Curriculum - Create - Step 3 - Emails

The Emails step of the curriculum creation process enables you to either customize emails for this curriculum or prevent emails from triggering for this curriculum. Emails are initially created in the main Email Administration area. The emails created in Email Administration deploy for all learning. For example, if you activate a trigger in Email Administration to send an email each time a learning object is assigned to a user, it will trigger for all learning objects.

Design Note: An updated interface is available for this page, which can be enabled by administrators in Feature Activation Preferences. With the new design, the functionality of the page is unchanged.

To create a curriculum, go to Admin > Tools > Learning > Catalog Management > Curricula. Then, click the Create a New Curriculum link and progress through the workflow to the Emails step.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Curricula Admin - Manage

Grants ability to create new and edit/update existing curricula. This permission can be constrained by OU, User's OU, Provider, and User's LO Availability. This is an administrator permission.

Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

Tip: Do not constrain this permission to your entire corporation; it can cause long page load times and timeout errors. Applying this constraint is functionally the same as leaving the permission unconstrained, but omitting this constraint does not cause the system to do the unnecessary constraint checks as in the former scenario.

Learning - Administration
Curriculum Admin - View

Grants view only access to curriculum details via Curriculum Administration screen. Does not include ability to view details of users enrolled in curricula. This permission can be constrained by Provider, OU, User's OU, and User's LO Availability.

Adding an OU constraint and a provider constraint to this permission results in an "AND" statement.

Tip: Do not constrain this permission to your entire corporation; it can cause long page load times and timeout errors. Applying this constraint is functionally the same as leaving the permission unconstrained, but omitting this constraint does not cause the system to do the unnecessary constraint checks as in the former scenario.

Learning - Administration
Curriculum Owner Grants ability for those designated as owner of one or more existing curricula to make edits/updates to those curricula. This is an administrator permission. Learning - Administration
EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Approve Training Request This email is triggered when an approver approves a student's request for an online class, quick course, event, curriculum, library, posting, test, external training, material, or cohort. The available recipients for this email are Training request approvers, Assignor of the training, Cost center approver, Cost center owner, User's manager, or Student. Training
Assign Training

The Assign Training email is designed to fire when a user is assigned an online class, quick course, event, curriculum, posting, test, video, or material. This email does not fire when a manager or administrator adds external training to a user’s transcript.

However, the Assign Training email trigger is also leveraged during the approval process and will also fire for any learning objects with an approval workflow required and will fire for external training after each approval if approvals are required. The email can be leveraged to notify the next approvers they have an approval waiting for the learning object. If there are multiple approvals required, this email will fire multiple times.

 

Note: If the user currently has a previous version of the training on his transcript and the previous version is version equivalence of its next version, the user will not get the 'Assign Training' email on the assignment of the next version.

 Training
Deny Training Request

1. Once a user requests training, the system will check for required approvals from the user's approver. If an approval is required, the user's transcript will show a pending approval status. At this point the approver must either approve, defer, or deny the user request. If it is denied the user will receive this email.

2. Once the waitlist acceptance deadline has passed, the system automatically updates the learners to a Denied Status and simultaneously triggers this email.

 Training
LO Post work Reminder This email will serve as a reminder for registered employees to complete Post-work required for various non-ILT learn objects. This trigger works with Tests, Online Courses, Quick Courses, and Materials. When users complete training items that require Post-work, this email can serve as notification for users regarding the required Post work item. Training
Register User registers for an online course, quick course, library, posting, video, curriculum or external content. This email will fire once the user becomes registered for the training. If the training is set up to be pre-approved and registered upon approval, this email will fire upon request. Training
Request Training

This email is triggered when a user selects the Request button for an event, online class, quick course, curriculum, library, posting, test, or material. This email can be sent to Student, User's manager, Cost center owner, Cost center approver, or Next approver if training request is pending.

This email is triggered even if approval is not required for the training. However, if "Next approver if training request is pending" is selected as the recipient, then the email is not triggered if approval is not needed.

This email is not triggered when an ILT session is requested. For ILT sessions, the Request ILT Session trigger should be used.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Training
Training Approval Reminder

Confirms or reminds that one or more approvers must approve or deny a training request. This email trigger is different from the Request Training trigger because it is available for sessions and can be sent to the same user repeatedly when configured as a reminder until the user completes the action identified in the email. The trigger fires when the following is true:

  • When configured as a Confirmation type email, this email is only triggered when the training status is Pending Approval. This email is not triggered if the training has already been approved. Email stops being sent to an approver who has approved or denied the request.

  • The training status is Pending Approval and a custom relationship is updated on the user record. Even if the custom relationship is not part of the existing approval workflow, the system recognizes that the custom relationship hierarchy has changed and will re-trigger the email to the approver that is designated in the approval template.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Training
Training Completion Request Approved Approver approves a training completion request. Training
Training Completion Request Denied Approver denies a training completion request. Training
Training Completion Request

User requests completion of a training course.

When the APPROVE.DENY.DEFER.LINKS tag is included in the email, this tag displays the Approve, Deny, and Defer deep links within the body of the email. Note: The Defer option is only available when enabled in the portal.

  • When an approver clicks one of the included links, the user is automatically directed to the Approve, Deny, or Defer Request page if the organization is using single sign on (SSO). The approver can then enter the appropriate comments and submit the response. If the organization does not use SSO or if the user is outside the organization's firewall, then the user is directed to the Login page.
  • If the approver does not have permission to approve, deny, or defer the training, the approver is directed to an Access Denied page.
 Training
Training is Completed

This email will fire once the user has successfully completed a session, online class, quick course, curriculum, library, posting, test, or material.

To include a link to an associated Level 1 evaluation within the Training is Completed email, enter the tag, EVALUATION.LEVEL1, into the email body. When the email is sent to a user, the tag text is replaced by the link to the evaluation associated with the training item the user completed. The user can click this link to access and complete the Level 1 evaluation. Note: If no evaluation is associated with the training that was completed, the tag is removed from the email body and no content displays in its place.

Note: If no evaluation is associated with the completed training, the tag is removed from the email body and no content displays. Also, if the evaluation is completed prior to the email triggering, the tag is removed from the email body and no content is displayed.

Training
Training is Due

Occurs when training is due. When a due date is applied to training, this email can be configured to fire before or after the training due date. The Reminder email can be set up to remind the user within days, hours, and minutes before or after the training is due. This email can be sent to Training request approvers, Assignor of the training, Cost center approver, Cost center owner, User's manager, or Student.

This email trigger will not fire for training that is in a Completed status.

 Training

Configure Emails

Note: Emails for curricula only control emails at the curriculum level. There may also be emails associated with the learning objects within the curriculum, which deploy independently of any email options set here.

The following email options are available for curriculum emails:

  • System Defaults - This selection uses the default emails based on settings and availability from the Email Administration page. See Email Administration.
  • Custom Emails - This selection allows you to customize the default emails configured for curricula for THIS curriculum only. You can change the email text and settings and add and remove emails. The changes you make to the emails for this curriculum will not impact the default emails configured in Email Administration.
  • No Emails - No emails are sent for this curriculum, even if default emails are configured for curricula via Email Administration.

Click Next to proceed to the Pricing section. See Curriculum - Create - Step 4 - Pricing.