Email Settings

Email settings are defined at the Site Admin -> Email Settings. The General Settings tab provides various global setup options. The rest of the other tabs (listed below) has invendotry of various email types that can be disabled or enabled as needed. 

  • Account
  • Enrollment
  • System Notification
  • Administration


General Settings

The following table provides details of various settings under the General Settings tab:

Settings

Description

Block all outgoing emails

  • Blocks every outgoing email irrespective of type.

  • Recommended to use it during initial site-setup and data migration

Block all outgoing emails except retrieve username and reset password.

  • Recommended to use it during initial site-setup and data migration for the benefit of admins

Forward group emails to all the members of the group

  • Send group related emails to all members and not just to group admin & instructor

Turn ON email notification for all new users

  • If this is enabled, whenever a new user is created, the ‘Email Alerts’ flag will always be on.

Turn ON | Turn OFF email notification flag for ALL existing users

  • Turn ON - turns on the ‘Email Alerts’ flag for all existing users.

  • Turn OFF - turns off the ‘Email Alerts’ flag for all existing users.

Email confirmation on self signup

  • Sends email confirmation email to all new users who self-signup.

Enable email verification

  • Sends email verification email to all new users who self-signup.

Disable rich text editor for email templates

  • Sends an email using only plain text for all email templates

Completely disable iCal (ics) attachment sending in email

  • This disallows attachment of the .ics file with any email notification regarding scheduled training for e.g. course session, exam, surveys, and events.

  • .ics attachments are used by google calendar, outlook, apple calendar to add scheduled events to the user’s calendar.

Enable iCal for course session notifications (default is off)

  • This enables .ics attachment in ‘course session scheduled’ notification.

Disable iCal for events notification (default is on)

  • This disables .ics attachment only in ‘event scheduled’ notification.

Disable iCal for scheduled exams notification (default is on)

  • This disables .ics attachment only in ‘event scheduled’ notification.

Disable iCal for assignment notification (default is on)

  • This disables .ics attachment only in the ‘assignment’ notification.

Notify user's group admins

  • In a scenario where the course is authorized to a group with subgroups, and the sub-groups have their own group admins - enabling this property along with the Course Session level property ‘Send instructor notifications to group admins’.

  • Disabling the Course Session level property will disable the functionality as a whole.

Send user's notification to only Org group's admins

  • Notifications to the user's group admin is sent to only those group admins, whose groups are identified as Org Groups.

  • This is identified using a group custom property.

Enable sending adhoc reminders for program/course

  • This allows the course instructor to send ad hoc emails as required to learners. After enabling this setting:

    • For Courses Sessions:
      Enable Reminder Email {n} Days in course session in Settings.

    • For Programs:
      No additional setting needs to be enabled

Disable ical RSVP

  • If .ics is enabled, RSVP can be disabled in the .ics file. It can be done by checking this box or by setting site property  ICAL_DISABLE_RSVP=false

 

Account

The following table provides details of various email types available under the Account tab:
 

Type of email

Description

Welcome email for new user

WELCOME

  • A new user is sent a welcome email on signing up or when a new user is created by the LMS admin/group admin

New user confirmation email

NEW_USER_EMAIL_CONF

  • Sent to users to activate their account after they sign up

Email verification after signup

USER_VERIFY_EMAIL

  • Sent to users for email verification after they sign up

Retrieve username email

USERNAME

  • Sent to users when they request for retrieval of username from the sign-in page by clicking “Forgot username or password?”.

Reset password email

RESETPASSWD

  • Sent to users when they request for password reset by clicking “Forgot username or password?” from the sign-in page.

Notification to user about inactivation of their account

USER_INACTIVATE

  • Sent to a user if the account has been disabled by an admin 

New User Activation by admin required
NEW_USER_ACTIVATION
_NEEDED

  • Sent to the Site admin whenever a new user signs up and security setting “Activation by admin required after self signup” is enabled.


Enrollment

The following table provides details of various email types available under the Enrollment tab:

 

Type of email

Description

User subscribed to an event

EVENT_SUBSCRIBED

  • Sent to a learner on subscribing to an event by: 

    • Self-enrollment

    • Invited or enrolled by instructor or group admin or site admin.

    • Enrolled by request to instructor or group admin.

    • Through automation.

Notify site user being assigned to an exam

EXAM_NOTIFY

  • Sent to a learner whenever he has been assigned to an exam and ‘Send email notification to all candidates’ is enabled at the time of enrollment.

 

User subscribed to a course session

COURSE_SUBSCRIBED

  • Sent to a learner whenever the learner is enrolled in a course session using any enrollment method i.e.

    • Self-enrollment.

    • Enrolled by the course instructor, group admin or site admin when ‘Send email to members’ is enabled during enrollment

    • Purchases a course from the catalog or by automation. 

  • If disabled at a Course Session level, the ‘Send email to members’ doesn’t appear during enrollment by the admin/course instructor.

User subscribed to a program session

PROGRAM_SUBSCRIBED

  • Sent to a learner whenever the learner is enrolled in a program using any enrollment method i.e.

    • Self-enrollment.

    • Enrolled by the course instructor, group admin, or site admin

    • Purchases a program from the catalog or by automation

  • This behavior can be controlled using the ‘Enable Enrollment Notification’ option at the Program level.

User provided with a survey

SURVEY_SUBSCRIBED

  • Sent to a user whenever the user is enrolled in a scheduled survey using any enrollment method i.e. 

    • Self-enrollment.

    • Enrolled by the course instructor,

group admin or site admin.

  • Through automation

  • If enrolled by an instructor/admin - this email is triggered when ‘Send email notification to all candidates’ is enabled during enrollment.

  • If the survey is a part of a course session/event, then the email is sent as soon as the survey is created (if the learner is already enrolled) or when the learner enrolls.
     

Enrollment Approval

ENROLL_APPROVAL_NEEDED

  • Sent to course instructors, group admins, and site admins to approve enrollment of a learner into a course session, program, events.

Enrollment Request Rejected

ENROLL_REQ_REJECTED

  • Sent to a learner when the course instructor rejects an approval request.

 

System Notification

The following table provides details of various email types available under the System Notification tab:

 

Type of email

Description

Program Completed Notification to Learner

PROGRAM_AWARD_TO_
LEARNER

  • Sent to a learner whenever a program is awarded to the learner.

Program Completed Notification to Instructors

PROGRAM_AWARD_TO_
INSTRUCTOR

  • Sent to an instructor whenever a learner is awarded a program.

Course Completed Notification to Learner

COURSE_COMPLETED_TO_LEARNER

  • Sent to a learner whenever a course is completed successfully by a learner or is manually awarded.

  • At the Course Session level, ‘Send completion email’ setting can be used to control the behavior

Course Completed

COURSE_COMPLETED

  • Sent to a course instructor, group admins and site admins whenever a learner completes a course session.

  • At the Course Session level, ‘Send completion email’ setting can be used to control the behavior

Course Session Access Begin Reminder

COURSE_SESSION_
ACCESS_BEGIN

  • Reminder sent to a learner about an upcoming scheduled course session when notification “Before Start of Course Sessions” is set.

User self registered in microsite notification to site admins

USER_SELF_REGISTERED_ON_SITE

  • Sent to site admins when a user self-signs up on the site.

Payment received

PAYMENT_RECEIVED_
SUCCESS

  • Sent to a site admin when a user makes a successful purchase of an item from the catalog by making an online payment.

Event self enrolled notification to instructor

EVENT_SELF_ENROLLED_TO_INSTR

  • Sent to course instructors when a learner self-enrolls into an event.

Program Award Validity Expiration Reminder

PROGRAM_AWARD_
VALIDITY_EXPIRATION

  • Sent to a learner whenever the validity of an awarded program is
    expiring

Course session enrolled by learner notification to instructor

COURSE_SESSION_ ENROLLED_TO_ INSTRUCTOR

  • Sent to an instructor whenever a learner self-enrolls for a course session.

Course session dropped by learner notification to instructor

COURSE_SESSION_DROP_TO_INSTRUCTOR

  • Sent to an instructor whenever a learner un-enrolls from a course session. 

Program enrolled by learner notification to group admins and group instructors

PROGRAM_ENROLLED_TO_INSTRUCTOR

  • Sent to the program instructor whenever a learner self-enrolls into a program.

  • Behavior can be controlled using the ‘Enable Enrollment Notification’ option at the Program level.

Program Session Access End Reminder

PROGRAM_SESSION_ ACCESS_END

  • Reminder notification to a learner before his access to a program session is about to end

Course Session Access End Reminder

COURSE_SESSION_ ACCESS_END

  • Reminder notification to a learner whenever his access to a course session is about to end when “Before End of Learner’s Access” is set at the course session

Coupon sent to learners

COUPON_NOTIFICATION

  • Sent to a learner when a coupon code is created for the learner. Gives the learner a choice to pass on the coupon code to someone else.

  • Also, sent when a person makes a group purchase of coupons (quantity>1)

Payment successful

PAYMENT_SUCCESS

  • Sent to a learner on successful payment after purchasing an item from the course catalog.

Assignment assigned to learners

ASSIGNMENT_ NOTIFICATION

  • Sent to a learner when an assignment has been assigned by the course instructor and ‘Notify Learners’ is selected.

Group Weekly Summary Report

WEEKLY_ACTIVITY_ REPORT

  • Sent weekly to group admin to summarize activities by members such as 

    • New posts & replies,

    • Assignment & test completions

    • Polls added & taken

    • Events added etc.

Group User Report for Group Admins

GROUP_ADMIN_REPORT

 

Assignment submitted by learners

ASSIGNMENT_SUBMITTED

  • Sent to the course instructor when a learner submits an assignment.

Assignment submitted by learners - Cursory email to learner

ASSIGNMENT_ SUBMISSION_ CONFIRMATION

  • Sent to learners on completing an assignment.

Assignment evaluated by instructors

ASSIGNMENT_EVALUATED

  • Sent to a learner when an assignment inside a course session has been evaluated by the course instructor.

Notification regarding candidate's taking a test

TEST_START

  • Sent to an instructor, group admin & site admin when a candidate starts taking an exam or a survey.

  • Sent when ‘Notify me: When someone starts taking the test’ is enabled during event setup. This setting is enabled by default.

Notification regarding candidate's finishing a test

TEST_FINISH

  • Sent to an instructor when a candidate finishes taking a test.

  • Sent when ‘Notify me: When someone finished taking the test’ is enabled during the event setup. This setting is enabled by default.

Test completion message when it has essay questions and requires manual evaluation

TEST_EVALUATION_ NEEDED

  • Sent to the course instructor, group admin, and site admin requesting evaluation of a candidate’s response to a test with essay-type questions.

Notification regarding candidate's finishing a survey

SURVEY_FINISH

  • Sent to an instructor, group admin & site admin when a learner completes a survey.

  • Sent when ‘Notify me: When someone starts taking the test’ is enabled during event setup. This setting is enabled by default.

Cursory email to a candidate after finishing a test

TEST_FINISH_CANDIDATE

  • Sent to a learner after completing a test.

  • The email includes the score summary

  • Can be controlled by ‘Finish Test Email To Candidate’ setting at the Event (Exam level)

Cursory email to a candidate after finishing a test - without sending score

TEST_FINISH_CANDIDATE_NOSCORE

  • Sent to a learner after completing a test.

  • Email does not include the score summary

Cursory email to a candidate after completing a survey

SURVEY_FINISH_ CANDIDATE

  • Sent to a user after completing a survey when ‘Finish test email to candidate’ in the Advanced Edit section of the survey is enabled.

  • The above setting is disabled by default.

Event / Survey Reminder

EVENT_SURVEY_ REMINDER

  • Sent to the learner as an event/survey reminder.

  • Sent when Reminder option is enabled during the event/survey setup. This option is disabled by default.

Notification regarding becoming the new owner of a course

NEW_COURSE_OWNER

  • Sent to group admin when his group is assigned as a course owner

Notification regarding becoming the new owner of a test

NEW_TEST_OWNER

  • Sent to an individual or group admin (when an owner is a group) notifying about test ownership.

New status update (tweet)

TWEET_NEW

  • Sent to group admin when his group members make a new post

New resource notification to group members

RESOURCE_NEW

  • Sent to group admin when his group members share a resource (file, link, article, etc.) 

Group members getting informed about a new forum topic

TOPIC_NEW

  • Sent to all group members when a new topic is posted.

  • To enable this, check Enable Email Notifications upon New Topic’ in group settings.

Group members getting informed about the reply to a topic in a forum

TOPIC_REPLY

  • Sent to all group members when someone posts a reply to a topic.

  • To enable this, check Enable Email Notifications upon Topic Reply’ in group settings.

Generic emails

GENERIC

  • The generic template gets used in multiple scenarios to perform various actions.

Notification to user when new content report is generated

NEW_CONTENT_ NOTIFICATION

  • Sent to a learner when new content is added to a course he/she is subscribed in.

  • Includes a sample of what’s new

ProctorU Session Scheduled

PROCTORU_SESSION_ SCHEDULED

  • Sent to the learner when a ProctorU session is scheduled.

  • Is enabled by default if site property PROCTORU_SESSIO_
    SCHEDULED_EMAIL= true

  • Is disabled by default if site property PROCTORU_SESSIO_
    SCHEDULED_EMAIL=
    false

ProctorU Session Rescheduled

PROCTORU_SESSION_ RESCHEDULED

  • Sent to the learner when a ProctorU session is rescheduled by the learner.

  • Is enabled by default if site property PROCTORU_SESSION_RESCHEDULED_EMAIL=
    true

  • Is disabled by default if site property PROCTORU_SESSION_RESCHEDULED_EMAIL=
    false

ProctorU Session Cancelled

PROCTORU_SESSION_ CANCELLED

  • Sent to the learner when a ProctorU session is canceled

  • Is enabled by default if site property PROCTORU_SESSION_CANCELLED_EMAIL=true

  • Is disabled by default if site property PROCTORU_SESSION_CANCELLED_EMAIL=false

ProctorU Exam Attempt Voided

PROCTORU_SESSION_ VOIDED

  • Sent to the learner when a ProctorU session is voided by the Proctor.

  • Is enabled by default if site property PROCTORU_SESSION_
    VOIDED_EMAIL=true

  • Is disabled by default if site property PROCTORU_SESSION_CVOIDED_EMAIL=false

ProctorU Exam Registration Pending

PROCTORU_ REGISTRATION_PENDING

  • Sent to the learner when no ProctorU session has been scheduled after {n} days have passed post-exam enrollment.

  • {n} days value can be set in Course Session property->Notifications->Reminder Email {n} days->After learner’s enrollment is chosen.

  • Is enabled by default if PROCTORU_REGISTRATION_PENDING_EMAIL=
    true

  • Is disabled by default if PROCTORU_REGISTRATION_PENDING_EMAIL=
    false.

 

Administration

The following table provides details of various email types available under the Administration tab:

 

Type of email

Description

Site User Threshold Notification

SITE_USER_THRESHOLD_NOTIFICATION 

 

Send notification to site owner when user count goes above {limit value}

  • Sent to the site owner when user count exceeds the threshold set in the email settings.

  • This is usually less than the actual user limit of the site.

General contact messages

SIMPLE

  • Emails sent by learners to the LMS admin

Rating: