Sending Custom Enrollment Messages to Admins and Users

You can manually send custom Enrollment messages, based on the templated Enrollment messages, to the Enrollment Administrators and Users. 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 list of standard messages in Messages Panel.
6. Click next to the message you want to send.

The fields that display on the page that opens depends on the message type you selected. Some of the fields described below may not apply to all message types. The example used for these instructions was the Administrator Entry Notification message type.

7. Select one of the two username from which the message can be sent. You have a choice of your email address (if you do not have an email address associated with your username, this option button does not display) and the system address as defined by Enrollment communication settings. By default your email address (or the address of the User creating the message) is selected.
8. Click To Enrollment Admins to add the Enrollment Admins to whom you are addressing the email message.
9. Click To Internal Users to address the email message to non-enrolled Users. When the User Selector window opens, Users are grouped by pre-status. All pre-statuses display by default.

Depending on where you access this page from, this field may also display as Enrolled Users. You have an option to send a communication message to batch Users. You can filter by Pre-Status and Post Status. (The Post-Status drop-down list only displays if the event start date for the Enrollment has passed.) If this page is accessed from the View Enrolled Users page, the To field cannot be manipulated and additional Users cannot be added to the message. The email template is formatted according to the User's time zone properties.

10. Select one of the following:

• Email - to send a simple email message.
• Meeting Request - to send a meeting request message in the form of a calendar invitation.

• Email and Meeting Request - to send both an email message and a calendar invitation.

Meeting Request functionality can be enabled for you by Customer Support. Contact Customer Support through My Oracle Support for additional details. Meeting Requests are only delivered to Users if the Meeting Request functionality has been enabled by Support, and the start date/time of the Enrollment is in the future. If the Enrollment has already started, a meeting request will not be sent to enrolled Users when the message is triggered, even if the functionality is enabled.

11. (Optional) Send the message to additional recipients who are not members of the LearnCenter:

1. Type an email in the field above Send to Additional email addresses.

This field is available if the external email functionality has been activated for your LearnCenter. If you want to activate external email, contact Taleo Learn Support.

2. Click Add email addresses.
3. Repeat these steps until all additional email addresses have been added. (To remove an email address from this list, double-click it.)

12. Type the message Subject, or keep the current default subject text.
13. (Optional) Attach a file to the message. Attachments may have been included to the message based on the message template. You can include additional attachments to the Enrollment-specific email, but those additional attachments are not added to the message templates.

1. Click Browse.
2. Navigate to and select the file you want to attach.
3. Click Open.

14. Type the Content of the message. Dynamic objects may be available for use. They appear as tags in your draft but are replaced by the appropriate information for message recipients.
15. Click Send to send the message as is to the recipients you indicated.
    or
    Click Print to print a copy of the message for yourself. You can preview the message before printing it.
    or
    Click Reset to reset the message to its default settings.

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