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The available email types are described below. Depending on the email type, certain fields can be customized. See Customizable Email Fields for more information.
Initial Training Notice
The initial training notice sends an email to users who have the Send Email to User option set to Yes and have an email address configured in their User Information profile. Initial Notices are sent each night to users who had new learning plan assignments added to their requirements on the previous day. The email includes the course(s) that have been assigned and when the courses are due.
Overdue Training Notice
The overdue training notice sends an email to users who have the Send Email to User option set to Yes and have an email address configured in their User Information profile. Overdue Training Notices are sent each night to users who had learning plan assignments become overdue on the previous day. The email includes the overdue course(s) and the course due date(s). Click Edit to view the Overdue Training Notice configuration page.
User Welcome Notice
The User Welcome notice sends an email to users who have the Send Email to User option set to Yes and an email address configured in their User Information profile. User Welcome notices are sent to users on the night after they are added and also to users added in the past 60 days who have not already received a Welcome notice. The email includes the web address (URL), the User ID, and password. The notice also includes instructions for accessing the learning plan, launching a course, and Customer Service contact information.
Custom User Email – Non-recurring/Recurring
You can create custom emails for users, either recurring or non-recurring. Users who receive a custom email are determined by the distribution list criteria. For recurring and non-recurring emails, schedules are based on a calendar date and recurrence interval. All users who meet the distribution criteria within the period specified (for example, due within 90 days) will receive the email.
Custom User Email – Training Status
Training reminder emails for users are similar to recurring user emails. However, the frequency on which the email is sent is based on the user, not a calendar schedule. For example, a Training Status email set for "Due in 90 days" will email each user due in exactly 90 days.
Example
John Doe has Back Safety due 1/31/2014 and Asbestos Awareness due 2/15/2014. Jane Doe has Back Safety due 3/1/2014. For a Training Reminder email set to email any user with a course due in 90 days, emails will be sent to these users on the following dates:
John Doe, Back Safety: 11/2/2013
Jane Doe, Back Safety: 12/1/2013
John Doe, Asbestos Awareness: 11/17/2013
Supervisor User Status Report
This standard email will send notices to supervisors every 2 weeks, summarizing the training status for users reporting to them. The email text, sort order, schedule, and start date are configurable. The report includes users with courses due in 30 days, overdue, and completed in the past 30 days.
Custom Supervisor Email – Non-recurring/Recurring
You can create custom administrator emails, either recurring or non-recurring. The administrators who receive custom emails are determined by the list of administrators entered in the target recipients list on the distribution list page. You can enter up to 25 administrator addresses for each custom email. The users summarized in the email may be further filtered in the Distribution List settings.
Custom Administrator Email – Training Reminder
Training Reminders for Administrators are similar to custom recurring Administrator emails. However, the frequency that the email is sent is based on the due dates of the users in the distribution list settings, not a calendar schedule. For example, a Training Reminder email set for "Due in 90 days" will send an email to the administrators in the Target Recipient list summarizing each user who is due in exactly 90 days from the email send date.
Custom Supervisor Email – Non-recurring/Recurring
You can create custom supervisor emails, either recurring or non-recurring. The supervisors who receive custom emails are determined by the distribution list settings for the email. The supervisors of all users who meet the distribution criteria will receive the message.
Training Administrator Report
The standard Training Administrator Report sends summary reports in .csv format to all Advanced Compliance administrators. By default, any user with security level 10 is included in the distribution list. This list may be edited manually by clicking Edit beside the Training Administrator configuration in the Standard table on the main Email Configuration page. Summary reports include all Advanced Compliance users who have courses due in 30 days, are overdue, or have completed courses in the past 30 days. Because these reports have the potential to be quite large, they are included as .csv attachments to the emails.