Approve your messages before we send them
When you’re ready to send messages to recipients, you’ll need to request and approve final proofs of your messages. You’ll do this every time you create new templates.
This ensures we send your messages exactly as you expect your recipients to get them.
Before you request proofs
It’s your responsibility to review your templates in a way that meets your service’s needs. Check that your template:
- is approved by the relevant stakeholders in your team
- does not have any spelling errors
- is formatted correctly
Create your final NHS App message, email or text message templates. Upload your final letter templates.
Requesting NHS App, email and text message proofs
After you create your final NHS App message, email or text message templates in your NHS Notify account, you need to request a proof using Service Now.
You can request proofs for one template or a group of templates in a campaign.
- Go to Service Now (opens in a new tab).
- Sign in with your NHS.net account, or register for a Portal account.
- Select the Submit a case tile. In the Categories menu, select Contact us. Then select the Contact us tile.
- In the Description field, include the template ID or IDs, the email address you want the proofs sent to, your service name and the campaign name, if you have one.
- For the service, select NHS Notify from the drop-down list.
- For the service offering, select the relevant message channel from the drop-down list.
Requesting letter proofs
After you upload your letter templates using Service Now, we’ll automatically create proofs for you.
You can request proofs for one template or a group of templates in a campaign.
How we use example data
We’ll include example data in your proof to show you how personalisation will be displayed in your message.
You can also choose to provide your own example personalisation data.
How to approve or reject your proofs
For all channels, we’ll email you a screenshot of your proof. We will not send actual messages or letters directly to you.
If any personalisation data is not displayed how you expect, you may need to check if you’ve used the correct personalisation fields or example personalisation data.
Any delays to you approving your proofs could slow down when you can start sending messages to recipients.
Approving your proof
If your proof matches your final template, reply to our email and tell us that you approve your proof.
Rejecting your proof
You should reject your proof if it does not match your template or you need to change your original content.
If the content or formatting of your proof does not match your template
Reply to our email to describe what’s wrong with the proof. We’ll update the proof and email it to you again.
If you need to make further changes to your original template
You’ll need to replace your old template with a new one and request a proof again.