Overview

Unlike static content blocks that require manual text and image updates for every campaign, smart blocks are dynamic, data-driven modules. They automatically pull contextual data from your integrated workplace tools, database feeds, or user profiles.

This article outlines how to configure, utilise, and troubleshoot the five primary smart block types available in our newsletter builder: Content Feed, People Profile, Recognition, Sites, and Surveys.

1. Smart block directory & specifications

Content Feed blocks

Content smart blocks use automated feeds (like RSS, Atom, or CMS endpoints) to instantly populate your newsletter with your latest company articles, blog posts, or resource documents.

Configuration guidelines

• Source verification: paste a valid, secure RSS or JSON feed URL into the block parameters. The builder will automatically parse the layout.

• Display limits: cap the block configuration to pull between 3 to 5 items maximum. Flooding an email with too many automated entries triggers Gmail's clipping threshold (102KB payload limit).

• Fallback logic: always configure static "Fallback Content" (e.g., a permanent link to your main resource hub) in case your external feed suffers temporary downtime or returns an empty payload.

People Profile blocks

People smart blocks automatically integrate with your internal HR directory (such as Workday, BambooHR, or Microsoft Entra ID) to dynamically feature specific employees or teams.

Configuration guidelines

• Dynamic attributes: when selecting an employee from the directory search bar, the block maps their profile picture, official title, department, and tenure milestone inline.

• Data latency check: keep in mind that directory synchronisation cycles run every 24 hours. Recent title changes or new hire profiles may require a manual directory refresh before appearing in the builder.

• Privacy guardrails: ensure that sensitive employee data fields (such as private contact numbers or internal location codes) are globally masked in your workspace template mapping before deployment.

Recognition blocks

Recognition blocks connect directly to your peer-to-peer appreciation or reward engines (such as Bonusly, Kudoboard, or internal shout-out queues) to automate the sharing of culture wins.

Configuration guidelines

• Filtering parameters: set specific workspace filters inside the block configuration panels — such as #Teamwork or #Innovation tags — to isolate and display only relevant shout-outs for that specific newsletter edition.

• Image layout protection: if a recognition post does not contain an accompanying peer photo, configure the block to auto-apply your official brand logo or a stylised default placeholder icon.

Sites blocks

Sites smart blocks allow you to display micro-previews, layout maps, or operational statuses of your physical offices, retail locations, or project workspaces.

Configuration guidelines

• Operational syncing: link these blocks directly to your facilities management or status page API. They dynamically inject location alerts, local hours, or scheduled closures without requiring manual text updates.

• Geotargeted rendering (advanced configuration): if your newsletter tool supports dynamic audience segments, set the block to toggle visibility so subscribers only see details for their assigned regional site.

Survey blocks

Survey smart blocks inject lightweight, interactive feedback modules (like Net Promoter Score trackers, single-question polls, or binary yes/no choices) straight into the message layout.

Configuration guidelines

• Interaction model: because native HTML forms are blocked by modern email clients for security reasons, Survey Blocks use one-click tracking links. Each polling option or score button is an isolated link tracking a specific attribute parameter.

• Landing page destination: when a subscriber clicks a choice inside the email, they must be redirected to a clean, simple "Thank You" landing page that confirms their vote has been tabulated.

2. Configuration workflow: deploying a data-driven newsletter

To successfully execute an automated internal communication update, stack and sync your smart blocks systematically within your template environment.

1. Map external integrations: authentication & feed sync. Open your newsletter builder template canvas. Drag your chosen smart block into place, open its settings sidebar, and verify or authenticate the connection to your external data platform (e.g., RSS link, HR platform, or survey engine).

2. Set queries and limits: content filtering. Apply strict rules within the block parameters. Specify content category tags, caps on the maximum number of items pulled, and date boundaries (e.g., "Only display recognition posts from the past 7 days").

3. Configure interface fallbacks: design harmonisation. Set up placeholder graphic rules, select typography tokens that match your parent layout styling, and draft alternative text descriptions to apply if data endpoints are unreachable.

4. Execute sandbox testing: dynamic data inspection. Switch your newsletter builder interface from "Design Mode" to "Preview Mode." Cycle through different test profiles to ensure that your dynamic variables (names, profile pictures, local sites) are rendering accurately based on recipient parameters.

Smart block diagnostic reference

Use this troubleshooting matrix if a smart block displays unexpected behaviours during template assembly or testing cycles:

Crucial data security advisory: when using smart blocks that draw from internal company systems, never send these newsletters to external client lists or public subscribers. Always verify that your distribution list is restricted entirely to authenticated internal network addresses.

Frequently asked questions

Q: What's the main difference between a smart block and a standard content block?

Ans: A standard content block holds static text or images that you enter manually and must update for every campaign. A smart block automatically pulls dynamic, data-driven content from an integrated source, such as an HR directory, RSS feed, or survey engine, so it stays current without manual edits.

Q: Why isn't a recent job title change showing up in a People Profile block?

Ans: Directory synchronisation cycles typically run every 24 hours, so recent changes may not appear immediately. Try triggering a manual directory refresh inside the builder if you need it to reflect sooner.

Q: Can I limit how many items a Content Feed block pulls in?

Ans: Yes, and it's recommended. Capping the block to 3–5 items helps avoid exceeding Gmail's clipping threshold, which can occur when an email's payload becomes too large.

Q: What happens if my external feed or data source goes down?

Ans: If you've configured fallback content, such as a static link to your resource hub, it will display in place of the live feed so the block doesn't appear broken or empty.

Q: Can recipients fill out a survey directly inside the email?

Ans: Not through a native form, since these are blocked by modern email clients. Instead, Survey Blocks use one-click tracking links for each option, and clicking one redirects the subscriber to a simple confirmation landing page.

Q: Is it safe to send newsletters containing Smart Blocks to external contacts?

Ans: No. Smart blocks that pull from internal systems should only be sent to authenticated internal network addresses. They should never be sent to external client lists or public subscribers.

Q: How can I test that dynamic content is rendering correctly before sending?

Ans: Switch the builder from Design Mode to Preview Mode and cycle through different test profiles. This lets you confirm that dynamic variables like names, profile pictures, and local site details render correctly for different recipients.