Custom Administrator Emails

The custom Administrator emails are targeted to site Administrators with a security level of 10, and include data for all learners who meet the criteria established in the Distribution List. This data is included as a CSV attachment in the email.

Create custom Administrator emails when you want to notify administrators about learners' upcoming, overdue, or completed assignments for one or more courses:

  • Use the Non-recurring Administrator email to send a one-time notification to administrators when learners' dates for the selected courses fall within a specific time frame.
  • Use the Recurring Administrator email to send regularly scheduled notifications to administrators when learners' dates for the selected courses falls within a specific time frame.
  • Use the Training Reminder Administrator email to continually send notifications to administrators when learners' dates for the selected courses is in exactly the specific time frame.

The custom Administrator emails contain the following options.

All custom Administrator emails include the following placeholders in the email body. The value for the placeholders is derived from the options selected in the Distribution List, such as "Next" or "Last."

To insert placeholders and have them work properly, you must select them from the drop down list. If you type the square brackets ([ ]) and tilde (~), the email notification will not render properly, leaving users with missing information.

Default:

  • Course Status: current status for the learner for each course included
  • Due/Assigned: the email body includes either the word "Due" or "Assigned," based on the option selected in the Distribution List
  • Next/Last: the email body includes either the word "Next" or "Last," based on the option selected in the Distribution List
  • TimeFrame: indicates the number of days, weeks, or months selected in the Distribution List
  • Administrator Course Status: this is the CSV file attached to the email. This CSV report includes data for each course and learner that meet the Distribution List parameters. The report includes the following fields:
    • Supervisor Name: name of the learner's supervisor
    • Learner Name: name of the learner whose data is included
    • UserID: user ID for each learner
    • Course Title: title of the course
    • Due Date: date the assignment is due
    • Status: current status of the course assignment such as Not Started, Overdue, etc. Status can also include Equivalency or Exemption, if applicable.

For more information about email contents and placeholders, see Editing the Contents.

The default Distribution List targets all site administrators with a security level of 10.

Optionally, you can add the email addresses for up to 25 individual administrators in order to refine the list.

All custom Administrator emails include the same options in the Distribution List except for the following:

  • Recurring and Non-recurring Administrator emails include the Within option for due, assigned, or completed dates.
  • Training Reminder Administrator emails include the In option for due, assigned, or completed dates.

For more information about all available options in the Distribution List, see Editing the Distribution List.

For more information about the Within and In options, see Custom Emails About the Distribution List.

Start Date: You can edit the start date for all custom Administrator emails. If you change the start date for the Non-recurring Administrator email to a new date in the future, the email will send again.

Frequency:

  • Non-recurring: N/A
  • Recurring: Defaults to every day. Options include every [number] of Day(s), Week(s), or Month(s).
  • Training Reminder: You cannot edit the frequency. Frequency is based on Learner Assigned Date.

For more information about email send times, see About Sending Emails.