How to Create a Broadcast Template with Workflow

Owned by Rizad Akar (Unlicensed)
Last updated: Jan 16, 2023 by Amithma Kariyawasam (Deactivated)Version comment

The Broadcast module allows you to create and send a Broadcast with approval workflows. You can create Broadcast template with workflows inside the Form Template section. 

Creating a Broadcast Template

You can create a Broadcast Template with Workflow in a similar fashion to creating a Parent Slip Template.
Go to the Form Template page, click Add New, select Broadcast and click Create New Form Template. Save the Template by giving a name, description and adding the Template to a Form Template Category (optional).


Broadcast Template Design

Click the Edit Design button, this will direct you to the template design page. The design page for Broadcast Template has two fields by default:

  • Email Text Field - This field carries the body of the Broadcast email and can be edited before sending out a Broadcast to Parents. This field has a limit of 4,000 characters.
  • SMS Text Field - This field carries the Broadcast SMS. This field has a character limit of 150 characters.

Once you have entered the desired text into the fields always remember to click on Save Template.


Broadcast Approval Workflow

Workflows are a powerful tool in EdSmart Broadcasts to ensure that proper permissions are secured before a Broadcast is distributed to parents/students. 

Click on Form Templates to list your templates. You can sort and view the Broadcasts templates separately by changing the sort type to Broadcasts. You’ll see an edit option under the Workflow column, this will display the workflow associated with your template.


The Broadcast workflow creation is the same as a Parent/Student Slip workflow. All templates come with a default workflow with three steps, Create by Any User, Queue to Send by Any User and the last step Send which is automated step by our system.

You can add two new Steps:

  • Firstly the Send for Approval step. When this is actioned by the User, it will trigger an email to the Approver so they are notified that they need to log in and action the Broadcast.
  • Secondly an Approve step, which the approving user(s) will action to show that they have signed off on the Broadcast. They would then usually action the Queue Slip to Send step.

Please note that when you add a Send for Approval step the system will automatically add the subsequent Approve step. Thus the workflow might look like this: 



Read our article on How to Send a Broadcast.