Updated as of Version 26.02.
Ready to upgrade? Contact PeopleFluent Support.

Email Template Management

Many areas of the LMS can be configured to send email notifications to users when certain events occur, using predefined templates.  Email templates specify message recipients and the message content, which can include parameters that insert user or enrollment-specific information. For example, upon successful enrollment in a course, an email can be sent to the participant and their manager, personalized with their names and the course title.

The LMS comes with a number of system default email templates relating to specific events. You can create and associate templates for events that do not have a predefined system template (known as user templates). It is important to note that the LMS will not send emails if a template has not been specified for the corresponding event.

Whenever the LMS is upgraded to a new version, or if an administrator resets the default email template language, the system default templates are reset, so any changes made to them are lost. Instead of making changes to the system templates, it is better to create a copy and edit the copy.

Create an Email Template

You can create a brand new template or copy an existing template.

  1. Go to Manage Center > Communicate > Email Manager > Email Template Editor.
  2. Take one of the following actions:
  • To create a new template, click the create template icon on the editor toolbar. 
newemailtemplate.png
  • To copy a template, browse the templates on the left or click the search icon in the editor toolbar to locate the appropriate option.  Open the template and click the Create a copy button.
  1. Configure the email template. Use the table below for guidance:
Field(s) Description
Name Enter a name for the template.  Remember that the templates will be selected in other areas of the system, so be sure the name is descriptive and identifiable.
Sender Here, you can select an LMS user account from which the email template will be sent (and will receive replies).  If you leave this field blank, the default sender is the system administrator. Click the browse button to select a user.
Language Preferences

If your organization has a multi-language LMS implementation, you can chooe to send the email template in a user's preferred language. Click the Send Message in "To" recipient's language (and disable "CC" options) checkbox. Note that this will disable the CC options in the Recipients field.

Once you have saved the template, you can add languages. Please see Add Languages to the Email Template .
Recipients

Email templates can have multiple configured recipients. You can base the recipients on role, select individual users, add external email addresses, or any combination of the three.

  • To configure the email template to be sent or CC'ed to a specific role, click the To or CC radio button for the role.
  • To configure the email template to be sent or CC'ed to a specific user, click the To or CC radio button for Specific User, and then click the browse button to select one or more users.
  • To configure the email template to be sent or CC'ed to an external email, click the To or CC radio button for Specific User, and then enter one or more email addresses in the field.  Be sure to separate the email addresses with a comma.
Message

Here, you can configure email template message.

  • Predefined Message - select a system predefined message to use as is or as a starter message for the new template.
  • Subject - enter the email subject.
  • Message field - if you selected a pre-defined message, it displays in this field and can be edited here.  If not, enter a new message.  You can use dynamic content to the message by using parameters.  To do this, click the area in the message field where you want the dynamic content and select an option from the Parameters field.  

Example of Dynamic Content

dynamiccontent.png
Attachments

Here, you can include attachments to the email template.

  • To attach a file from the Repository, click Assign attachment and choose the file(s).
  • Click Attach Learner's Prework and Standard References to include that information with the template.
  • Click Attach Facility Map and Training Center Maps to include that information with the template.
Permissions

Click the Permissions link to set the permissions for the template.

  • Read-only allows the user to view and use the template.
  • Unrestricted additionally allows the user to update, delete and set permissions for the template.

If necessary, select the logical domain for the email template. The logical domain determines some of the default settings to use when explicit values have not been specified. For example, the default system approver is defined per logical domain, and can be selected as a recipient for emails.
  1. Click Save. 

Add Languages to a Template

If you configured the email template to be sent in a user's preferred language, you can configure the subject and message in various languages (once the email template is saved).

  1. On the Email Template Editor screen, select the appropriate email template.
  2. Click the Add new language tab.
  3. Select the new language from the Language drop-down list.
  4. Enter the email subject in the selected language.
  5. Enter the message in the selected language.  Or, choose a predefined message from the available options.  
  6. Click Save. The new language version of the email template is shown at the top of the page and is selectable for editing.

View Template Usage

You can view where a template is being referenced in the LMS.

  1. On the Email Template Editor screen, select the appropriate email template.
  2. Click the Usage button.  

Delete a Template

  1. On the Email Template Editor screen, select the appropriate email template.
  2. Click the Delete All button.
  3. Click OK.

Email templates that are in use in the system can't be deleted.

Are you a PeopleFluent administrator?
Check out our Help Center or Contact Support.

Was this article helpful?

0 out of 0 found this helpful