Edit and reset notification templates

Introduction

LMS365 enables 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, see this article.

 

Where to start

Required role: catalog admin

Edit notification templates by going to the LMS365 Admin Center > Catalog settings > Notifications. 

 

 

Consequences of editing templates

Changes made to the To, Cc, Subject, Body, Send Reminder Emails, and Also send notification fields 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• Modified fields are no longer updated with the general product updates.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.
• Notification templates that have been customized are marked as Custom in the Template column.

Find more details about how notification templates are affected by customizations in this article.

 

 

Edit (customize) templates

General process

Required role: catalog admin

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.

3. Make the relevant changes to the template.

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

 

To and Cc

Required role: catalog admin

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.

 

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.

 

Body

Required role: catalog admin

The Body field is required. Provide the text that users will see in the body of the notification.

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 Body 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 Body field, and this enables to add and edit content, insert links, upload images, and create tables to enrich the notification.

 

 

In the template, select 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 to open the link in a new window. Select Insert to save the changes.

In the template, select 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.

 

 

In the notification template, elect the place where 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.

 

 

Send for inactive training

Required role: catalog admin

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

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

Catalog 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 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

Required role: catalog admin

This option enables 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:

• 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.

 

 

Set the Also send notifications option

Required role: catalog admin

With this option, you can send additional notifications to remind learners that a specific event has already passed.

This option is available in the following notification templates:

• Course due date has passed
• Training Plan Due Date Passed
• Certificate expired
• Training Plan Certificate Expired
• Skill revoked

1. Go to the LMS365 Admin Center > Catalog settings > Notifications > select a notification template.

2. On the opened Actions panel, select Edit template.

3. In the Also send notification field, specify the number of days after which the notification will be sent to learners.

 

 

4. Save the changes. Select Cancel to discard the changes.

 

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.

 

You can use variables in the Subject and Body 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 Body 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.

Find the list of the LMS365 notification template variables and their description here.

 

 

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). 

2. On the opened 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.