CCM-8413: new proofing content (#87)

emmagifford · web-flow · commit 1aa443a0e0d7 · 2025-03-06T12:13:07.000Z
* Added /using-nhs-notify/approve-your-messages. I've positioned this page second from last in the 'Sending a message' section', so needed to move /recipients-you-cannot-message to 6th in the nav order.

* Proofing content and providing templates instructions.

* Fixing anchor link on /using-nhs-notify/nhs-app-templates

* Removing the draft, unpublished, alternate version of the approve your templates page

* Fixing typo on /approve-your-messages - repeated 'that'
diff --git a/docs/pages/using-nhs-notify/approve-your-messages.md b/docs/pages/using-nhs-notify/approve-your-messages.md
@@ -0,0 +1,45 @@
+---
+# Feel free to add content and custom Front Matter to this file.
+# To modify the layout, see https://jekyllrb.com/docs/themes/#overriding-theme-defaults
+
+layout: page
+title: Approve your messages before we send them
+parent: Using NHS Notify
+nav_order: 6
+permalink: /using-nhs-notify/approve-your-messages
+section: Sending a message
+---
+
+When you're ready to send messages to recipients, you'll need to approve final proofs of your messages. You'll do this every time you provide new templates.
+
+This is to ensure that NHS Notify sends your messages exactly as you expect your recipients to get them.
+
+## Before you get proofs of your templates
+
+It's your responsibility to review your templates in a way that meets your organisation's needs. Check that your template:
+
+- is approved by the relevant stakeholders in your team
+- does not have any spelling errors
+- is formatted correctly
+
+Provide us with your final [NHS App message]({% link pages/using-nhs-notify/nhs-app-templates.md %}), [email]({% link pages/using-nhs-notify/email-templates.md %}) or [text message]({% link pages/using-nhs-notify/text-message-templates.md %}) Microsoft Word template. Provide your final [letter template as a PDF]({% link pages/using-nhs-notify/letter-templates.md %}).
+
+## Getting proofs of your templates
+
+We'll ask for the contact details of the person in your team who'll approve the proof message.
+
+After you've provided your final templates, we'll email you with a screenshot, attachment or PDF of your proof message. We will not send actual messages or letters directly to you as part of the proofing process.
+
+The proof message will show you example personalisation data if you've added any [personalisation]({% link pages/using-nhs-notify/personalisation.md %}). If any personalisation data does not appear 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 the final template you provided to us, reply to our email and tell us that you approve your proof message.
+
+### If you need to reject your proof
+
+If the content or formatting of your proof does not match the template you originally provided, reply to our email to describe what's wrong with the proof. We'll update the proof message and email it to you again.
+
+If you need to make further changes to your original template, update your original [NHS App message]({% link pages/using-nhs-notify/nhs-app-templates.md %}), [email]({% link pages/using-nhs-notify/email-templates.md %}), [text message]({% link pages/using-nhs-notify/text-message-templates.md %}) or [letter template]({% link pages/using-nhs-notify/letter-templates.md %}) and send it to us again so that we can create a new proof.
diff --git a/docs/pages/using-nhs-notify/email-templates.md b/docs/pages/using-nhs-notify/email-templates.md
@@ -10,9 +10,15 @@ permalink: /using-nhs-notify/email-templates
 section: Writing a message
 ---
 
-Upload a Word document of your email and NHS Notify will send it for you.
+Provide a Word document of your email and NHS Notify will send it for you.
 
-## How to edit your email using our template
+You'll need to:
+
+1. [Download our Microsoft Word template](#how-to-use-our-email-template)<!-- markdownlint-disable-line -->.
+2. [Format your email](#how-to-use-our-email-template).
+3. Provide your email template to our onboarding team via email at <england.nhsnotify@nhs.net>.
+
+## How to use our email template
 
 Download our [email template]({% link assets/worddocs/email-template-nhs-notify.docx %}) to set up your email.
 
@@ -113,4 +119,4 @@ If you need to send an image, host it separately on a website and add a link to
 
 ## Telling recipients who your email is from
 
-Find out how to set up your [reply-to email address]({% link pages/using-nhs-notify/tell-recipients-who-your-messages-are-from.md %}). This is the email address that your emails are sent from and that recipients can reply to.
+Find out how to set up your [email sender name and reply-to email address]({% link pages/using-nhs-notify/tell-recipients-who-your-messages-are-from.md %}).
diff --git a/docs/pages/using-nhs-notify/letter-templates.md b/docs/pages/using-nhs-notify/letter-templates.md
@@ -19,6 +19,7 @@ You'll need to:
 1. [Download our Microsoft Word template.](#how-to-use-our-letter-template)<!-- markdownlint-disable-line -->
 2. [Format your letter.](#formatting-your-letter)
 3. [Convert your letter to a PDF.](#converting-your-letter-to-a-pdf)
+4. Email your letter PDF template to our onboarding team at <england.nhsnotify@nhs.net>.
 
 ## How to use our letter template
 
diff --git a/docs/pages/using-nhs-notify/nhs-app-templates.md b/docs/pages/using-nhs-notify/nhs-app-templates.md
@@ -10,9 +10,15 @@ permalink: /using-nhs-notify/nhs-app-templates
 section: Writing a message
 ---
 
-Upload a Word document of your NHS App message and NHS Notify will send it for you.
+Provide a Word document of your NHS App message and NHS Notify will send it for you.
 
-## How to edit your NHS App message using our template
+You'll need to:
+
+1. [Download our Microsoft Word template](#how-to-use-our-nhs-app-message-template)<!-- markdownlint-disable-line -->.
+2. [Format your NHS App message](#formatting-your-nhs-app-message).
+3. Email your NHS App message template to our onboarding team at <england.nhsnotify@nhs.net>.
+
+## How to use our NHS App message template
 
 Download our [NHS App message template]({% link assets/worddocs/nhs-app-message-template-nhs-notify.docx %}) to set up your NHS App message.
 
@@ -38,6 +44,7 @@ You can also find out about:
 
 - [attachments](#attachments)<!-- markdownlint-disable-line -->
 - [images](#images)
+- [telling recipients who your NHS App message is from](#telling-recipients-who-your-nhs-app-message-is-from)
 
 ## Personalisation
 
@@ -107,3 +114,7 @@ If you need to send an attachment, host the attachment separately on a website a
 We do not currently support images in NHS App messages.
 
 If you need to send an image, host it separately on a website and add a link to it in your message content.
+
+## Telling recipients who your NHS App message is from
+
+Find out how to set up your [NHS App message sender name]({% link pages/using-nhs-notify/tell-recipients-who-your-messages-are-from.md %}).
diff --git a/docs/pages/using-nhs-notify/recipients-you-cannot-message.md b/docs/pages/using-nhs-notify/recipients-you-cannot-message.md
@@ -5,7 +5,7 @@
 layout: page
 title: Recipients you cannot message
 parent: Using NHS Notify
-nav_order: 6
+nav_order: 5
 permalink: /using-nhs-notify/recipients-you-cannot-message
 section: Sending a message
 ---
diff --git a/docs/pages/using-nhs-notify/text-message-templates.md b/docs/pages/using-nhs-notify/text-message-templates.md
@@ -10,9 +10,15 @@ permalink: /using-nhs-notify/text-message-templates
 section: Writing a message
 ---
 
-Upload a Word document of your text message and NHS Notify will send it for you.
+Provide a Word document of your text message and NHS Notify will send it for you.
 
-## How to edit your text message using our template
+You'll need to:
+
+1. [Download our Microsoft Word template](#how-to-use-our-text-message-template)<!-- markdownlint-disable-line -->.
+2. [Format your text message](#formatting-your-text-message)
+3. Email your text message template to our onboarding team at <england.nhsnotify@nhs.net>.
+
+## How to use our text message template
 
 Download our [text message template]({% link assets/worddocs/text-message-template-nhs-notify.docx %}) to set up your text message.
 
@@ -37,7 +43,7 @@ You can also find out about:
 - [message length](#message-length)<!-- markdownlint-disable-line -->
 - [attachments](#attachments)<!-- markdownlint-disable-line -->
 - [images](#images)
-- [telling recipients who your email is from](#telling-recipients-who-your-email-is-from)
+- [telling recipients who your text message is from](#telling-recipients-who-your-text-message-is-from)
 
 ## Personalisation
 
@@ -87,6 +93,6 @@ We do not currently support images in text messages.
 
 If you need to send an image, host it separately on a website and add a link to it in your message content.
 
-## Telling recipients who your email is from
+## Telling recipients who your text message is from
 
-Find out how to set up your [reply-to email address]({% link pages/using-nhs-notify/tell-recipients-who-your-messages-are-from.md %}). This is the email address that your emails are sent from and that recipients can reply to.
+Find out how to set up your [text message sender name]({% link pages/using-nhs-notify/tell-recipients-who-your-messages-are-from.md %}). This is the email address that your emails are sent from and that recipients can reply to.
