Edit and reset notification templates

Introduction

LMS365 enables course catalog admins to control who receives the various LMS365 notifications, and change their look and content. 

This guide describes how to edit notification recipients, title, and content, and how to reset notification templates to their default values.

To find more information about managing LMS365 notifications and connected account, please see this article.

 

Where to start

Required role: Course catalog admin.

Editing notification templates by going to the LMS365 Admin Center > Catalog Settings > Notifications

 

 

Consequences of editing templates

Changes made to the To, Cc, Subject, Message, and Send Reminder Emails field in a notification template have the following consequences:

  • Modified fields are no longer updated with the general product updates.

  • Modified fields don't respond to language localizations because localizations are based on the default content.

Please find more details about how notification templates are affected by customizations here.

 

Notification templates that have been customized are marked as Custom in the All Templates column.

 

 

Edit (customize) templates

 

General process

To edit (customize) a notification template:

1. On the Notifications page, select the relevant template to open its Actions panel.

2. Select Edit Template from the Actions panel.

The Edit Template action is disabled if more than one template is selected.

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3. Make the relevant changes to the template.

4. Select Save, or Cancel to discard changes. In both cases, a confirmation message asks you to confirm your action.

 

To and Cc

Select who you want to receive the notification. This is achieved by selecting roles from the drop-down list, or typing the names of users from the tenant.

 

NOTE  

  • It's impossible to add AAD groups to the To and Cc fields.

  • For some templates, the To and Cc fields can't be modified.

 

 

Subject 

The information from the Subject field is displayed to users in the title of the notification they receive.

 

 

Edit this required field according to your needs. For example, this might be helpful for notifications that have a {MEETING URL} variable. If you use variables in the Subject field, then ensure they're entered accurately and with no extra spaces, and that the correct symbols for brackets are used. Otherwise, the system won't be able to insert data correctly.


EXAMPLE

Default settings of the Session Instructor Added notification template



Custom settings of the Session Instructor Added notification template

 

 

Message 

The Message field is required. Provide the text that learners will see in the body of the notification they'll receive.

The default values can be edited or replaced with your own text. You can use any variables listed at the bottom of the notification template. The variables displayed are specific for each notification template and are provided by the system.

If you use variables in the Message field, then ensure they're entered accurately and with no extra spaces, and that the correct symbols for brackets are used. Otherwise, the system won't be able to insert data correctly.

A rich-text editor is available for the Message field and this enables you to add and edit content, insert links, upload images, and create tables to enrich the notification.

 

 

In the notification template, click the place where you want to display a link, select the Insert hyperlink option, and in the Web address field, insert the URL for the site you want to link to. Enter the Text and Tooltip for the link and specify whether you want to open the link in a new window. Select Insert to save the changes.

 

 

In the notification template, click the place where you want to display an image, select the Insert image option, and in the Web address field, insert the URL for the image. Enter the Alternative text for the image and set the image Width (px) and Height (px). Select Insert to save the changes.

 

NOTE   

It is recommended that images are stored on a publicly-accessible image service or public facing website for them be displayed correctly. An example of a publicly-accessible image service would be your organization's website or another image hosting service that your marketing team uses internally.

 

 

In the notification template, click the place where you want to display a table, select the Create table option, and select the table size. This produces an empty table, into which you can enter text.

 

 


EXAMPLE

A customized notification template with a link and an image inserted.

 

Send for inactive training

Course catalog admins can disable certificate expiry and skill revocation notifications for inactive training.

When courses or training plans are inactive, learners can't retake them so it may not be necessary for learners to receive these notifications.

Admins can disable notifications about certificate expiry and skill revocation for unpublished, expired, and deleted training, as well as for imported external certificates that aren't associated with a current course in the course catalog. This is done via the Send for inactive training option while editing the relevant notification template.

The option to disable notifications for inactive training is available in the following templates:

  • Certificate Expired
  • Training Plan Certificate Expired
  • Certificate Expiry Reminder
  • Training Plan Certificate Expiry Reminder
  • Skill Revocation Reminder
  • Skill Revoked

By default, these notifications are enabled for inactive training, but can be disabled by switching off the Send for inactive training toggle.

 

 


Send Reminder Emails

This option enables you to set the number of days (in positive, integer values) in advance of the event that the notification is about, that the reminder notification is sent. The default number of days depends on the notification. 

The option to send reminder notifications is available in the following templates:

  • (Deprecated Soon) Webinar Session Enrollment Approval Reminder
  • (Deprecated Soon) Webinar Start Reminder
  • Approval Reminder
  • Certificate Expiry Reminder
  • Course Due Date Reminder
  • Instructor-Led Training Start Reminder
  • Session Enrollment Approval Reminder
  • Skill Revocation Reminder
  • Training Plan Approval Reminder
  • Training Plan Certificate Expiry Reminder
  • Training Plan Due Date Reminder

Here, you can find an example of a certificate expiry template with the Send Reminder Email option.

 

 

Variables

Variables are values that are automatically filled with information by the system when a notification is sent. Variables can be specific for each recipient of the same notification template, depending on the information that will be passed.


EXAMPLE

You can use the variable {NAME} in a notification template to ensure the name of a recipient is used in this notification, helping you to personalize the message. You can use the variable {COURSE TITLE} to ensure the title of the course will always be correct when a notification is sent, even if you change the title of the course after launch.

 

You can use variables in the Subject and Message field of notifications. The list of available variables is specific for each notification template and are provided by the system. The variables that are available to a notification template can be found at the bottom of the template.

If you use variables in the Message field, then ensure they're entered accurately and with no extra spaces, and that the correct symbols for brackets are used. Otherwise, the system won't be able to insert data correctly.

 

 

Reset notification templates

Resetting a notification template to default ensures the fields you have edited are again connected to general product updates and localizations. When you reset notification templates, any customization you have done for a template is lost, and the template reverts to the original style that was there when LMS365 was installed

 

To reset a template: 

1. On the Notifications page, select the relevant customized template (marked Custom in the Template column). The Actions panel opens.

2. On the Actions panel, select Edit Template. The Edit Template panel opens.

3. On the Edit Template panel, in the bottom right-hand corner, select Reset Template. A confirmation message is displayed.
4. On the confirmation message, select Reset to Default to reset the notification template to its default values, and to make all its fields available to updates with new product releases. Alternatively, select Cancel to return to the template editing panel without resetting the template.

 

Reset_a_template_to_default_settings.png

 

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