Email Triggers for Learning

This email is triggered when a user adds at least one item to their shopping cart. When the email is triggered, any existing items in the shopping cart that can no longer be purchased are removed. The email can be sent to Shopping Cart Owner or a specific user. This email can be configured as a Reminder type email. This email is active by default and can be found in the Billing action type section of Email Administration.

Users may receive this email multiple times, depending on the configuration in Email Administration. For example, the administrator configures two emails, one that triggers three days after the user adds an item to their cart without purchasing the item, and another email that triggers seven days after the unpurchased item is added to the cart.

This email trigger is reset each time the shopping cart is emptied or when a purchase is complete.

Use Case: Use this email to remind users that there are unpurchased items in their shopping cart.

Note: The email is not triggered if all of the unpurchased training in the shopping cart is expired.

This email is triggered when a request to apply external training to a certification is denied. This email is active by default. This email can be configured as a confirmation, notification, or reminder type email. The email can be sent to Certification Candidate, Certification Candidate Manager, Certification Owner, or a specific user.

Use Case: Upon reviewing a user's request to apply external training from a local university to the Customer Service Certification, the certification approver denies the request. The user is notified by email that the request is denied.

ILT Session is cancelled. This email will only fire for current/upcoming sessions and will not fire if the session dates were in the past when the session was cancelled.

The REASON.CANCEL.SESSION tag is available for the Cancel Session email so that the reason entered by the administrators when the session was cancelled can be included in the email. This tag will display the reason selected in the drop-down by the administrator who cancelled the session.

The Session Changed email is triggered if the following session fields were changed: Part Name, Part Description, Advanced Registration Settings, Instructor, Location, No Show Penalty, Pre-work/Post-work/Prerequisite Details, Session Charge Date, Start or End Dates and Times, and Waitlist Deadlines.

The following conditions can be used with this email:

• CURRENT.REGISTRATION, MAX.REGISTRATION, MIN.REGISTRATION
• NO.SHOW.PENALTY.CHANGED - Will be triggered when the no-show penalty is changed
• PRICE.CHANGED - Will be triggered when the session price is changed
• SCHEDULES.CHANGED - Will be triggered when any of the following fields are changed: part name, description, location, room layout, resource, instructor, start/end date/times, display times in time zone of user toggle, time zone, part break, part occurrence, pre-work, post-work
• TIMETABLE.CHANGED - Will be triggered if any of the following fields are changed: location, start/end date/times, time zone, part occurrence
• INSTRUCTOR.CHANGED - Will be triggered if an instructor is added or removed from a session (changing an instructor from primary to secondary does not trigger the email)
• PRE.POST.TRAINING.CHANGED - Will be triggered if a pre-work or post-work is added, removed, or made mandatory (if it is made optional, the email is not triggered)
• The COMMENT tag is relevant in combination with this condition. It displays the comments entered by the session administrator or instructor when the changes for this session were saved

This email is sent when the following conditions are met:

• The session is in an Approved status
• The last part of the session is not yet finished

When using the condition TIMETABLE.CHANGED or INSTRUCTOR.CHANGED, the email is only triggered if the change concerns at least one current or future part

Note: When the Session Changed email is configured as a meeting invitation, the email will only trigger for parts that are current or in the future.

This email is triggered by the due date of the session post-work. The email is sent to all users indicated in the email regardless of post-work completion status. For this email trigger, there is an option to indicate which parent the pre-work/post-work email is generating from.

• A separate email is fired for each individual post-work item.
• POSTWORK.TITLE is available to reference the title of the training item that is due. With this tag, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

This email is sent to a student a specified number of days prior to the start of an ILT session if they have not yet completed the session's pre-work assignments. If all pre-work is completed by the student prior to the trigger date for the reminder, the email is not sent to that student. If one or more pre-work assignments are not yet complete, however, the email reminder fires to the student. For this email trigger, there is an option to indicate from which parent the pre-work/post-work email is generating.

• A separate email is fired for each individual pre-work item.
• The PREWORK.TITLE tag is available to reference the title of the training item that is due. With this tags, administrators can create emails notifying the users of the courses that are due and the Sessions that they are associated with.

ILT Session start date.

Use Case: Use this trigger to remind users of the start date for a session for which they are registered. If configuring the Session Start Date email as a reminder, select "Reminder" in the Type field drop-down. Then, determine when the email should be sent by configuring the number of days/hours to send the email before the session's start date. Also, in the Send To field, be sure to send the email to "Registered Students."

The WITHDRAW.SESSION.LINK email tag can be added to Session Start Date emails via Email Administration. When learners receive an email using this tag, they will see a link instead of a tag. Clicking this link navigates them to the Cancel Registration page for the selected event.

Once a user has submitted a Waitlist Request, they will remain in Waitlisted status until an administrator makes the decision to grant or deny the request. If the ILT administrator grants a user's request to attend a session, this email will be triggered.

When a user withdraws from a session and a seat becomes available, users on the waitlist are removed from the waitlist, they are granted the option to register for the open seat, and this email is triggered, if enabled. The waitlisted users will see the session on their transcripts in "Registration Pending" status.

• As soon as one of the user registers, all other users are moved back to the waiting list. In this scenario, if another user withdraws, the process is completed again for the users remaining on the waitlist.
• If none of the users register, the previously waitlisted users are not moved back to the waiting list. In this scenario, if another user withdraws, since no users are on the waiting list in that moment, this email is not triggered.

When a user withdraws from a session after the registration deadline, this email is not triggered.

Once a user registers for an ILT session, this email can be sent to the student, approvers, assignors, instructors, and anyone else who would need information about the registered session. This email will not be triggered after the session start date, regardless of the session end date.

This email does not include Accept or Deny options when it is sent as a calendar invitation because this email does not interact with the Cornerstone system. It is designed to only allow recipients to save the session to their calendar.

The ILT Seats Available is sent to users when session seats are available when the following are true:

• The Allow Auto Management of Waitlist option is turned off for the session.
• The waitlist deadline is before the registration deadline, and the registration deadline has not yet passed.

This email trigger will fire when a user submits a request for an ILT session. This trigger can also be set up to keep session instructors, administrators, and session contacts informed with the details of the session.

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.

ILT Session start date.

Use Case: Use this trigger to remind users of the start date for a session for which they are registered. If configuring the Session Start Date email as a reminder, select "Reminder" in the Type field drop-down. Then, determine when the email should be sent by configuring the number of days/hours to send the email before the session's start date. Also, in the Send To field, be sure to send the email to "Registered Students."

The WITHDRAW.SESSION.LINK email tag can be added to Session Start Date emails via Email Administration. When learners receive an email using this tag, they will see a link instead of a tag. Clicking this link navigates them to the Cancel Registration page for the selected event.

This Event is fired for each user separately by the instructor submitting the roster. This Event will only be fired for users whose Session transcript statuses have changed. For required evaluations attached to ILT sessions, you can configure this email trigger to automatically notify users as soon as the roster is updated and the session marked complete.

In this trigger, you can set a condition so that the email is only triggered when the student's status is changed to a specific status. For example, you can set the condition in the following syntax:

• STUDENT.TRANSCRIPT.STATUS==TRANSCRIPT.STATUS.[Enter the desired status here (e.g., NOSHOW, PENDINGEVALUATION)]

If the PENDINGEVALUATION status is used, then as soon as a user's attendance is updated on the roster and session marked complete, the user's transcript status changes to Pending Evaluation, (if the evaluation is marked as required) and this causes the email to fire to the user.

This email is triggered when a posting is marked as featured in the Knowledge Bank or a community. This email can be sent as a notification to Posting Creator, Community Moderator, Community Members, or a specific user. Note: This email is triggered any time a posting is marked as featured, even if the posting was unmarked and then remarked as featured. A recipient must match the following criteria to receive the email:

• User is within the availability criteria for the corresponding posting's parent topic.
• User is within the constraints of the posting's parent topic's creator constraints.
• User is a member of one of the communities with which the topic is shared.

This email is triggered when a new Knowledge Bank or community posting is created. This email can be sent as a notification to Community Moderator, Community Members, Follower, or a specific user. A recipient must match the following criteria to receive the email:

• User is within the availability criteria for the corresponding posting's parent topic.
• User is within the constraints of the posting's parent topic's creator constraints.
• User is a member of one of the communities with which the topic is shared.

A copy down completely copies your database from one environment to another. The Copy Down Scheduled email is triggered when a copy down is scheduled in the environment in which the email is enabled. This email must be configured and enabled in each environment in which an organization wants to receive notifications when copy downs are scheduled. For example, if a copy down is scheduled in Pilot from Production, the email is only triggered if the email is configured in Pilot. This email trigger ignores deadbox settings.

The following tags are available for this email trigger:

• DESTINATION.ENVIRONMENT
• PORTAL.NAME
• RECIPIENT.FIRST.NAME
• RECIPIENT.LAST.NAME
• REQUESTOR.EMAIL
• SCHEDULE.DATETIME
• SOURCE.ENVIRONMENT

It is highly recommended that the portal name, source environment, and destination environment email tags are included in the email body to ensure it is clear which portals and environments are being impacted by the copy down.

To include a link that the user will click to verify their email address for the self-registration, the following tag must be included in the body of the email: EMAIL.VERIFICATION.LINK

This tag will update with the self-registration email verification link automatically when the user receives the email.

This email is triggered when a user record change that was set with a future effective date attempts to process and an error is generated. The email can be sent as a notification to User, User's Manager, User's Approver, or a specific user.

The EFFECTIVE.DATING.ERROR.DESCRIPTION tag can be included in the email message to include the description of the effective dating error. If there are multiple errors, then each error description is displayed on its own line in the message.

If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

Defining Availability

The availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

This email is triggered when a learning assignment draft is created, and the following are true:

• The High User Count threshold is exceeded
• The Restrict Submission setting is enabled
• The administrator who created the draft does not have permission to submit the draft

This email is triggered an additional time if an administrator edits and saves the same draft if all of the criteria are still true.

Example 1: Administrator A creates a draft assignment with a user count that is above the High User Count threshold, but the Restrict Submission setting is disabled. The email is not triggered.

Example 2: Administrator A attempts to create a learning assignment that exceeds the High User Count threshold, and the Restrict Submission setting is enabled. Administrator A does not have permission to submit draft assignments. Administrator A receives the High User Count restriction and the can only save the assignment as a draft, and this triggers the LAT Draft Review email.

This email can be configured to be sent to Draft Reviewers or specific users. When this email is sent to Draft Reviewers, this includes all administrators who have the Assignment Tool - Submit Draft permission regardless of permission constraints. Administrators may further restrict the recipient list by adding specific users or by restricting with availability.

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

This email is triggered when a training item is about to be deactivated. This email is only triggered when the course is set to deactivate on a specific date via the Deactivate this course setting in the Course Catalog > General settings. This email is not triggered when the course is deactivated by via the Active checkbox. The email can be sent to Training Contact and Training Owner. This email can be configured as a Reminder type email. This email is active by default and can be found in the System Administration action type section of Email Management.

Use Case: An administrator would like to be reminded that a training item is set to deactivate on December 31st. The Training Deactivation email is configured to trigger one week before the training item deactivates. When the administrator receives the email, the administrator reviews the training item to determine whether or not to reset the deactivation date, allow the course to become inactive, or remove the deactivation settings altogether.

Training has been updated to a new version, or pre-work, post-work, or a prerequisite is has been updated or added to the LO.

This is triggered by the user getting automatically updated to a new version of a LO. This email is only triggered by updates to LOs that are versioned, such as an online course, material, test, or curriculum. This email will not trigger for child LOs when they are versioned; in case of child LO versioning, the email will only trigger for the curriculum on the user's transcript.

The TITLE tag enables email recipients to know which learning object (LO) is updated. This tag displays the name of the LO.

The MATERIAL.START.DATE tag displays the material's start date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.

The MATERIAL.END.DATE tag displays the material's end date. If the material has multiple versions, then this tag is specific to the material version. If this field is not defined for the training, then this tag is not included in the email.

The Assign Evaluation Task email is triggered for each individual student either 30, 60, or 90 days after the course was completed by that user. The date that this email is triggered is now the same date that the level 3 course evaluation task appears in the user's Scheduled Tasks area.

The Assign Evaluation Task email is only triggered for courses that have a level 3 course evaluation task activated.

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.

Email will fire when Approval has been deferred to the next approver. The intended recipient is the next approver. If no additional approver is assigned, the email will not fire.

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.

User submits request for external training. This email is triggered when user adds external training to transcript.

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.

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.

User submits request for a webcast session. This email is triggered when a webcast session within an event is requested by a user.

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.

This email is triggered when an approver approves or denies an SF-182 request. The email can be sent to the following recipients:

• Next approver if training request is pending (Note: Selecting this recipient sends the notification to all approvers defined in the approval step.)
• Cost center approver
• Cost center owner
• User's manager
• Student

This email is triggered when the final approver approves the request or if there were no approvers available to approve the request. The email can be sent to the following recipients:

• Cost center approver
• Cost center owner
• User's manager
• Student

This email is triggered when an approver denies the request. The email can be sent to the following recipients:

• Cost center approver
• Cost center owner
• User's manager
• Student

When users add completion documentation to their SF-182 request, they have the option to send an automatic email to the approver, to notify the approver of the addition. The SF-182 Form Completion Documentation Submitted email is the email that is sent to the approver in this case.

For more information about adding completion documentation to a request: See SF-182 Forms - Add Completion Evidence.

This email is triggered when an administrator, manager, or user submits an SF-182 request. The approval notification is sent to the first approver if an approval workflow is configured for the request. The email can be sent to the following recipients:

• Next approver if training request is pending (Note: Selecting this recipient sends the notification to all approvers defined in the approval step.)
• Cost center approver
• Cost center owner
• User's manager
• Student

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.

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.

This email is triggered when the available date is reached for a learning object in which the user has been assigned via a learning assignment. This email can be sent to Student or User's Manager. This email can be configured as a Notification type email. This email can be found in the Training action type section of Email Management.

Use Case: Use this trigger to send notifications to students when the training in which they are assigned is available to complete.

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.

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.

The email is triggered by the following:

• The Send monthly balance to training unit contact option is selected in Training Unit Preferences. The email provides recipients with the training unit balance and is sent on the last day of each month.

At least one training unit contact must be a recipient, and the email can also be sent to specific users. When sending the email to a specific user, at least one training unit contact must be included as a recipient. If there are no training unit contacts included as recipients, then the email does not fire.

Note: The email must be enabled in Training Unit Preferences for the training unit contact's division.

Note: The training unit contacts that are recipients of the email are dependent upon the OUs for which the email is enabled in Training Unit Preferences. For example, if the email is enabled for Division A but not for Division B, then the email is only sent to training unit contacts in Division A.

• A new training unit key code is purchased through the Shopping Cart feature. The email is sent to the training unit contact when the action occurs.

Note: If the training unit is purchased using a purchase order and the transaction is in a Pending Payment status, then the email is not triggered until the transaction is marked Completed in Manage Transactions. See Manage Transactions Overview.