Customizing Communication Messages for Specific Learning Plans

There may be certain situations where you need to customize a Learning Plan Communication Message's wording or settings for an individual Learning Plan only. Perhaps you want to prevent some Communication Messages from being sent at all for particular Learning Plans. LearnCenter enables you to customize Communication Message body text and layout, and activate or deactivate Communication Messages on a per-Learning Plan basis. Your customizations at the Learning Plan level override the generic settings at the LearnCenter level for the individual Learning Plan only. On the ControlPanel:

1. Click  on the Advanced Learning menu to expand it.
2. Click Learning Plans.
3. Use the Filters to search for the Learning Plan you want.
4. Rest your pointer on the Learning Plan and then select .
5. Click the Messages tab.

All Communication Messages available in the LearnCenter are listed on the page. If you do not see all available messages when you first display the page, use the Status filter to display Active, Inactive, or Both message types. A displays in the Status column to indicate a message is Active and in use. A displays in the Status column for any message that was made inactive for either the entire LearnCenter or this specific Learning Plan only.

Depending on how action icons display for your LearnCenter, you will also notice additional icons on the page (either in an Action column or when you rest your pointer on a Communication Message). A displays next to any message that was modified from the default LearnCenter settings. If this icon isn't present, the message hasn't been modified from the generic LearnCenter version.

In the example above, the Learning Plan After Due Date Reminder message has been modified for this Learning Plan only. A displays next to the message to indicate that the text or settings for this message differs from the default LearnCenter setting for this message.

You also have the ability to copy Learning Plan Communication Messages.

6. Rest your pointer on a message, and then select .

7. (Optional) Type a new Name for the message.
8. Select one of the following for Status:

• Active - to indicate the message is active and available for use.
• Inactive - to indicate the messages is not active or available for use. If you select this option, this message is not sent to Users for this Learning Plan.

9. Select one of the following for Format:

• Text - to indicate you want the message to be formatted as TXT format. (no special formatting, colors, or graphics).
• HTML - to indicate you want the message formatted in HTML format. Clicking this option displays the WYSIWYG Editor in the Message Body field.

See Changing Formats for Communication Messages for additional information about formatting messages as text or HTML.

10. Indicate who the Recipients for the message should be. (This section is available for some Communication Messages.)

1. Click the Learning Plan User check box to indicate the message should be sent to Users who are mapped to the Learning Plan. (Default)
   or
   Clear the check box to indicate you do not want the message being sent to Learning Plan Users.
2. Click either of the following for User's Supervisor:

• CC - to indicate you want to include a User's Supervisor in the CC field of the message. (Clear the check box if you do not want this option.)
• Send a Separate Copy of the message - send a separate email to the Supervisor. The Supervisor's address will appear in the To field for the message. (Clear the check box if you do not want this option.)

3. Click either of the following for Additional Users:

• CC - to indicate you want to include a additional Users in the CC field of the message. (Clear the check box if you do not want this option.)
• Send a Separate Copy of the message - send a separate email to the additional Users . The additional Users' addresses will appear in the To field for the message. (Clear the check box if you do not want this option.)
• Click Select Users to Include/Delete to choose the Users you want.
• Search for and select the Users you want to include.

  You can search for a particular User or a range of Users using several filters. The more filters you apply, the narrower the search results will be. Likewise, the fewer filters you apply, the broader the search results will be.

  Click Reset before beginning any new search.

  To search for a User:

  1. Click Reset.
  2. Select or click all applicable filters. Each filter is described in the following table:

  Filter	Description
  Usernames Beginning With	Click the first letter of a username or [0-9] to display all usernames beginning with the option you selected. You can also click [Show All] to display all Users.
  Field(s) Containing	Type a Username, First Name, or Last Name, or any combination of the three. You can also type partial usernames, first names or last names if you are unsure of the exact spelling or if you want to broaden your search.
  Users with Status	Select one or more of the following check boxes to search for usernames by status. The more check boxes you select, the broader your search.   Denied Access - Users whose access to the LearnCenter is denied because they have not been approved by an Administrator. They can only access the LearnCenter when an Admin approves them. Pending Approval - Users who are awaiting approval to use the LearnCenter. Approved - Users who have been approved to use the LearnCenter Approved Users can access the LearnCenter. Removed - Users who have been removed from the LearnCenter. Disabled Access - Users who are approved, but who failed logging in multiple times, based on the settings for the LearnCenter password lockout feature. They cannot access the LearnCenter until an Administrator removes the lockout flag on their User accounts. Note: See Customizing the Login Lockout Feature for additional information on setting up the Login Lockout feature. If you do not select any of the check boxes, the search is performed on Users of all statuses except Removed. Note: See Customizing the Login Lockout Feature in online help for additional information on setting up the Login Lockout feature. If you do not select any of the check boxes, the search is performed on Users of all statuses except Removed.
  *User Group	This field displays if you are using the classic Groups functionality. You can search for users who are part of groups. Select (highlight) the group name in User Group box. If you want to further filter by sub group, click Sub Groups and then select the sub group name in the box. Click Show Users to display the members of this group in the User List.
  *Groups	This field displays if you are using the Dynamic Groups functionality. The search text box has a limitation of 100 characters. The default number of Groups displayed in the drop-down list is limited to 50. Type a partial name in the search box and select the Group you want from the drop-down list. Notice that the unique Group Code is listed next to the Group Name in the list.
  Display	Decide how many results you want to display on the page and select it from the Display drop-down list. The default number of records displayed on the page is 50. You can change this by selecting a different number from the Display drop-down list. You can display up to 1000 records.

  3. Click Search. Users matching your search criteria are listed in the User List.
  4. Click the check boxes next to the Users you want, and then click Return Selected.
     or
     Click Return All to return all records and pages. For example, if the search result displays 300 records and the current page displays only first 50 records, clicking Return All returns all 300 records back to the main screen.

11. (Optional) Type a new Message Subject for the message.
12. (Optional) Type new Message Body text for the message. Use the Insert Dynamic Content drop-down list to add dynamic content such as Event Name or Event Description within your text.
13. (Optional) Add a Message Attachment.

1. Click Browse.
2. Search for and select the file you want to attach.
3. Click Open.
4. Click Insert to attach another file and repeat these steps.

14. Additionally you can click Insert from Resource Manager to add a file already uploaded to the Resource Manager.
15. Add a Trigger for the message. The fields that display in this section are specific to the message you selected.

See Communication Message Automation (Triggers) for instructions on setting up Triggers.

16. Click Save.

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