Question 1

How can I send custom emails to my customer, team or suppliers when a Workflow is completed?

Accepted Answer

When a Workflow is completed you can use the email answer functionality to send an email to the person who completed the Workflow, a member of your staff/team, a supplier or anyone else you like.

You can use rules to only send the emails when certain conditions are met (eg when certain values are selected on the Workflow)

You can also configure who that email comes from and what it looks like.

Using the email picker functionality you can additionally create a unique email template into which you can place data supplied by the customer on the Workflow they have just completed. Using all these features together gives you in effect full "mail merge" capability.

You'll see the picker icon in the body area when you go to set up an email answer and choose to customise the email content.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/n6dY5MtLxo/Email%20picker%20icon%20in%20MyMalcolm.png (Picker icon in edit email body dialog)

This will bring up a dialog which lets you choose a value from the Workflow and place it in your email body. You can also choose to show the field name as well if desired.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Epwr02sjsu/Inserting%20a%20Workflow%20value%20using%20the%20picker%20tool%20in%20MyMalcolm.png (Inserting a Workflow value using the picker tool in MyMalcolm)

You can place the values within your email body as shown below

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/RyYGLAvRJj/Editing%20an%20email%20answer%20in%20MyMalcolm%20using%20values%20placed%20by%20the%20picker.png (Editing an email answer in MyMalcolm using values placed by the picker)

You can also see a Walkthrough of how to do this in the video below

Question 2

Do I have to pay extra to brand or customise the look and feel of Malcolm?

Accepted Answer

No - all plans include extensive branding options. We want to make it as easy as possible for you to integrate Malcolm! and reflect the existing look and feel of your business.

Some of the branding options include:

Upload your logo
Change fonts
Change colours
Change favicon
Configure header and background images
Choose from a range of icons or upload your own
Show / hide / configure page elements
Configure excerpts
Configure suggested search
Change button labels
Configure number of search results returned per page
Configure filters
Featured Box and Promo management
Footer management
Configure 404 page
Choose different Workflow layouts
Configure SEO options
....and lots more!

If you need a hand creating logos, headers or other graphical assets we do offer a service that can help - see here for more information.

Question 3

Can I put videos in my FAQs?

Accepted Answer

Yes, the best way to do this is via an external host like YouTube or Vimeo. Find out more here.

Question 4

Can I change the branding in the emails Malcolm! sends my customers?

Accepted Answer

Malcolm! can send emails to your customers/users in the following situations:

Workflow email answers where you have configured the email answer to be sent to the email address specified in the Workflow
Email this answer functionality on an FAQ
Sending the resume later Workflow link
Payment confirmation email

You can now change the look and feel of those emails via the Brand area. Look for email themes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/0D5dCKZING/screenshot-my.malcolm.app-2022.01.02-19_19_53.png (Editing Email themes in MyMalcolm 1)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/yf8EflQ8bg/screenshot-my.malcolm.app-2022.01.02-19_20_16.png (Editing Email themes in MyMalcolm 2)

By default the emails will come from "Malcolm!" with the email address noreply@malcolm.app but you can change this - see this FAQ for further details.

Please note you cannot change the look and feel nor the sender of the system alert emails that Malcolm! sends to the instance owner and your instance team members.

See a video walkthrough below:

Question 5

Can I change the sender and email address in the emails Malcolm! sends my customers?

Accepted Answer

Malcolm! can send emails to your customers/users in the following situations:

Workflow email answers where you have configured the email answer to be sent to the email address specified in the Workflow
Email this answer functionality on an FAQ
Sending the resume later Workflow link
Payment confirmation email

By default these emails come from the sender "Malcolm!" with the email address noreply@malcolm.app

To do this, goto Settings --> Instance --> Emails and toggle Custom email sending to be active. You can then supply your Mailgun or SendGrid credentials and specify your desired sender name and email address.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/3dFvKHsdpC/screenshot-my.malcolm.app-2022.01.02-18_57_32.png (Adding MailGun or SendGrid credentials in MyMalcolm)

You can also change the look and feel of these emails - please see this FAQ for further details.

Question 6

What are featured boxes and how can I use them?

Accepted Answer

Featured boxes are part of your hosted hub theme and are very flexible multi purpose content areas that appear on your hosted hub homepage (and also your FAQs only and Workflows only home if you are using those).

You can use them to link to content within your Malcolm! instance, for example a particular category, tag, FAQ or Workflow and you can also use them to link out to content or functionality you may have elsewhere. They can be a great tactical tool as well, for example if you've written an FAQ about your holiday opening hours and want to draw attention to it use a featured box!

On our own Malcolm! Help & Support Hub the "Using Malcolm! and need help?" and "What do you think of Malcolm?" are featured boxes.

Featured boxes on Malcolm!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Y5JjW8JNLu/screenshot-support.malcolm.support-2022.08.03-06_26_45.png (Featured boxes on Malcolm!)

Featured boxes on Malcolm!

Featured boxes are created and managed via your theme (Brand --> Themes).

Featured boxes management in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/btIcIfywWZ/screenshot-my.malcolm.app-2022.08.03-06_29_33.png (Featured boxes management in MyMalcolm)

Featured boxes management in MyMalcolm

You can place featured boxes in the header area and/or body area of the page and choose a display type by row or columns.

Arrange featured boxes by row or column

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/YYqGBI2Bcx/screenshot-my.malcolm.app-2022.08.03-06_42_25.png (Arrange featured boxes by row or column)

Arrange featured boxes by row or column

When creating a featured box you have various options such as uploading your own icons or choosing one of ours, plus configuring links

Adding a featured box in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/aYsKuoqfAg/screenshot-my.malcolm.app-2022.08.03-06_41_53.png (Adding a featured box in MyMalcolm)

Adding a featured box in MyMalcolm

Also see promos for similar functionality that enables you to create and manage content at the bottom of your hosted hub home page.

Question 7

What are promos and how can I use them?

Accepted Answer

Promos are part of your hosted hub theme and are very flexible multi purpose content areas that appear towards the bottom of your hosted hub homepage (and also your FAQs only and Workflows only home if you are using those).

You can use them to link to content within your Malcolm! instance, for example a particular category, tag, FAQ or Workflow and you can also use them to link out to content or functionality you may have elsewhere. They can be a great tactical tool as well, for example if you've a YouTube channel and want to draw attention to it use a promo!

On our own Malcolm! Help & Support Hub the "Upgrade your content" and "Hey there!" areas are promos.

Promos on Malcolm!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/j0yBsWZi2d/screenshot-support.malcolm.support-2022.08.03-06_58_32.png (Promos on Malcolm!)

Promos on Malcolm!

Promos are created and managed via your theme (Brand --> Themes).

Promo management in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/6O1572FsqO/screenshot-my.malcolm.app-2022.08.03-07_03_19.png (Promo management in MyMalcolm)

Promo management in MyMalcolm

When creating a promo you have various options such as uploading your own background image, plus configuring links

Adding a promo in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/QnCg1Rjnpm/screenshot-my.malcolm.app-2022.08.03-07_03_59.png (Adding a promo in MyMalcolm)

Adding a promo in MyMalcolm

Also see featured boxes for similar functionality that enables you to create and manage content towards the top of your hosted hub home page.

Question 8

Can I open the web based version of an FAQ from a widget, overlay or inline embed?

Accepted Answer

You can turn on a link to the web based (hosted hub) version of each FAQ from within the widget, overlay or inline embed view of that FAQ via your embed theme.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/NcUhlNGNYG/Screenshot%202021-03-22%20at%2009.13.29.png (How to turn on the link to web based FAQ feature in MyMalcolm)

Watch the video below for more information!

Question 9

How do I change the colour of my links?

Accepted Answer

You can change the colour of your links via your theme. Themes live in the Brand section of MyMalcolm.

In your main theme settings you'll see link colour options under Primary, Secondary, Tertiary and Body.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/PapJB2lyc6/Screenshot%202021-02-23%20at%2011.22.50.png (Link colour management in Themes)

In embed themes, the link colour is managed from the other colours section.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Ox2zsXtjRW/Screenshot%202021-02-23%20at%2011.23.15.png (Link colour management in Embed Themes)

In Workflow themes, the link colour defaults to the colour selected in the main theme but can be overridden.

Question 10

Can I change the fonts Malcolm! uses?

Accepted Answer

You can change the font that Malcolm! uses in your hosted hub and your embeds via theme management in the Brand section of MyMalcolm.

We support the following fonts:

Arial
Arimo
Helvetica
Helvetica Neue
Lato
Lora
Montserrat
Merriweather
Merriweather Sans
Muli
Noto Sans
Noto Serif
Nunito
Nunito Sans
Open Sans
Oswald
Playfair Display
Poppins
PT Sans
PT Serif
Raleway
Roboto
Roboto Mono
Roboto Slab
Source Sans Pro
Source Serif Pro
Tahoma
Ubuntu
Ubuntu Mono