Customizing Communication Messages for Specific Enrollments

There may be certain situations where you need to change a communication message’s wording for a particular Enrollment only. Perhaps you want to prevent some communication messages from being sent at all for particular Enrollments. LearnCenter enables you to customize communication message body text and layout, and activate or deactivate communication messages on a per Enrollment basis. On the ControlPanel:

1. Click   on the Enrollments menu to expand it.
2. Click Enrollments.
3. Search for the Enrollment you want.

   Searching for Enrollments Using Filters

   Click to expand the Filters section and search for Enrollments. You can search by one or a combination of any of the filters described below. You can narrow the list of all Enrollments to by using the filters at the top of the page. The fewer filters you use, the broader the search results. The more filters you use, the more narrow the search results. In the Filters section:

   1. (Optional) Type a portion of the event's name or description in the Name/Description Contains field.
   2. (Optional) Click Select Category and select a category from the Select Categories window.
   3. (Optional) Select one of the following from Event Type:

   • All Event Types
   • Assessment Instance
   • Chat Room
   • Class
   • Forum
   • Instructor Led Training Session (this option generates additional field)
   • LearnCenter
   • Online Course
   • Online Synchronous Course
   • Self Study
   • Virtual Instructor Led Training

   4. Click Search.

   The remaining filters available for use and described below depend on the Event Type you select. If you select All Event Types from the drop-down list, all filters are made available. They also depend on whether items are available to search by. For example, if you have not yet set up Physical Locations in your LearnCenter, a message instead of a field displays, indicating that there are no locations available for selection.

   5. (Optional) Select a Location from the drop-down list. This field only displays when you select Instructor Led Training Session as the Event Type. If no locations are defined for ILT, this field does not appear.
   6. (Optional) Select an Instructor's Name from the drop-down list. This field only displays when Instructor Led Training Session is the selected Event Type. If no instructors are defined in the ILT, this field does not appear. To filter by Show Instructors, select this check box to include the instructors' names in the returned results. This field only displays when Instructor Led Training Session is the selected Event Type.
   7. Click the Open Date check box to filter by an Open Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date. 
   8. Click the Close Date check box to filter by a Close Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.
   9. Click the Event Start Date check box to filter by an Event Start Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.

   The various date-related fields above can all be used in conjunction with one another - they do not overwrite or exclude each other. Each date range entered is applied to the current filter and displayed on the Filters section.

   

   To remove a date range from the current filter, clear its check box.

   10. Click the Event End Date check box to filter by an Event End Date range. When you click this check box, the From and To fields display. Click these fields to display a pop-up calendar from which you can select a date.

   To narrow a date range to a single day, put the same date in both the Start Date and End Date fields. To display all records that start after a specific date, select that date in the Start Date field and leave the End Date field blank. To display all records that ended by a specific date, select that date in the End Date field and leave the Start Date field blank. If the Start Date is greater than the End Date, an Invalid Date Range message displays.

   11. Select a number from the Display drop-down list to specify the number of records to display per page.
   12. Click Search to search Enrollments using the specified filters. 
       or
       Click Reset to reset all filters to their default values. The search results display in the Enrollments section.

   Sorting Enrollments

   Once you have filtered the Enrollments, they display in the Enrollments section. The name of this section changes based on what kind of Enrollment you are looking for: past, current, future. You can further sort the items that display in this section to make the list easier to read or Enrollments easier to find.

   

   The column headings are clickable hyperlinks that enable you to sort the information on the page alphabetically by name or type, or by date open. Click the link once to sort in ascending order. Click the link again to sort in descending order. For example, click the Name link to sort the Enrollments alphabetically by name. Click the link again to reverse the order. An arrow next to the sorted column heading points up or down to indicate whether the column is sorted in ascending or descending order.

   The Enrolled Users column cannot be used for sorting.

   You can also specify which columns display on the page.

   1. Click Set Columns to display a list of column headings.

   

   2. Click the check boxes next to the column titles you want to display on the page. 
      or
      Clear the check boxes next to the column titles you do not want to display on the page.

   The Name column cannot be hidden.

   3. Click Apply.
   4. Repeat these steps to add or remove other columns.

   Changes you make to the column settings are visible the next time you log in to LearnCenter.

4. Click next to the Enrollment.
5. Scroll down to view the Tools section.
6. Click Customize Enrollment Communication Messages.

All communication messages available in the LearnCenter are listed and, if you have not yet modified the Enrollment messages for this Enrollment, what is also displayed are the default LearnCenter settings for Enrollment Communication messages. A displays in the Status column for any message that was made inactive for either the entire LearnCenter or this specific Enrollment only. A displays next to any message that was modified from the default LearnCenter settings.

In the example above, the Administrator Entry message has been deactivated for this Enrollment only. A displays in the Status column to indicate that it is inactive and a displays next to the message to indicate that this inactive setting differs from the default LearnCenter setting for this message. The icons next to the Administrator Removal message indicates that the message is still active () but the message contents have been modified in some way from the default LearnCenter settings. The Enrollment Completion message is inactive for all LearnCenters.

Text or HTML

You can edit messages in either Text (TXT) or HTML format. By default, Enrollment communication messages are initially in text format. You can decide which messages should use HTML and edit the format used for them as needed. You can also switch back to text mode at any time. You can open each message individually and change the format, or you can change multiple messages at once directly on the Messages section. To do this, click next to the messages you want to change, and then click Edit all messages with TEXT or HTML. The following window displays.

Select Text to indicate you want to edit messages in text only mode or select HTML to indicate you want to edit the messages using the HTML editor. Click Submit and you are returned to the Messages window. The setting you choose stays in effect for all future messages of that type until you change it. The settings you make are inherited by child sub LearnCenter. If the settings you make are different from the current LearnCenter’s parent LearnCenter, a restore icon becomes available ( ).

Customizing Message Content

To customize a specific message's contents:

1. Click next to the message.
2. Type a new Name for the message.
3. 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 Enrollment only.

4. 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.

5. Click or clear the Removed Enrollment Admin check box to indicate whether you want to send a message to a removed Enrollment Administrator.
   Note: this check box only displays if you are editing the Administrator Removal message.

6. Click or clear the To, Send A Copy To, or the CC check boxes to indicate how the message should be addressed to Enrollment Administrators.
7. Click or clear the To, Send A Copy To, or the CC check boxes to indicate how the message should be addressed to Supervisors.
8. Click or clear the To, Send A Copy To, or the CC check boxes to indicate how the message should be addressed to Users. If you click any check boxes here, you need to select Users to include in the recipient list.

If an email address is not provided or found for any recipients, the notification is not sent to those recipients. The Send A Copy To and the CC check boxes only display if you have selected a check box the Recipient section.

9. Click Select Users to Include/Remove.
10. Search for the Users you want to include or remove from the message.

    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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