Email Digest - Training Due Section

The Training Due section is a dynamic section intended to alert managers and learners that the due date for a learning object (LO) assigned to the trainee is approaching. Instead of receiving separate emails for each individual training assignment, a Training Due email digest section can be configured to consolidate all Training Due email notifications into a single email digest, based on a specified frequency.

Note: There is a limit of 50 items per user which can be included in the Training Assigned section of the email digest. If a user has been assigned more than 50 learning objects (LOs), these excess LOs will not be included in the email digest. In cases like this, the TRANSCRIPT.LINK tag can be added to the email digest to allow the recipient to easily navigate to their learning transcript and view all of their assigned training. For managers who have a large number of direct reports with a large amount of assigned training that would no longer be captured entirely by an email digest, reporting functionality can be used to view users' assigned training.

Section Send To Options

When configuring the Send To option for a Training Due section, the following relation options are available:

  • Trainee
  • Trainee's Manager

Send Reminder

This setting enables administrators to determine the threshold at which a training item that is due will be included in this email digest section. For example, if the email digest is configured to be sent weekly, and the Training Due email digest section is configured to send a reminder 7 days before the training is due, then each week the system determines which training items have a due date that is 7 days from the email digest period. Note: If the reminder is set to "0 days before," then the email digest will be sent on the day the approval is due.

Because email digests can be sent at larger intervals (e.g., weekly or monthly), the email digest will likely not send the reminder exactly on the selected reminder date.

The reminder time units (i.e., days, weeks, or months) automatically match the frequency selection of the email digest (i.e., daily, weekly, or monthly). If the email digest is sent weekly, then the reminder setting is measured in weeks.

Training Due: The Training Due section will only send one due date reminder for an LO. For example, if the reminder is set for 7 days before the LO's due date, then the section will send a reminder when the due date is 7 days away. In order to configure multiple reminders for the same training item, multiple instances of the Training Due section should be added to the email digest with different reminder settings.

Section Specific Tags

When configuring the section body for a Training Due section, the following tags are available:

  • {DUE.DATE} - This displays the assigned training's due date.
  • {DURATION} - This displays the number of training hours for the assigned training.
  • {LAUNCH.TRAINING} - This displays a link to launch the assigned training.
  • {LIST.BEGIN} - See the Repeater Tags section below.
  • {LIST.END} - See the Repeater Tags section below.
  • {MANAGER.FIRST.NAME} - This displays the first name of the trainee's manager.
  • {MANAGER.LAST.NAME} - This displays the last name of the trainee's manager.
  • {RECIPIENT.FIRST.NAME} - This displays the first name of the user who is receiving the email.
  • {RECIPIENT.LAST.NAME} - This displays the last name of the user who is receiving the email.
  • {TITLE} - This displays the name of the assigned training.
  • {TRAINEE.FIRST.NAME} - This displays the first name of the user who is assigned the training.
  • {TRAINEE.LAST.NAME} - This displays the last name of the user who is assigned the training.
  • {TRAINING.DESCRIPTION} - This displays the assigned training's description.
  • {TRAINING.STATUS} - This displays the current status of the assigned training on the trainee's transcript.
  • {TRAINING.TYPE} - This displays the LO type of the assigned training.
  • {TRANSCRIPT.LINK} - This displays the transcript page URL.

Repeater Tags

Administrators can use repeater tags to repeat information for each item in the email digest.

Because non-standard sections are designed to display a digest of information in a single section, repeater tags must be placed before and after all of the content that should be repeated for each item in the digest. For a section that displays all of the items assigned to a user, then the repeater tags should be placed before and after the content and tags that describe each individual assigned item, such as title and due date.

The following repeater tags should be placed before and after the content that should be repeated:

  • {LIST.BEGIN} - This tag should be placed at the beginning of the content that should be repeated for each item.
  • {LIST.END} - This tag should be placed at the end of the content that should be repeated for each item.

Sample Section Text

The following is an example of how a Training Due section may be configured:

Hello {RECIPIENT.FIRST.NAME} {RECIPIENT.LAST.NAME},

{LIST.BEGIN}

The due date for the training, {TITLE}, is quickly approaching. Please complete this training item by {DUE.DATE}.

To launch this training from this email, please click {LAUNCH.TRAINING}.

{LIST.END}

Considerations

Users will only receive a Training Due email digest section when all of the following are true:

  • The email digest is set to fire at a time that aligns with the reminder configurations set in the Training Due section.
  • The assigned learning object (LO) is active
  • The LO is on the user's transcript (includes the archived transcript)
  • The user who was assigned training is active in the system

Email digests respect the No Emails setting when configured either at the LO level or from within a learning assignment. Either the Custom Emails option or the Training Specific Emails option must be selected. If the Training is Due email digest section is enabled, the Training is Due email trigger must be inactive to prevent the training emails from firing. Otherwise, the user will receive both an email digest AND an individual email.