Enrolment Messages

For each enrolment status change for a user, an enrolment email can be sent by the imc Learning Suite. The “Enrolment Messages” function is used to configure the triggers for sending the “Enrolment Message Texts”. This is a highly detailed configuration area with over 2000 pre-defined enrolment message triggers and the possibility of creating more individually or duplicating the entire set (e.g. for Provider-specific messages). The large number of triggers for sending 50 enrolment message templates is due to the number of different conditions that can be considered. For example, in the standard set, considerations include 20 enrolment statuses, 8 enrolment types, how the enrolment change was triggered (learner, manager, admin, automatically), training type (course or learning path), and the recipient; however, further options such as '“Training mode” and “Provider” can increase

In this function, the “Extended search” search is very valuable for determining whether there is an active trigger for a certain condition or identifying under which circumstances a specific “Mail text ID” (Enrolment message text) is sent. The screenshot above shows filter options for an extended search, followed by descriptions of each filter:

Enrolment type

Relates to meta tag 10008 that determines the enrolment workflow selected for courses and learning paths.

Mail text ID

Object ID for the email template in “Enrolment Message Texts” function.

Status

“Active” or “Inactive” status of the Enrolment Message triggers.

Starting state

Enrolment status of the user for the training before the change occurred. “No relation” means they had no existing status to the training. Approximately 20 statuses.

Target state

Enrolment status of the user for the training after the change occurred.

Trigger

How the change occurred.

• Backend: By an administrator or automatic course enrolment workflow.

• Frontend: By participant self-enrolment.

• ERP interface: By an API from another system.

• Supervisor: By a supervisor via Catalogue, My Staff, or Approval.

• Learning path auto-booking: The checkbox in the Learning Path syllabus is ticked.

• Automatic cancellation due to unfulfilled prerequisites: By a scheduled cron job.

• Automatic cancellation for inactive users: By a scheduled cron job.

Mail type

Type of training object; e.g. Course, Course template, or Learning path.

Sender

Identification of who will send the mail. A manually entered email or standard options can be used:

• $admin_mail$ is the Course Administrator set in meta tag 10007.

• $superior_mail$ is the participant’s Superior (Email).

• $tutor_mail$ is from a course tutor (multiple tutors are possible).

• $user_mail$ is the participant whose enrolment has changed.

Recipient(s)

Identification of the mail recipients. A manually entered email or standard options can be used:

• $admin_mail$ is the Course Administrator set in meta tag 10007.

• $superior_mail$ is the participant’s Superior (Email) or BU Supervisor.

• $tutor_mail$ is the course tutor with the “Email” checkbox ticked.

• $user_mail$ is the participant whose enrolment has changed.

Provider

Course or Learning Path Provider defined in meta tag 10069.

Learning mode

Optional filter. The value is set in the Types and Templates “Description” tab.

In an out-of-the-box configuration, the majority of the standard Enrolment Message triggers are “Inactive” and need to be set to “Active” if required for use. Activation can be performed manually by editing the triggers individually. If all triggers are to be set to “Active”, this can be requested in a Scheer IMC Support ticket for implementation via script.

The configuration can be made for each provider and registration type. The system configuration can be set so that large quantities of messages are sent automatically in smaller sub-quantities and at stipulated intervals.

Creating and Editing Enrolment Message Triggers

When creating or editing Enrolment Messages, five tabs with settings are available for completion, as explained below:

Description

Application of general distribution settings, including:

• Mail type: The trigger is set for a Course, Course template, or Learning path.

• Dispatching mode: 'Send messages automatically’ sends in real time, while “Send messages manually (Administrator has to unlock the messages)” must be actioned manually in the Course or Learning Path “Message monitor”.

• Recipients: The recipients of the email are determined here. Additional email attributes can also be created for user profiles, and all will be selectable here and in the CC area. “E-mail” allows a fixed recipient to be set.

• CC: The recipients of the email carbon copy are determined here. The option “Send the registration to the supervisor’s e-mail address at the following levels” refers to a user’s supervisors in a BU group structure. By checking the "Send enrollment message to supervisor email address at the following levels, the field for providing the supervisor hierarchy level becomes active, and the supervisor levels can be specified by entering a value between 1 and 3.

  • The default value in the supervisor level field is 1, which keeps the behavior of sending the message to the direct supervisor.

  • All types of supervisor assignment are considered, based on how the system is set-up.

  • For Business Unit groups, the supervisor of each sub group needs to be added to the higher group/subgroup in order to create the supervisor hierarchy

  • The maximum number of supervisor levels is 3.

Conditions

• Enrolment type: Sends only for trainings with the selected value.

• Starting state: The enrolment status of the user before the change.

• Target state: The enrolment status of the user after the change.

• Multi approval action: Active only if “Multiple approval” has been selected as enrolment type. The action indicates whether the appro

  Multi Approval Workflow: The multiple approval workflow to be taken into account.

• Multi Approval Workflow Step: The notification is sent for the specified step in the approval process.

• Trigger: Condition under which the change occurs; e.g. “Front end” equals learner self-enrolment and “Backend” equals an admin-triggered enrolment.

• Identification: Relates to the identifier set in the automatic enrolment workflow.

• Publishing mode for enrolment e-mail: Relates to meta tag 10730, which can optionally be added to Course Types and Course Templates. The default value is “Not defined”.

Filter

Distribution can be further restricted based on selected training attributes and meta tags.

• Add attribute: A small list of functional attribute settings, including Learning Mode, as well as key functional meta tags such as Learning mode, Release mode, Provider, Training execution, Registration Price Location, Cancellation type, and Planning status.

  When a provider is selected, the message can be sent for courses based on the following conditions:

  • Include all providers

  • No assigned providers

  • Selected a specific provider:

  • 

• Add meta tag: A larger list of functional and descriptive meta tags can be used to identify specific trainings.

User Filter

Distribution can be further restricted based on selected person attributes.

• Add attribute: Selection can be made from the list of person attributes.

Contents

The Enrolment Message text template is selected here.

• Mail text ID: A single “Enrolment message text” can be selected in this field to be sent by the trigger. Clearance to the message text is required to select an “Enrolment message text”.

Create New Provider Specific Message Set

An existing Enrolment Message email set can be duplicated using the “Create new message set automatically” function. The selected provider is used as a template. In addition to a specific provider, all providers or emails from courses without a provider can be considered. All emails matching the settings selected for mail type and booking type can be duplicated for a new target provider. The created booking email set must be assigned a target provider. A booking email is not copied if it already exists for the selected target provider.

Enrolment Statuses

The following table shows the available enrolment statuses for learning paths, courses, course templates and media. It is the changes of these statuses for a user that is considered in the “Starting state” and “Target state” fields. The “Name in REST/Code” column values are used in Enrolment PUT APIs and the “ID” column values in GET APIs.

Hints & Tips

• When creating a new training that requires an enrolment message to be sent, searching the “Enrolment Messages” function using the extended search is recommended to ensure that an active trigger exists.

• In a new out-of-the-box configuration, few Enrolment Message triggers are active by default, and only the “System Administrators” group (ID 1) has Clearance. If other roles require Clearance, a member of the System Administrator group needs to update the Clearances; bulk selection can be used to update up to 200 triggers at a time.

• If all triggers are to be activated, requesting Scheer IMC to perform the update via script is much faster.

Global Functions & Related Topics

Enrolment Message Texts

Providers

Learning Modes

Meta Tags

Courses

Learning Paths

Deep Dive Guides

Enrolment Messages Overview