This is where you will create and style the communication between inviters and invitees, which is controlled via templates. There will be one template corresponding to each email that is part of your invitation flow, and there will also be a link sharing template if your flow includes shareable links. The link sharing template is the text used to prefill messages when a user distributes a link using one of the offered sharing destinations.Each Template has the following tabs:
For all email templates, settings include the email subject, From address, From name, and Reply-to address. Note that you’ll need to authenticate the domain used in your From and Reply-to addresses (look for Email Domains in the left nav) before Vortex can send email on your behalf. Until the domain is authenticated, emails will be sent from the jyn.us domain.
The invitation template allows you to determine whether or not your email invitations expire, and if so, after what period of time. Note that if your flow includes reminder and nudge emails, make sure that they all fall within your expiration window. For example, if invitations expire in 30 days, you’ll want to make sure all reminders and nudges go out before the 30-day expiration.
The initial reminder and nudge templates allow you to determine how many, if any, reminders and nudges you want to send. Reminders are emails sent to the invitee encouraging them to accept the invitation. Nudges are emails sent to the inviter encouraging them to follow up with the invitee.
You’ll also be able to determine the cadence for your reminders and nudges. For each reminder and nudge you specify the number of days to wait after the preceding invitation/reminder/nudge before sending the next one. For example, you might wait one day after the initial invitation before sending the first reminder, and then another six days before sending the second reminder. Note that reminders and nudges only get sent if the invitation hasn’t yet been accepted.
If the invitation expiration window is shortened, the intervals between your reminders and nudges may automatically be adjusted to fit in the new window.
The link sharing template allows you to determine whether or not your shareable links expire, and if so, after what period of time.
The acceptance template allows you to enable emails that are sent to the inviter once the invitation has been accepted.
Use drag-and-drop to rearrange elements in your template.
Click on any element in the template, or select one from the dropdown at the top of the Elements tab, to control the details of its styling (fonts, colors, borders, spacing, etc.).
Depending on whether or not you’ve enabled reminders, nudges and acceptances, you could have a number of individual templates to work with. To simplify the process of getting all templates to look consistent Vortex allows you to make styling changes that apply to all templates. For most elements you’ll see tabs that allow you to either make changes that will apply to all templates, or just to the given element on the current template. For example, if you are changing the color of the main call-to-action button for accepting an invitation, more than likely you’ll want this to apply to all templates. In fact, most changes will likely fall into this category. But Vortex does allow you to make changes that apply just to the current template when necessary.
Add custom fields and other elements to your form.
Content - Additional content such as text areas, images and links.
Rows - Rows allow you to add additional content to the form, and give you more layout flexibility. For example, if you wanted two images to be side-by-side in an email you could add a row with two cells, and place an image into each one.
The template display at the right will update as you adjust settings or change styling. You can use drag-and-drop to rearrange elements on the form.Click on the selector at the top-right of the display to change from edit mode to preview mode, or to send yourself a sample email.
Invitation emails are much more effective when they’re personalized and enriched with dynamic content. Template variables are the mechanism by which you add this content to your templates. Variables can be added to a template simply by entering a variable name of your choosing (letters, numbers, underscores, hyphens and periods are valid) enclosed in double curly brackets. The invitation email depicted in the screenshot below is an example of how a Vortex customer has used variables.SCREENSHOTHere are some of the variables the customer has added to the template themselvesHere are some of the variables the customer has added to the template themselves
{{group_name}} - The name of the workspace the person is being invited to.
{{inviter_name}} - The name of the inviter.
{{group_member_count}} - The number of existing members in the workspace, which gives the invitee a sense of missing out because other people are already in the workspace.
The values for these variables will be passed along to Vortex via the templateVariables parameter in the code snippet used to install the invitation widget.Not all variables are populated by customers. If you have any custom field as part of your widget, a variable with the custom field’s element name will automatically be populated with the value from the invitation submission. For example, if you have a custom field that allows the inviter to specify the invitee’s role (e.g., member or admin), and the element name for that field is “role”, you can add a {{role}} variable to a template to create a line of copy along the lines of, “You’ve been invited as an admin.”There are also some variables provided by Vortex, which are prefixed with vortex-, that are automatically populated.
{{vortex_invitation_link}} - This is the link users will click on to accept the invitation, and is required in all invitation, reminder and nudge templates. In the above example you can see that it is the action associated with the Join button in the invitation.
{{vortex_invitee_email}} - The email address of the person being invited.
{{vortex_invitation_expiration_in_days}} - If your invitations expire, this variable represents the number of days remaining (as of the time the email was sent) until expiration. Including this information is a great way to create a sense of urgency with the invitee.
