessment Survey as soon as their new application is added, and then every six months after that.

To do this, we actually need to set up two Broadcasts running against the same Application Risk Assessment survey:

  • The first Broadcast will send out an Application Risk Assessment Survey Broadcast as soon as a new application is added to Ardoq.
  • The second Broadcast will send out an Application Risk Assessment Survey Broadcast every six months after the date on which the Application Risk Survey is submitted.

Because the two Broadcasts are similar we’ll set up the first and then copy and edit it to create the second.

One other point to note:

Even though we want the Application Owners to be mailed every six months, we’ll set the scheduler to run the Broadcast every week. This is because we want the Broadcast to constantly check which applications have been added or which need updating.

Instead, we’ll use the filter rule to determine which applications are included in the Broadcast. Setting up the rule correctly will ensure that each application is only Broadcast every six months.

Also, we won’t use a reminder here: If a survey is not updated it will simply be included in the next Broadcast run.

Broadcast 1: First-time Application Risk Assessment

Select Content

  • Survey
  • Application Risk Assessment Survey (you can also create the Broadcast from the Survey Builder in which case these fields are pre-filled).

Add Filter Rules

  • Survey is incomplete.

Select Audience

  1. By Predefined People Query: Owns

Manage Landing Page

  • Single Component Page (Preset)

Compose Message

Subject

Please complete a risk assessment of your application(s)

Body

Hi {audienceName},

As part of our IT Risk Management Process, MyOrg needs you to complete a risk assessment of applications you’ve been identified as being the owner of.

Please click on the link below to complete the {surveyName} for your {componentCount} application(s).

All applications must be risk-assessed every six months, so you’ll be sent a message asking you to validate this information six months after you submit your assessment.

For more details of our risk policies, go to our risk policies page.

Thanks for your cooperation,

Set Scheduler and Reminder

Run a repeating broadcast

  • Start Date: Today (default)
  • Interval: every 1 week

Reminder

  • No reminder

Broadcast Overview

View Broadcast Report

  • Track the Survey submission rate.

Broadcast 2: Applications Risk Assessment Re-validation

Select Content

  • As above

Add Filter Rules

  • Survey has not been updated for 6 months.

Select Audience

  1. As above

Manage Landing Page

  • As above

Compose Message

Subject

Please validate the risk assessment for your application(s)

Body

Hi {audienceName},

As part of our IT Risk Management Process, MyOrg needs you to validate the risk assessment of the applications you’ve been identified as being the owner of.

Please click on the link below to go to the {surveyName} for your applications and check that the information is still true. If anything has changed in the last six months, please update the survey accordingly.

All applications must be risk-assessed every six months, and you’ll be sent a message asking you to re-validate this information every six months for the lifetime of the application.

For more details of our risk policies, go to our risk policies page.

Thanks for your cooperation,

Set Scheduler and Reminder

Run a repeating broadcast

  • As above

Reminder

  • As above

Broadcast Overview

View Broadcast Report

  • As above
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