Email Triggers for Learning
This page contains email triggers that may apply to organizations using the Learning solution.

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Order Status Adjusted | This email is triggered when a user's order status is changed. This email can be sent to a specific user, position, Purchaser, or Order Status Adjuster. | Billing |
Shopping Cart Purchase | This email is triggered when a shopping cart purchase is made. This email can be sent to the shopping cart owner or the purchase actor. | Billing |
Transaction Price Adjusted | This email is triggered when a transaction price is adjusted by an administrator. This email can be sent to a specific user, the Purchaser, or Price Adjustor. | Billing |
Transaction Price Refunded | This email is triggered when a transaction price is refunded and a course is removed from a transcript by an administrator. This email can be sent to a specific user, the Purchaser, or Refunding Administrator. | Billing |
Unpurchased Items in Shopping Cart |
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. |
Billing |

All certification emails can be sent to the certification candidate, certification candidate manager, or certification owner.
EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Approve Certification | This email is triggered when a user's request to enroll in a certification is approved. | Certification |
Assigned Certification | This email is triggered when a user is assigned a certification; the certification still requires registration and approval. | Certification |
Certification Credits Adjusted | This email is triggered when an administrator manually adjusts a user's credits that are applied to a certification from the Certification Report page. | Certification |
Certification Due Date Adjusted | This email is triggered when a certification due date is changed. This email can be sent to the Certification Candidate, Certification Candidate Manager, or Certification Owner. If the new certification due date is after the time the Certification Period Due email is scheduled to be sent, the Certification Due Date Adjusted email is not triggered. | Certification |
Certification External Training Credit Applied | This email is triggered when credit from external training is approved and applied to the certification. | Certification |
Certification External Training Credit Denied |
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. |
Certification |
Certification External Training Credit Submission Confirmation | This email is triggered when a user submits external training for certification credit. | Certification |
Certification On Hold | Administrators can configure an email notification to automatically send to users when their certification is placed in an On Hold status using the Certification On Hold email trigger. The existing tags for Certification emails are available with the Certification On Hold email trigger. | Certification |
Certification Period Begin Reminder | This reminder email is triggered when a certification period begins. | Certification |
Certification Period Completion Notification | This email is triggered when a user has successfully completed all requirements for a certification period. | Certification |
Certification Period Expiration | This email is triggered as a reminder that the certification period expiration is approaching. | Certification |
Certification Period Overdue Notification | This email is triggered when a user has not completed the certification requirements by the due date or the certification expiration date. If all requirements are complete, this email is not triggered. | Certification |
Certification Reversioned | This email is triggered when a user has been moved to a new version of a certification. | Certification |
Certification Revoked | This email can be configured to be triggered when a user's certification status is set to Revoked. This email can be configured as a confirmation, notification, or reminder. When configured as a confirmation or notification, the email is triggered immediately after a certification is revoked. When configured as a reminder, the email is triggered on the defined date relative to the certification being revoked as long as the status of the user's certification is still Revoked. The available recipients in the Send To and CC fields are Certification Candidate, Certification Candidate's Manager, and Certification Owner. | Certification |
Deny Certification | This email is triggered when a user's request to enroll in a certification is denied. | Certification |
Remove Certification | This email is triggered when an administrator removes a certification for a user from the Certification Management page using the delete icon (trash can). Bulk Removals done through the certification removal tool or removal triggered through the dynamic removal setting on a dynamic certification proxy enrollment will not trigger the Remove Certification email. | Certification |
Request Certification | This email is triggered when a user submits a request to enroll in a certification. | Certification |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Cohort Changed | This email is triggered when the cohort Start Date, End Date, Instructor, or Structure is modified and the cohort has at least one enrolled user. This email can be sent as a notification to the Cohort Instructor, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one. | Collaborative Learning |
Cohort End Date | This email is triggered at a certain time before or after the end date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort end date are only sent if the email trigger is configured before the cohort is created. If the cohort end date is modified, then all queued emails are updated to reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one. | Collaborative Learning |
Cohort Start Date | This email is triggered at a certain time before or after the start date of a cohort learning object (LO). All instances of this email are added to the email queue when the cohort is created. Any email triggers that are configured to be sent before the cohort start date are only sent if the email trigger is configured before the cohort is created. If the cohort start date is modified, then all queued emails are updated to reflect the new start date. This email can be sent as a notification, confirmation, or reminder to Cohort Instructor, Cohort Training Contact, Student, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one. | Collaborative Learning |
Register Cohort | This email is triggered when a user registers for a cohort learning object (LO). This email can be sent as a notification to Assignor of the training, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, User's Approver, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one. | Collaborative Learning |
Request Cohort | This email is triggered when a user requests a cohort learning object (LO). This email can be sent as a notification to Next approver if training request is pending, Cost center approver, Cost center owner, Cohort Instructor, Cohort Training Contact, User's manager, Student, Training Owner, or a specific user. If the notification is sent to Cohort Instructor, this includes all of the cohort's instructors if there is more than one. | Collaborative Learning |
Video Comment - Reply | This email is triggered when an instructor replies to a comment that was added to a collaborative learning video. This email can be sent as a notification to the Video Comment Author, Video Comment Author's Manager, or a specific user. | Collaborative Learning |

Note: Email links in Connect-related emails link to postings for portals that use Single Sign On (SSO). When users click the link in the email, the user is taken directly to the linked posting.
EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Comment/Response Added to Posting | Notify a posting author that a comment has been added to the posting. Posting types where a comment or response is added include types, File, URL, Q&A, Suggestions, Forum, Blog entry, Webcast episode and Podcast episode. If a comment was made to the second author's posting in a blog, the email notification will go Author #2, not the author who created the first blog posting (Author 1). | Connect |
Connect Posting Approval Request | User has added a posting which requires approval | Connect |
Connection Request | A user has requested a connection | Connect |
New Connect Profile Comment Posted | Notify user that a comment has been posted to their Connect Profile. The email will contain text from Comment left on Profile. | Connect |
New Posting Added - Subscribed Author | New posting has been added by your subscribed author | Connect |
New Posting Added - Subscribed Topic | New posting has been added in a subscribed topic | Connect |
New Posting added to Blog/Podcast/Webcast | Notify users who are subscribed to a Blog, Podcast or Webcast, that a new posting has been added. | Connect |
Posting Has Been Modified | Notify users who are subscribed to the posting, that the posting has been modified. All Posting types are recognized for this email trigger. | Connect |
Question Answered | Expert has answered a question in Connect | Connect |
Question Asked in Area of Expertise | User has posted a question in Connect | Connect |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Advanced Registration Closed | Advanced registration expires | ILT Administration |
Advanced Registration Open | Advanced registration is open for interested users | ILT Administration |
Deny Instructor's Request | Instructor denied request for a Session | ILT Administration |
Deny Resource Request | In the Facilities & Resources/View Resource Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Denied. | ILT Administration |
Grant Facility Request | When a Facility/Location is requested for an Event/Session, a Facility Details window appears. Within this window is a Confirmation Required column with a selection box to require the location to be confirmed before the Session is approved. This email will fire to the selected recipients when the Event/Session is requested, followed by approval from the administrator at the Facilities & Resources/View Facilities Requests function. | ILT Administration |
Grant Instructor's Request | Instructor grants request for a Session | ILT Administration |
Grant Resource Request | In the Facilities & Resources/View Resource Requests functions, an administrator can view and respond to all Resource Requests. This email will fire once a Request is Granted. | ILT Administration |
ILT Session becomes Available | Session is approved and available for enrollment. If this email is created with a Send To of "Interested users," it will trigger an email to users on the Interest Tracking list if the users are included in the session availability criteria for the session when that session is created. | ILT Administration |
ILT Session Marked as Completed | Instructor marked Session as completed | ILT Administration |
Prerequisite is Due | Prerequisite is due for a Session | ILT Administration |
Registration Deadline | ILT Session registration deadline | ILT Administration |
Request Facility | Within the Session Schedule set-up, it is required to Request a Facility/Location for a Session. This email is fired upon request. | ILT Administration |
Request Instructor | This email is triggered when an instructor is requested (added or updated) for a session. This setting is configured when defining a part for a session. This email is triggered in the following conditions: a new session is created with an instructor, the schedule/location of an existing session is modified, the min/max number of participants accepted for the session is modified, the no-show penalty is changed or the session price is changed. | ILT Administration |
Request Resource | In the Facilities & Resources/View Facilities Requests functions, Resources (projectors, chairs, etc.) can be applied to each Facility. Once Resources are set-up, they can be applied to a Session when creating/editing an Event/Session. When editing or creating a Resource, there is a box for an Approval Required selection. If this is selected, this email will fire to recipients such as the Resource owner or Session Contact for approval upon request. | ILT Administration |
Request Webcast Instructor | Request Webcast instructor for a Session | ILT Administration |
Session Changed |
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:
This email is sent when the following conditions are met:
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.
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ILT Administration |
Session End Date | ILT Session end date | ILT Administration |
Session Post-work Due Date |
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.
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ILT Administration |
Session Pre-work Due Date |
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.
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ILT Administration |
Session Start Date |
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. |
ILT Administration |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Approve ILT Session | Approval settings can be set within the Event/Session or within the user details page. If approval is required, the requested training will remain in pending approval status until the approver approves, defers, or denies the request. This email is fired when an Approver approves a request for an ILT session. This email can be used to notify the student that the request has been approved or to notify a particular approver in the approval workflow (e.g., Cost center approver or User's manager). | Instructor Led Training |
Assign ILT Session | This email trigger will fire when a manager assigns an ILT session to users or an administrator uses a learning assignment to assign an ILT session to users. | Instructor Led Training |
Cancel Registration (with withdrawal penalty) | In the Event/Session Details step, there is a Penalty for Withdrawal column. There is an Add Withdrawal Penalty link that opens up text boxes to apply a percentage or dollar amount, and the amount of days prior to the Session date when the user cancels, where these would be applied. Once a user withdraws from a Session, the selected recipients will receive this email, and the withdrawal penalty is applied. | Instructor Led Training |
Cancel Registration (without withdrawal penalty) | In the Event/Session Details step, there is a Penalty for Withdrawal column. If the Add Withdrawal Penalty is not selected, and the user withdraws from a Session, the selected recipients will receive this email stating that no withdrawal penalty has been applied. | Instructor Led Training |
Deny Exception Request | Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator denies the user's request, this email will fire to the selected recipients. | Instructor Led Training |
Deny Waitlist Request | 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 denies the user's request to attend a Session, this email will be triggered. | Instructor Led Training |
Exception Request | An Exception Request is created when a user submits a request for an Event/Session in which the prerequisites are not met, or the Event/Session is not available to the user. When this type of request is submitted, the selected recipients will receive this email. Note: Within the Availability step when editing or creating an Event/Session, there is the option to not allow users to request this Session by Exception Request. | Instructor Led Training |
Grant Exception Request | Once a user has submitted a Grant Exception Request, they will remain in Exception Requested status until an administrator makes the decision to grant or deny the request. Once the ILT administrator grants the user's request, this email will fire to the selected recipients. | Instructor Led Training |
Grant Waitlist Request | 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. | Instructor Led Training |
ILT Session Marked as Complete | This email can be used to notify users that an ILT session has been marked complete. | Instructor Led Training |
ILT Session Register |
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. |
Instructor Led Training |
ILT Session Seats Available |
The ILT Seats Available is sent to users when session seats are available when the following are true:
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Instructor Led Training |
ILT Session Substitution | This email is fired to selected recipients when a user is withdrawn from an ILT Session, and another user has been registered as a replacement. | Instructor Led Training |
Request ILT Session |
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.
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Instructor Led Training |
Session Start Date |
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. |
ILT Administration |
Waitlist Acceptance Deadline | Within the Session Details is a column called Waitlist Deadlines. In this column, the admin can set up a waitlist acceptance deadline within days and hours of the Session start time, purpose being to place an expiration time for the waitlist before the Session starts. This email will fire to let the user know a seat will not become available in the requested Session. | Instructor Led Training |
Waitlist Expires | This email is triggered when a waitlist expires before the session start date. | Instructor Led Training |
Waitlist Request | When sessions are set up, there is minimum and maximum registration which refers to the amount of seats available. When all seats have been filled, and the session is full, a user is asked if they would like to make a request to be placed into a waitlist. This does not guarantee a seat, but simply allows them to submit the request in case a seat becomes available. The Waitlist Request email will fire to approvers, managers, etc. when the user makes this request. | Instructor Led Training |
Withdraw from Waitlist | This email is fired to selected recipients when a user withdraws from a Session waitlist. | Instructor Led Training |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Knowledge Bank Posting Request | Management User has added a Knowledge Bank posting which requires approval | Knowledge Management |
Question Answered | Expert has answered a Knowledge Bank question | Knowledge Management |
Question Asked in Area of Expertise | User has posted a question in the Knowledge Bank | Knowledge Management |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
License Added | New batch of licenses added. | License Management |
License Expiration | Occurs when a batch of licenses is going to expire. | License Management |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
FINRA Registration Email | Notify the user of FINRA Registration. | NASD |
FINRA User Ref Email | Notify the user of FINRA User Ref Number. | NASD |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Connect Team Invitation | This email is triggered when a user receives an invitation to a Connect team. This email can be sent as a notification to Invitation Recipient or a specific user. | New Connect |
Knowledge Bank/Communities New Completed Suggestion | This email is triggered when a suggestion posting is marked as Completed in the Knowledge Bank or a community. This also applies when a posting is marked as Completed, then unmarked as Completed, and then marked as Completed again. This email can be sent as a notification to Posting Creator, Community Moderator, or a specific user. | New Connect |
Knowledge Bank/Communities New Featured Posting |
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:
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New Connect |
Knowledge Bank/Communities New Posting Created |
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:
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New Connect |
Knowledge Bank/Communities Question Answered | This email is triggered when a Q&A posting is marked as Answered in the Knowledge Bank or a community. This also applies when a posting is marked as Answered, then unmarked as Answered, and then marked as Answered again. This email can be sent as a notification to Community Moderator, Posting Creator, or a specific user. | New Connect |
Knowledge Bank/Communities Question Asked | This email is triggered when a Q&A posting is created in the Knowledge Bank or a community. This email can be sent as a notification to Expert, Community Moderator, or a specific user. | New Connect |
Knowledge Bank/Communities Reply | This email is triggered when a user replies to a posting in the Knowledge Bank or a community. This email can be sent as a notification to Author, Community Moderator, Community Members, Follower, or a specific user. If the reply is added directly to the posting, then Author refers to the posting creator. If the reply is added to another reply, then Author refers to the posting creator and the author of the original reply. Note: This email is triggered even if the same user makes multiple replies to the same posting. | New Connect |
New Connection Request | This email is triggered when a user receives a connection request. This email can be sent as a notification to Request Recipient or a specific user. Note: This email is only triggered for connections within New Connect, not Old Connect. | New Connect |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Copy Down Scheduled |
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:
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. |
Other |
Login Message Email | This email is triggered when a recipient clicks an Action button that is configured in a login message to send an email to the recipient. The Login Message Email can only be added to login messages, which are configured in Login Message Preferences. | Other |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Deny User Record | This email is triggered by the user record approver denying a record. | Self Registration |
User Approve Record | This email is triggered when a self-registered user record is approved. If self-registration user records do not require approval, then this email is triggered immediately. If approval is required, then this email is triggered when the user record is approved. This email can be sent to User, User's Approver, or User's Manager. | Self Registration |
User Record Request | This email is triggered by a self-registered user submitting their user record for approval. | Self Registration |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Admin Password Change | This email is triggered when an administrator manually resets a user's password. The user's new password cannot be included in the email. Because of this, the administrator must communicate this password outside of the system. This email can be sent to User or User's Manager. | System Administration |
LAT Draft Review |
This email is triggered when a learning assignment draft is created, and the following are true:
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 permission regardless of permission constraints. Administrators may further restrict the recipient list by adding specific users or by restricting with availability. |
System Administration |
New User Record Created (via Add User Page) |
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. |
System Administration |
Scheduled Report Complete | Scheduled Report is complete | System Administration |
Training Deactivation |
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 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. |
System Administration |
Updated Training |
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 a test or curriculum. 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. |
System Administration |
User Password Change | This email is triggered any time a user changes their password. This email can be sent to User or User's Manager. | System Administration |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Test Grading Notification | Notify the Test Grader of pending grade. | Test Engine |

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 Evaluation Task |
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. |
Training |
Assign Survey Task | Process Assign Survey Task email. When an administrator creates a new survey task, they select which users will be assigned the survey task. When the task is created and saved, an email is sent to the selected users (Assessors assigned to a task). | 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 |
Charge Credit Card | Confirmation of credit card charge. This email is triggered when the user goes through the registration and purchasing process, and the purchase has been finalized. | Training |
Defer Training Approval Request |
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.
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Training |
Deny Training Request | 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. | Training |
Employee Pays | This email is triggered when a user requests training that requires payment. This will let the user know that they must pay to register for the training requested, before the training can be completed. | Training |
Evaluation Task Due | Process evaluation task due. This is triggered by the end date of a level 3 post-training course evaluation task. The end date is automatically calculated by adding the evaluation deadline specified on the Add Level 3 Evaluation page to the task start date. | Training |
External Training Completion Request | User requests completion of external training course. If a user has an approver, and they mark external training complete, the status will stay in Pending Completion status until the approver marks it complete. This email fires to the approver as soon as the user marks external training complete. | Training |
External Training is Complete | This email will fire once the user marks external training or free-form training completed. | 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 |
On the Job Training Observer Notification | This email alerts observers when users have requested observation for a specific OJT item. It is triggered when a user clicks the Notify Observer button next to an OJT item on their learning transcript. | 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 External Training |
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.
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Training |
Request Training |
This email is triggered when a user selects the 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.
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Training |
Request Webcast |
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.
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Training |
SF-182 Form Approval Step Response |
This email is triggered when an approver approves or denies an SF-182 request. The email can be sent to the following recipients:
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Training |
SF-182 Form Approved |
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:
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Training |
SF-182 Form Denied |
This email is triggered when an approver denies the request. The email can be sent to the following recipients:
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Training |
SF-182 Form Completion Documentation Submitted |
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. |
Training |
SF-182 Form Submitted |
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:
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Training |
Survey Task Due | Process Survey Task Due email. This email works with the dates placed in the Date: section when creating a new survey task. The Reminder email type can be set up to remind the user within days, hours, or minutes before or after the survey task is due. | 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 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.
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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.
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Training |
Training Exemption Request | When a user submits an exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. | Training |
Training Exemption Response | When a manager submits a response to a direct report's exemption request, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. | Training |
Training is Available |
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. |
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 |
Training Marked Exempt | When a manager or administrator marks an LO Exempt, a confirmation, notification, or reminder email can be sent to a user or the user's manager. The email trigger is active by default. | Training |
Training Plan Assigned | This email is triggered when a training plan is assigned and is triggered on the first day of the access period for a user who is a plan contributor or plan manager. The administrator can set a reminder before or after the training is assigned. If a planner's access period is changed, the user receives a new Training Plan Assigned email corresponding to the new start date of the access period. | Training |
Training Plan Due | This email is triggered on the last day of an access period for a plan contributor and also on the last day of a plan manager segment for a plan manager. The administrator can set a reminder before the due date arrives. | Training |
Training Plan Removed | This email is triggered when a plan contributor or manager is manually removed from a training assignment via the View Details page. This email is also triggered when a plan contributor segment or plan manager segment is removed from the plan. | Training |
Training Plan Submitted | This email is triggered when a plan contributor's training plan is submitted. | Training |
Training Removed from Transcript | If enabled, this email is triggered when an administrator removes a training item from a user's transcript. |
Training |
Transcript Status Edited | When an administrator edits the user's transcript such as pricing, completion, due dates, etc., this email will be sent. | Training |
Transcript Updated | This email can be configured as a notification. When configured as a notification, this email is triggered when a transcript is updated via Data Merge. Either training records must be moved or an account should be deactivated for the email trigger to be activated. This email trigger is in the Training Action Type. This trigger can be sent to Destination User's Manager, Source User's Manager, Destination User, and Source User. | Training |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Submit Training Form | User submits a training form. | Training Form Management |
Training Form Approved | User's training form marked Approved by an Approver. | Training Form Management |
Training Form Denied | User's training form marked Denied by an Approver. | Training Form Management |
Training Form Task Assigned | Training form task assigned. | Training Form Management |
Training Form Task Due | Training form task due. | Training Form Management |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Training Unit Keycode: Monthly Balance Email |
The email is triggered by the following:
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. 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. |
Training Unit |
Redeemed Training Units (KeyCode) | This email is triggered each time a key code is used. This email can be sent to a specific user, the TU Contact, or the TU Redeemer. | Training Unit |
Training Unit Distribution Assigned (Distributor) | This email is triggered each time a distributor assigns training units to end users. This email can be sent to a specific user, the TU Recipient, the TU Creator, or the TU Distributors. | Training Unit |
Training Unit Distribution Created (Distributor) | This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Distributors. | Training Unit |
Training Unit Distribution Created (KeyCode) | This email is triggered each time a training unit key code distribution is created, which can be an addition to an existing key code or the creation of a new key code. This email can be sent to a specific user, the TU Creator, or the TU Contact. | Training Unit |
Training Unit Distribution Expires (Distributor) | This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Distributors. | Training Unit |
Training Unit Distribution Expires (KeyCode) | This email is triggered each time a training unit key code distribution expires. This email can be sent to a specific user, the TU Creator, or the TU Contact. | Training Unit |
Training Unit Expires | This email is triggered as a reminder that training units are scheduled to expire. This email can be sent to a specific user or the TU Recipient. | Training Unit |
Training Unit Revoked (Distributor) | This email is triggered each time a distributor revokes training units from end users. This email can be sent to a specific user, the user whose TU has been revoked, or the user who revoked the TU. | Training Unit |
Training Units Adjustment Email (KeyCode) | This email is triggered each time a key code balance is adjusted. This email can be sent to a specific user, the TU Creator, or the TU Contact. | Training Unit |
Training Units Low Balance Notification (KeyCode) | This email is triggered when a key code balance reaches or falls below the predetermined balance set on the Training Unit Preferences page for the training unit redeemer. This email can be sent to a specific user, the TU Creator, or the TU Contact. Note: The balance that triggers this email is the balance set in the training unit redeemer's OU settings. | Training Unit |

EMAIL NAME | EMAIL DESCRIPTION | ACTION TYPE |
Badge Provided Notification | This email is triggered when an employee provides a badge for another employee on their Universal Profile - Feedback page. This email is not triggered for the Completed Goal post. This email can be sent as a notification to Feedback Recipient, Feedback Recipient's Manager, or a specific user. | Universal Profile |
Feedback Provided Notification | This email is triggered when an employee provides feedback for another employee on their Universal Profile - Feedback page. Feedback can be provided by posting directly to the Feedback page or by commenting on a Feedback post. This email is not triggered when the manager provides feedback to a direct report that is only visible to the user's manager. This email can be sent as a notification to Feedback Recipient or a specific user. | Universal Profile |
Feedback Request Notification | This email can be configured as a notification and is triggered when an employee requests feedback from their Feedback page. This email can be sent to a specific user, the Feedback Request Recipient, the Feedback Requester, or the Feedback Requester's Manager. | Universal Profile |
Additional Email Triggers
A full list of all email triggers is also available. See Email Triggers.
Troubleshooting Information
The following pages contain troubleshooting guides for using emails: