LMS365 notifications: edit and reset notification templates

Introduction

LMS365 allows course catalog admins to not only control who receives the different LMS365 notifications, but also to change the look and content of these notifications. 

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

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

 

How to edit notification templates

Editing of notification templates is done by the course catalog admin in the LMS365 Admin Center > Catalog Settings > Notifications

 

IMPORTANT   

Changes made to fields (the To, Cc, Subject, Message, and Send Reminder Emails field) in a notification template will have the following consequences: The fields that has been modified will no longer be updated with the general product updates, and they will not respond to language localizations since localizations are based on the default content. Please find more details here.

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

 

General editing process

To edit (customize) a notification template:

  • Select the relevant template.
  • Select Edit Template from the Actions panel. The Edit Template action will be disabled if more than one template is selected at once from the Notifications page.



  • Make the relevant changes to the template.
  • Select Save to save the changes or Cancel to discard them. In both cases, a confirmation message will let you confirm your action.

 

The To and Cc field

Select the role(s) who will receive the notification from the drop-down list, or add user(s) from the tenant by typing their name.

 

NOTE  

  • It's impossible to add AD groups to the To and Cc fields.
  • Not all templates can be modified in the To and Cc fields. If the roles in the To and/or Cc field can't be modified, the color of the roles in the field will indicate this.

    image_53__1_.png

 

The Subject field

Users will see the information from the Subject field in the title of the received notification.

 

 

You can edit this required field in accordance with your needs. This might be helpful, for example, for notifications with a {MEETING URL} variable. If you use variables in the Subject field, then please ensure they are written exact, have no extra spaces and that the correct symbol for brackets are used. Otherwise, the system will not be able to correctly insert the data. 

Below are examples of default and custom values of the Session Instructor Added notification template:

  • Default settings:

    2022-04-06_09_33_29-Notifications.png

    With these settings, the email notification will look like this:



  • Custom settings:


    With these settings, the email notification will look like this:

 

The Message field

The Message field is required. Here, you provide the text that learners will see in the body of the received notification.

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

If you use variables in the Message field, then please ensure they are written exact, have no extra spaces and that the correct symbol for brackets are used. Otherwise, the system will not be able to correctly insert the data. 

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

 

Click in the notification template in the place you want a link to be displayed, select the Insert hyperlink option, in the Web address field insert the URL for the site to which you are linking, type in the Text and Tooltip to be displayed for the link and decide on the link to be opened in a new window. When ready, select Insert to save the changes.

 

 

Click in the notification template in the place you want an image to be displayed, select the Insert image option, in the Web address field insert the URL for the image, type in the Alternative text to be displayed for the image and decide on the image Width (px) and Height (px). When ready, select Insert to save the changes.

NOTE   

It is recommended that the images be stored on a publicly accessible image service or public facing website for them to accurately show. 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.

 

 

Click in the notification template in the place you want a table to be displayed, select the Create table option, and decide on the table size. An empty table will be created where you can type in the text to be displayed. 

2022-04-26_10_35_30-Notifications.png

 

Below is an example of a customized notification template with a link and an image inserted.

 

2022-04-26_10_28_32-Mail_-_Adele_Vance_-_Outlook.png

 

The Send for inactive training option

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 the training. Therefore, it might be irrelevant for learners to receive notifications about expired certificates and revoked skills related to inactive training. Admins can disable notifications about certificate expiry and skill revocation for unpublished, ended, and deleted training, as well as for imported external certificates that are not associated with a current course in the course catalog. This is done via the Send for inactive training option while editing a relevant notification template.

The option of disabling 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 will be enabled for inactive training, but can be disabled by switching off the Send for inactive training toggle.


The Send Reminder Emails field

This option allows to set the number of days (in positive and integer values), in advance of the event which the notification is reminding about, in which the reminder notification will be sent. The default number of days depends on the notification in question. 

The option of 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 will be filled with information by the system. Variables can change and can be specific for each recipient of the same notification template, depending on the information that will be passed.

For example, you can use the variable {NAME} in a notification template to ensure the name of recipients will be used in this notification and, hereby, personalize the message. Or you can use the variable {COURSE TITLE} to ensure the title of the course will always be correct and updated in the notification, 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 provided by the system. Available notifications for the notification template in question can be found at the bottom of the template.

If you use variables, then please ensure they are written exact, have no extra spaces and that the correct symbol for brackets are used. Otherwise, the system will not be able to correctly insert the data. 

 

 

How to reset notification templates

If you have customized fields (the To, Cc, Subject, Message, and Send Reminder Emails field) in a notification template, the fields that have been modified will no longer be updated with the general product updates, and they will not respond to language localizations since localizations are based on the default content.

If you want to reset a notification template to default and ensure the fields you have edited will again be connected to general product updates and localizations, please do the following: 

  1. Select the relevant customized template (marked Custom in the Template column).
  2. Select Edit Template from the Actions panel.
  3. At the bottom right corner of the template, select Reset Template.



  4. A confirmation message will let you confirm or cancel the reset.



  5. Select Save to save changes or Cancel to discard them. The changes will be applied immediately, the template will be reset to its default values, and all fields will, again, be available to updates with new product releases.

 

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