Who this article is for: Org Admin users
Overview
Before you can run a batch communication, you need a published template configured for batch use. Batch templates use the same type-and-template system as automated communications, but require a specific Trigger Type setting and have their own publishing rules. This article walks through the full setup.
If you’re new to communication types and templates, see Building & Editing a Communication Type and Template for the broader context.
Step 1: Create a batch type
Click Communications in the left navigation panel.
Click Create Type.
Create a Label (or Name) for your Communication Type.
Set the following:
Source → Assembly
Trigger Type → Batch
Trigger Info → Batch
Click Save.
💡 Best practice — always create a new type for each new template. Only one template per type can be published at a time. If you publish a new template for an existing type, it automatically unpublishes the previous one. Creating a new type each time keeps your active templates predictable and avoids accidentally disabling a template that’s still in use.
Step 2: Create a template for that type
From the Communications tab, click Create Template and select your new batch type that you created in the previous step.
Build the communication template:
Communication Name — what is this letter called?
Date Format — the format in which dates will appear within the communication.
Contacts Types — Choose the contacts you’d like this communication to send to.
Contact Methods — Choose the type of communication you’re creating (Letter, Email, etc)
Communication Text — The verbiage that appears within the communication for a letter.
Email subject (if applicable) — what appears in the subject line of email communications.
CC/BCC — any internal contacts you’d like to be copied on email communications.
Email body (if applicable) — click Edit Email Body to compose the email version
Use merge fields to personalize the content with contact name, assembly details, and due dates.
Click Save.
💡 The {{DUE_BY}} merge field inserts the earliest next test due date across the assemblies in the communication. In a batch, this can be overridden by setting a Due on date on the batch itself — if set, that date is used instead.
💡 Use Preview Communication Text on the template’s details page to render a sample letter with filled-in values before publishing.
Step 3: Publish the template
Within the template details page, click Publish.
Only published templates appear in the batch template dropdown. The template is now ready to use.
⚠️ Publishing a new template for a type that already has a published template will automatically unpublish the existing one. If you need two templates available at the same time, create two separate types.
Editing and cloning templates
To edit an unpublished template: Open it, make changes, and save.
To edit a published template: Click Unpublish first, then edit, then republish. Unpublishing prevents the template from being selected for new batches while you’re editing.
To edit a template that has already been used to send communications: You cannot edit it directly — it is permanently locked once any communication has been sent. Instead, click Clone to create an editable copy, make your changes, and publish the clone (ideally under a new type).
Template rules at a glance
Rule | Detail |
Trigger Type must be Batch | Templates without this setting won’t appear in the batch dropdown |
Only one published template per type | Publishing a second template for the same type unpublishes the first |
Published templates are read-only | Unpublish to edit; republish when done |
Templates with sent comms are locked | Clone to make changes once any comm has been sent |
Best practice: one type per template | Keeps your published templates predictable and avoids unintended unpublishing |
FAQ
Q: Why should I create a new type for each template instead of reusing one?
A: Only one template per type can be published at a time. Publishing a new template under an existing type automatically unpublishes the previous one. A fresh type per template keeps your active templates predictable and avoids accidentally disabling one that's still in use. If you need two templates available at the same time, create two separate types.
Q: My template isn't showing up in the batch template dropdown. What's wrong?
A: Only published templates appear in the dropdown. Open the template's details page and click Publish. Also confirm the type was set up with the batch Trigger Type during Step 1 — only batch-configured types are available for batch communications.
Q: Can I edit a template after it has been used to send communications?
A: No. A template is permanently locked once any communication has been sent from it. Click Clone to create an editable copy, make your changes, and publish the clone — ideally under a new type.
Q: How do I edit a published template that hasn't been used yet?
A: Click Unpublish first, then make your edits and republish. Unpublishing prevents the template from being selected for new batches while you're editing.
Q: What date does the {{DUE_BY}} merge field use?
A: It inserts the earliest next test due date across the assemblies in the communication. If you set a Due on date on the batch itself, that date is used instead.