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How to Add a Message in a Workflow ✅ ✉️

Did you know that you can add a Message to send from Workflow in GoCo? Read this article to find out how!

First, ensure that you have added our Messages feature to your GoCo company plan. If you have not, check out this help article on how to activate it.

After this step, you'll need to access your Workflows Module. You can get there by finding the Workflows card on your Company Homepage or from the navigation tabs on the left side of your screen. 

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Once you're in your Workflows Module, you'll need to switch over to your "Templates" tab. This is where you can create & edit all of your workflow templates. If you need a refresher on how to create a Workflow Template, check out this help article.

Once you've created your template & added your tasks, select which task you want to add your message to. In the task details, hit the "More" button to display your extra options and find the one that reads "Send Message" & click it!

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This will add a "New Message" card to your task. Hit the blue, "Setup" button to start customizing your message. 

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You will be taken to a new screen to compose your new message. Name your message & then decide how you would like to send it (via the preferred contact method designated by your employees, email, or text).

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Hit "Save & Continue" to move on to composing your message. 

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Now you will be able to decide who your message will be sent from & if you would like to add a "+ Reply To" address. 

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After setting your "From" settings, select who this message will be going to. You will see dynamic fields relating to Locations, Departments, and any other Work Group added to the company - as well as supporting workflow targets like "Team Member" and "Manager" to choose from. 

⭐ Dyanmic Fields are awesome as they allow you to make selections like "Department" meaning that even if the users in that department change, the dynamic field remains the same! ⭐️


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Once you've selected your recipients, set up your Subject Line. When creating your Subject Line, note that you can utilize Variable Fields, like the recipient's name or manager's name, to fit this message to your needs. You can also edit the formatting & add images, hyperlinks, & videos to your message! 

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Attach any files you wish to and decide if you would like this message to go out automatically when the task starts or if you would like it to be sent manually by the task assignee. 

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Once your message has been set up, hit the blue "Continue to Preview" button at the bottom of the screen to preview your message. 

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Your preview will appear & if everything looks good, hit the continue button at the bottom of the screen to return to creating your workflow! 

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FAQs about Messages in Workflows

  • How do I know that my message has been sent?
    • You can see all sent messages in your Messages module. However, any Message drafts created in your Workflows module will not appear here, only sent messages. 
  • What if I use my workflow multiple times, will the message I have set up be sent to my employees every time?
    • Yes! Please keep in mind that in every instance this workflow is used, a message will trigger to be sent.
      • 🚨Ex. You have a Training Workflow set up to send a message to an employee's manager when completed, if you start this workflow for 10 employees at once, that manager will get 10 texts (relating to each employee)🚨
  • If I archive my workflow or delete my workflow instance, what happens to my messages? 
    • If you delete either your workflow instance or archive the entire workflow, any messages that have already been sent will remain in your Messages module under the "Sent" tab. 

If you have any additional questions, reach out to either your CS Team or email us at help@goco.io 💚