Email Templates

The Email Templates section is where you can customize all the email notifications sent from the LMS, to either Learners or LMS Administrators. 

You can provide your own template or use a default email template to build a notification which best suits your organization. 

Include as many Tokens as needed in order to populate emails with dynamic and accurate information.

To access Email Templates;

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Click on the LMS Admin tab.
  • Click on the Configuration tab.
  • From the Configuration panel, click on Notifications.

Once in the Notifications section;

  • Click on the Email Templates heading to open this section.
  • Language: Select the language for which the notification will be used. This will be based on the preferred locale selected for each user.
  • Type: Select an email notification type from the list, (detailed below). You can choose between Default templates or Custom templates.
  • Recipients: Select the templates for each recipient type, Learners, LMS Administrators or Instructors.
  • Customize Template: Checking this option will bring up the editor to customize the templates to use in the LMS notifications.
  • Subject: Type the subject text, including tokens that will be used to pull the required data from the LMS to auto-fill the email notification’s subject line.
  • Body: Type the body text, including tokens that will be used to pull the required data from the LMS to auto-fill the body of the email notification.

Email Template Type: Access Code – Submit

This will send notifications any time an Access Code is used (from the form in Learner Access Tab or HTTP Calls from other sources, Bulk Role Assignment, Bulk Learner Import).

Recipients: Learners or LMS Administrators.

Email Template Type: Access Code Expiration

This will send notifications regarding the Expiration date of an Access Code, if it exists.

  • Will only be sent to LMS Administrators.

This Notification is based on Expiration Thresholds so that you may choose a specific time before expiration for notifications to be sent. For instructions on how to set expiration dates go to >  LMS Admin Guide > Teams > Team Access Codes > Utilization and Expiration.

Email Template Type: Access Code Utilization

This will send notifications regarding utilization and limit warnings of Access Codes.

  • Will only be sent to LMS Administrators.

This Notification is based on Utilization Thresholds so that you may enter specific values when notifications are to be sent. For instructions on how to set Utilization Thresholds go to > LMS Admin Guide > Teams > Team Access Codes > Utilization and Expiration.

Email Template Type: Bulk Learner Import

This will send notifications containing detailed information when Learners are Bulk Imported into the LMS, (It is triggered from the 'Bulk Learner Import' section).

  • Recipients: Learners or LMS Administrators.

Email Template Type: Bulk Learning Role Assignment - Assign New Roles.

This will send notifications regarding adding and revoking Security Roles and Team Memberships.

  • Will only be sent to LMS Administrators.

Email Template Type: Bulk LMS Admin Import.

This will send notifications when a user is imported as an LMS Administrator.

  • Will only be sent to LMS Administrators.

Email Template Type: Bulk Membership Assignment - Add Team Membership.

This will send notifications of Team Memberships Added while using Bulk Learner Assignment.

  • Will only be sent to LMS Administrators.

Email Template Type: Bulk Membership Assignment - Delete Team Membership

This will send notifications of Team Membership Dropped while using Bulk Learner Assignment.

  • Will only be sent to LMS Administrators.

Email Template Type: Comments from Learner.

This will send notifications when Learners leave Comments while utilizing a Learning Element.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Conditions Satisfied

This will send notifications when defined Conditions have been satisfied for a given Learning Element (triggered by Attempt Creation even with attempts created by LMS Administrators).

  • Recipients: Learners or LMS Administrators.

Email Template Type: Due Date - Final Notice

Will send third notice of Learning Role Due/Expiration Date.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Due Date - First Notice.

Will send first notice of Learning Role Due/Expiration Date.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Due Date - Second Notice.

Will send second notice of Learning Role Due/Expiration Date.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Learner Count - Limit Warning.

This will send notifications when the Site Learner Count is about to reach the maximum amount as determined by your License (Threshold based).

  • Will only be sent to LMS Administrators.

Email Template Type: Learning Element - Admin Enrollment.

This will send notifications of Learning Element Enrollment/Drop performed by an LMS Administrator.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Learning Element - Learner Attempt.

This will send notifications of  a Learning Element Attempt performed by a Learner.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Learning Element - Learner Enrollment.

This will send notifications of a Learning Element Enrollment/Drop performed by a Learner.

  • Recipients: Learner or LMS Administrators.

Email Template Type: Maintenance Expiration

This will send notifications that  the Site License or Maintenance will Expire, (based on threshold).

  • Will be sent to LMS Administrators Only.

Email Template Type: Report - Scheduled Delivery.

This will send notifications regarding the Scheduled Delivery of Reports.

  • Will be sent to LMS Administrators Only.

Email Template Type: Session - Delete.

This will send notifications regarding a Deletion of an ILT/VILT Session.

  • Recipients: Learners or Instructor.

Email Template Type: Session - Registration Status Update.

Will send notifications when Waitlisted/Unwaitlisted Learner has Registered/Unregistered from a ILT/VILT Session.

  • Recipients: Learners or LMS Administrators or Instructor.

Email Template Type: Session - Update.

Will send notifications of ILT/VILT Session Updates.

  • Recipients: Learners or Instructor.

Email Template Type: Start Date - Final Notice.

Will send third and last notice of a Learning Role Start/Begin Date.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Start Date - First Notice.

Will send first notice of a Learning Role Start/Begin Date.

  • Recipients: Learners or LMS Administrators.

Email Template Type: Start Date - Second Notice.

Will send second notice of a Learning Role Start/Begin Date.

  • Recipients: Learners or LMS Administrators.

Available Tokens

Use the list of tokens when customizing the email notifications. Each of the tokens contains additional instructions where required.

  • Click View next to Available Tokens to expand the full list.

General

   [NOTICETYPE] - The Name/Type of the Notification

   [PORTALNAME] - The Name of the Portal from were the Notification was sent

   [PORTALURL] - The URL of the Portal from where the Notification was sent

   [CLIENTPORTALLINKLIST:XXX] - A detail list of links to the Client Portals. Please note that XXX is used as a separator between each item in the list

   [DATE] - The Current Date when the Notification was sent

   [TIME] - The Current Time when the Notification was sent

Learning Element - General

   [LETITLE] - Title of the Learning Element

   [LETYPE] - Learning Element Type

   [IFMANAGER] [/IFMANAGER] - If the email is being sent to an Admin

   [IFLEARNER] [/IFLEARNER] - If the email is being sent to a Learner

   [LEARNERNAMEFIRST] - Learner First Name

   [LEARNERNAMELAST] - Learner Last Name

   [USERNAME] - Username

   [EMAIL] - Email Address

   [DESCRIPTIONLE] - Learning Element Description

Learning Element – Sessions

   [SESSIONNAME] - Name of the ILT/VILT Session

   [SESSIONSTARTDATE] - ILT/VILT Session Start Date

   [SESSIONUPDATEREASON] - Session Update Reason information that is filled in the Session's detail

   [DESCRIPTIONLE] - The LE description

   [DESCRIPTIONSESSION - Description of the ILT/VILT Session Learning Element

   [WEBINARURL] - URL to the Webinar

   [IFVIRTUAL][/IFVIRTUAL] - The information contained between the Tokens will be sent only if the Session is Virtual

   [IFNOTVIRTUAL][/IFNOTVIRTUAL] - The information contained between the Tokens will be sent only if the Session is Not Virtual

Learning Element – Sessions Registration

   [ISREGISTERED][/ISREGISTERED] - The information included between the Tokens will be sent when a Learner is Registered to a Session

   [ISUNREGISTERED][/ISUNREGISTERED] - The information included between the Tokens will be sent when a Learner is Unregistered to a Session

Learning Element – (Learner and LMS Admin) Enroll/Drop

   [ISENROLL][/ISENROLL] - If the action is an enrollment, the text between the tags will be included in the email

   [IFHASSESSIONS][/IFHASSESSIONS] - If the LE is an ILT and it has sessions, the text between the tags will be included in the email

   [ISDROP][/ISDROP] - If the action is a drop, the text between the tags will be included in the email

   [FOLDERLIST|XXX]- List of Folders that were Enrolled or Dropped.  XXX will limit folders, this token will be replaced with Folder Names separated by a new line

   [LELIST|XXX] - List of Learning Elements that were Enrolled or Dropped. XXX will limit LE, this token will be replaced with LE Names separated by a comma ", "

   [SESSIONLIST|XXX] - List of Sessions that were Enrolled or Dropped. XXX will limit Session, this token will be replaced with Session Names separated by a comma ", "

   [ROLELIST|XXX] - List of Roles that were Enrolled or Dropped. XXX will limit roles, this token will be replaced with Role Names separated by a comma ", "

   [LEARNERLIST|XXX] - List of Learners that were Enrolled or Dropped. XXX will limit learners, this token will be replaced with learner "NameFirst NameLast" separated by a comma ", "

Learning Element – Attempt, Learner Comments and Conditions Satisfied

   [FOLDERPATH] - Indicates the Complete Folder Path were the affected Learning Element is located (ParentFolder > ChildFolder > GrandChildFolder)

   [FOLDERNAME] - Provides the Folder Name were the affected Learning Element is located

   [COMPLETION] - Gives information about the Completion Status of the Learning Element

   [SUCCESS] - Indicates the Success Status (Passed, Failed, Not Attempted) of the Learning Element

   [STATUS] - Gives information about the Status (Completed, In Progress, Not Attempted) of the Learning Element

   [IFLEARNERATTEMPT] [/IFLEARNERATTEMPT] - The information included between this Tokens will be sent only if aa Leaner has Attempted the Learning Element

   [COMMENTLIST] - Displays a list of Learner's Comments

   [ATTEMPTSTOTAL] - Displays the Attempts Totals

   [DURATIONESTIMATED] - Learning Element Estimated Duration

   [DURATIONACTUAL] - Learning Element Actual Duration

   [LEARNERMODURL] – Link to Learner module (simple URL - must compose anchor tag). Note: Only available for Attempts Notifications generated from the Learner's Catalog

   [IFNOTQUIZ] [/IFNOTQUIZ] - The information between this Tokens is shown only when Learning Element Type is Not a Quiz

   [IFQUIZ] [/IFQUIZ] – The information between this Tokens is shown only when Learning Element Type IS a Quiz or Survey

       [LINKSCORERESULTS] – Link to reports for Admin that shows specific Learner Score Details or LearnerMod/BookMod results if Learner

       [SCORE] - Shows the Score obtained in a Quiz or Survey

       [PASSINGSCORE] - Shows the Passing Score required by the Quiz or Survey

       [STATUS] - Shows the Status of the Quiz

   [UNITS:XXX] - Displays the number of Education Units this Quiz Awards. XXX is the number of decimal characters

   [UNITSAWARDED:XXX] - Displays the number of Education Units awarded by this quiz. XXX is the number of decimal characters

Learning Element – Conditions Satisfied

   [CONDITIONLIST] - Lists the Learning Element Conditions Satisfied

Role Start/Due Date

   [ROLE] - Shows the Role Name

   [STARTDATE] - Displays the Role Start Date

   [DUEDATE] - Displays the Role Due Date

Learner Limit Warning

   [LEARNERLIMIT] – License Learner Limit has been reached

   [LEARNERCOUNT] – Total amount of Learners

   [MAINTENANCEDATE] - Maintenance expiration date

   [LIMITWARNING] - Limit Warning token replacement examples: “150 Total” or “90%" or “7 Days” (for License Expiration)

Access Code - Submit

   [ACCESSCODE] – Access Code

   [ACCESSCODENAME] – Access Code Long Name

   [ACCESSCODEDESCRIPTION] - Access Code Description

General Bulk Users Import (Both Learner and Admin)

   [DISPLAYNAME] – User Display Name

   [ROLEDETAILLIST#XXX] - List of Role Details. XXX will define the roles template, this template will be replaced with special tokens (tokens without the characters '[' and ']'). For example: "[ROLEDETAILLIST#ROLENAME (Effective Date> ROLEEFFECTIVEDATE - Expiry Date> ROLEEXPIRYDATE)]"

       ROLENAME - Role Name

       ROLEEFFECTIVEDATE - Role Effective Date

       ROLEEXPIRYDATE - Role Expiration Date

       Note: Due to a bug in the way DNN replaces tokens, if you use a colon in your token template, the whole token will disappear. Please do not use colons (:) in your list template

Bulk Learner Import - Register New User

   [PASSWORD] – User Password

   [IFTEAMMEMBERSHIP][/IFTEAMMEMBERSHIP] - Content between these Tokens will be shown only if Team Membership is present

   [TEAMMEMBERSHIPLIST|XXX]- XXX will limit teams memberships, this token will be replaced with Team Membership name separated by a comma ", "

Report - Scheduled Delivery

   [REPORTTYPE] – Report Type

   [REPORTFILE] - Report File Name

   [REPORTTEAM] - Report Team Name

   [REPORTDEFINITION] - Report Definition Name

   [REPORTDELIVERY] - Report Delivery Name

   [REPORTNEXTDELIVERYDATE] - Next Delivery Date

   [REPORTNEXTDELIVERYTIME] - Next Delivery Time

   [REPORTDATE] - Report Date

   [REPORTTIME] - Report Time

  • Click Update to save changes or Cancel to return to the top level Configuration page.