Notifications - getting started

Understand in-platform notifications

Open Settings > Notifications

A notification is an email sent following an event: for example, for the invitation to a training session, the learner receives a notification of the convocation.

Notifications are set up at the domain level. But it is possible to customise them afterwards at the level of a training course, or even session level.

Understand the different send types

Batch Sending

Most e-mails are sent by a computer processing called batch every day or at other intervals (depending on the configuration of the e-mail batch at the client).

Immediate dispatch

Some emails leave immediately after an action on the platform, without waiting for the batch to be sent the following night.

Example: Requesting a password reset, Accepting the registration request, Correcting your test, Notifying a new message in a forum, etc.

Manually send notifications for a session

Training notifications sent by the batch can be sent manually. If the sending conditions are met, this allows you to anticipate the sending of notifications instead of waiting for the next night.

List of existing notifications

Understand notification templates

Open Settings > Notifications

The notification template will allow you to apply a header and footer to one or more notifications. Having one template for all notifications is sufficient, but it is possible to create multiple ones.

In the following example: the header consists of an image and the footer allows you to link to the Syfadis networks:

We recommend that you specify the company's contacts in the template. If the information changes: just update the template and not all notifications where the information is present.

Create a notification template

Open Settings > Notifications

Procedure

1. Click on the Mail templates tab.

2. Click New.

3. Enter the name of your model for each of the languages.

4. Click on the pencil to open the html editor.

5. Add images, text and hyperlinks without modifying ##content## and click on the floppy disk in the html edit.

6. Click Save.

Additional Information

##content## is the content of the notification. The header is at the top and the footer is below.

Edit a notification template

Open Settings > Notifications

Procedure

1. Click on the Mail templates tab.

2. Select the template and click View or click directly on the template you want to edit.

3. Click on the pencil to open the html editor.

4. Modify the existing code without modifying ##content## and click on the floppy disk in the html editor.

5. Click Save.

Duplicate a notification template

Open Settings > Notifications

Duplicating a template allows you to create a new one from an existing template.

Procedure

1. Click on the Mail templates tab.

2. Select the template and click Duplicate

3. Change the name of your new template.

4. Click on the pencil to open the html editor.

5. Modify the existing code without modifying ##content## and click on the floppy disk in the html editor

6. Click Save.

Apply a template to a notification

Open Settings > Notifications

Duplicating a template allows you to create a new one from an existing template.

Procedure

1. Select the notification for which you want to apply a template.

2. From the Parameters tab, in the Mail template field: select your previously created template.

3. Click Save.

Understand Parent Domain/Child Domain/Training/Session Notifications

Understand different notification types

There are two types of notifications: Contextualized notifications (to trainings, evaluations, courses) and non-contextualised notifications

• Non-contextualised ones (related to the administration of the platform): they can only be configured at the domain level, so they will not be viewed at the level of a training course or a session.

Example: Login information, Task reminder, Password reset request, Correct your test, etc.

• Those contextualised to a Training course: they are customisable at the Domain level but also at the Training and Session level.

Examples: Convening a training session, Reminder of a user who has not completed their training, Completing a training evaluation, etc.

We'll talk about how notifications work here when talking about training, but the way they work is the same for assessments and courses. To check whether a notification is contextualised or not:

• From the Settings menu, click on the Notification > Notifications submenu.

• Click on New configuration.

• You'll see a list of notifications available in your context. In the right-hand column Context: An icon appears to indicate that a notification is contextualised to:

  • Training:

  • An evaluation:

  • A curriculum:

If there is no icon, it means that the notification is not contextualised and therefore they are created at domain level.

Understand the number of different sends depending on notification types

There are two types of behaviour depending on the type of notification:

One-time send

Some types of notifications will only be able to be sent once for the same User (for the same training session in the case of a notification related to a training).

• If the Login ID notification is sent to a user when they create their account, you will no longer have the opportunity to send this notification to the user.

• If there are two notifications of type Invitation to a training session for the same session: Only one will be able to leave.

Multiple sends

Some types of notifications can be sent multiple times for the same user (and for the same training session in the case of a training-related notification).

• The Password Reset Request notification can be sent to a user as many times as they click I lost my password.

• In order for the same type of notification to be sent several times to a user for the same training session, it is necessary to correctly complete the notification code field.

• For two notifications of the same type to be sent: they must have a different code.

You want to send your learners two reminders: 7 days and 2 days before the end of the session.

• Create a first notification of type Reminder of a learner who has not finished his training with the code: D-7 and number of days before the date: 7

• Create a second notification of type Reminder of a learner who has not finished his training with the code: D-2 and number of days before the date: 2

• Since your two notifications of the same type have two different codes, both notifications will be sent to your learners (if the conditions are met).

Understand the link between notifications

The sending of certain notifications is conditional on the sending of another notification previously.

Example: The Cancellation of Trainer Invitation notification will only be able to leave if the Instructor Invitation notification was sent previously, The Modification of a meeting notification will only be able to leave if the Invitation to a training session notification was sent previously, etc.

Understand curriculum notifications

Regarding contextualised notifications to courses, the operation is similar to contextualised notifications to training:

• A course inherits the notifications set up at the level of its Course.

• A session, linked to the course of a course, inherits the notifications set up at the level of its course.

If the Alert: Journey Cancellation and Alert: Session Cancellation notifications are enabled: The Alert: Session Cancellation notification is disabled so that the same information is not sent twice.

Create a notification from the template

Depending on your platform's privileges, you can create notifications in three different places:

• At domain level: Settings > Notification > Notifications.

• At training course level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Procedure

1. Click New configuration: You'll see a list of all notifications available in your context.

2. Select the type of notification you want to create and click New Personalization.

3. Fill in the Reference field to name your notification.

4. Set up your notification (see section "Set up the conditions for sending a notification").

5. Click Save.

Duplicate an existing notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Procedure

1. Select a notification that has already been created.

2. Click Duplicate.

3. Edit the Reference field to name your notification.

4. Set up your notification (see next section).

5. Click Save.

Set up conditions for sending a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Procedure

1. Select the notification you want to set and click on View Personalization or click directly on the notification.

2. Complete the general settings of the notification:

   • Enable: This will enable the notification. A notification that is not active can never be sent. Conversely, an enabled notification will not always be sent.

   • Copy to the recipients' manager: The manager of each recipient will receive a copy of the email sent. If the box is checked and a manager has two people from their team participating in the same training session: they will receive the email twice.

   • Copy to the recipient's referent: This option allows you to send the notification to the delegated manager who is the referent of a dedicated group. Referent groups can be configured from the menu Directory > Referent group. Note that a user can only belong to one referent group, and each group to one referent

   • Send a copy to the group manager (training correspondent).

   • Cc: It is possible to add a user of the platform as a copy of all emails.

   • Bcc: It is possible to add a user of the platform as a hidden copy of all emails.

   • Send Strategy: There are several sending policies:

     • Internal and external messaging: emails are sent via internal and external messaging if these are enabled.

     • Internal and external messaging or operator: emails are sent via internal and external messaging or to the operator if applicable.

     • Internet and external messaging with immediate sending: emails are sent via internal and external messaging immediately.

   • Mail template: It is possible to add a notification template, i.e. apply a header and footer.

3. Complete the specific parameters of the notification (depending on the type of notification: they will not be identical).

   • Examples of specific settings: Send a copy to the trainer/evaluator, Date to be taken into account, Number of days before the start date, etc.

   • Code: Adding a code to a notification allows you to manage the sending of multiple notifications of the same type.

General rule:

• If multiple notifications of the same type have different codes: they can all be sent.

• If multiple notifications of the same type created at different levels have the same code: the one created at the finest level (Root Domain/Subdomain/Training/Session) will be sent.

• If several notifications of the same type have the same code at the same level, the last one created will be sent.

There are two use cases for code in notifications:

• Different send conditions. Example: Reminder of a learner who has not finished his training sent 7 days before the end and another 3 days before the end.

• Different recipients. Example: Alert: Threshold of learners on the waiting list reached on a training course sent to the pedagogical manager and another to the administrative manager, each with a different text.

It is possible to combine different sending conditions and recipients. Example: An alert: The attendance sheet for a session was not submitted to the trainer on D+3 and another alert for the administrative manager on D+7.

• Complete the learning modalities: For contextualised notifications to trainings, when you are positioned at the domain level, it is necessary to complete for which learning modality the notification will apply. Thanks to this setting, training courses will only inherit notifications corresponding to their learning mode.

Example: Reminder of a learner who has not finished his training set up only for distance and blended learning modalities.

• The Discover Syfadis training course whose learning modality is distance learning will inherit this notification.

• The Advanced Sequencing training in Syfadis whose learning modality is face-to-face will not inherit this notification.

• Complete the registration procedures: For contextualised notifications to training, assessments and courses, when you are positioned at the level of the domain or of a training/assessment/curriculum, it is necessary to complete the registration procedure for which the notification will apply (back office, front office or self-service). With this setting, sessions will only inherit notifications that correspond to their registration modality.

Example: Invitation to a training session set up only for the Front-Office and Back-Office registration procedures.

• The Discover Syfadis training session for which the registration method is Back Office will inherit this notification.

• The Discover Syfadis training session with a Self-Service registration method will not inherit this notification.

• Complete recipients: Some notifications may have multiple possible recipients.

Example: Alert: The sign-in sheet for a session has not been submitted can be sent to different recipients: Pedagogical Manager, Administrative Manager (of the session), Trainers, Learners, Learners' hierarchy, Persons who have made the registrations, Location of the training, Training organisation, etc.

• Other notifications only have one possible recipient and therefore do not have this field to complete.

Example: Invitation to a training session is always intended for the learner registered for the session

• Click Save.

Customize the text of a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Procedure

1. Click directly on the notification.

2. Click the Notification Content tab.

3. Customize the subject line of your email.

4. To edit the text of your notification: Click on the pencil to open the HTML editor. You can: Edit the text of the notification: You can change both the text itself and the font (font type, size, colour). When editing text: Be careful not to delete an important part of the HTML code such as DATASOURCE. To make sure you haven't changed any HTML elements, be sure to check your notification (see Check a notification).

5. Add an image  or add a document

Example: Automatically send the training program with the invitation. The program is automatically generated based on the Detailed Program, Learning Objectives, Estimated Duration, and remaining training sheet fields.

6. Insert dynamic variable: Position yourself where you want to add your variable and click on the disks. The merge fields offered are different depending on the type of notification.

7. Click Save in HTML Editor.

8. Click Save on the Notification Content tab.

Additional Information

You can use Syfadis to create HTML documents that will be automatically attached to your notification.

The size of the notification must not exceed 2MB. Don't overload your notifications to avoid burdening processing.

If you are in multi-language, you must write the notification in each language.

Check a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

It is essential to check a notification as soon as it is modified. A notification with poor syntax will not go off.

Procedure

1. Click directly on the notification.

2. Click the Content tab of the notification you want to review.

3. Click on Verify

   • If your syntax is good, a validation message appears: The syntax is correct.

   • If your syntax is not correct, a warning message appears: At least one syntax error found with additional information about the missing elements. It is necessary to correct your syntax until it is good.

Additional Information

If you are unable to correct the syntax of your notification, you can revert to the standard Syfadis text by creating a new notification (see section : Create a notification).

Enable a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At the Domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

How to enable a notification at the same level

1. Select the notification you want to enable.

2. Check Enable.

3. Click Save.

How to enable a top-level notification

Example: A notification is created at the domain level but not enabled, but you want to enable it for training.

1. Select the notification you want to enable.

2. Click Duplicate.

3. Rename your notification by editing the Reference.

4. Check Enable.

5. Click Save.

Delete sending a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At the Domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Permanently delete a notification

1. Find the notification you want to delete: (at the Domain, Training, or Session level depending on what you want to do).

2. Select the notification and click Delete.

Additional Information

For customisable notifications by training:

• If a notification is deleted at the domain level: then it will be deleted at the level of the corresponding courses and sessions

• If a notification is deleted at training level: it will then be deleted at the level of the sessions of that course.

• If a notification is deleted at the session level: Only that session will be impacted by this deletion.

You can't delete a notification that belongs to a higher level:

• If you're at a Domain level, you can't delete a notification created on a Parent Domain.

• If you're at the Training level, you can't delete a notification created at the Domain level.

• If you're at the Session level, you can't delete a notification created at the Training or Domain level.

Disable sending a notification

Depending on your platform's privileges, the notifications menu can be accessed in three different places:

• At the Domain level: Settings > Notification > Notifications.

• At training level: Notifications tab of a Training card.

• At session level: Notifications tab of a Session card.

Disable sending a notification of the same level

You want to stop sending a notification, but you don't want to permanently delete it because you plan to use it again later.

1. Find the notification you want to disable: (at the Domain, Training, or Session level depending on what you want to do).

2. Select the notification and click directly on the notification.

3. Uncheck Enable on the Notification Settings tab.

4. Click Save.

Additional Information

For customisable notifications by training:

• If a notification is disabled at the domain level: then it will be disabled at the level of the corresponding courses and sessions.

• If a notification is disabled at the level of a course: then it will be disabled at the level of the sessions of that course.

• If a notification is disabled at the session level: only that session will be impacted by this disabling.

You can't turn off a notification that belongs to a higher level.

• If you're at a Domain level, you can't turn off a notification created on a Parent Domain.

• If you're at a Training level, you can't turn off a notification created at the Domain level.

• If you're at the Session level, you can't turn off a notification created at the Training or Domain level.

How to disable sending a top-level notification

If you want to stop sending a notification that is enabled at a higher level without disabling it at the level where it was created, you can override it. At the domain level, the Certificate notification for a course is enabled, but for a particular course, you do not want to issue a certificate.

1. Position yourself in the Notifications tab of your training.

2. Select the notification you want to override and click Duplicate.

3. Rename your notification by completing the Reference field.

4. Uncheck Enable.

5. Click Save.

If you check the notifications at the level of your session: no notification will be sent since the notification used is the custom one at the Training level and it is inactive.

Check notifications to be sent

Open Settings > Notifications

Verify that non-contextualised notifications are sent

• From the Settings menu, click on the Notifications/Notifications submenu.

• You'll see a list of notifications for your domain.

• Check the Used column (on the right) to see which notification is being used.

Additional Information

The criteria for sending a notification is that it is enabled and used:

• If it's used but not activated: It won't be sent.

• If it's enabled but not used: It won't be sent.

On this screen, the To Send tab only makes sense for notifications that are not contextualised, i.e. only configurable at the domain level.

Check for contextualised notifications to be sent

Open Administration > Training > Sessions

Procedure

• Searches for a session.

• Consult the Notifications tab of a session.

Additional Information

The criteria for sending a notification is that it is enabled and used:

• If it's used but not activated: It won't be sent.

• If it's enabled but not used: It won't be sent.

Manually send notifications

Open the Administration menu > Training > Sessions

Procedure

1. Searches for a session.

2. Consult the Notifications tab of a session.

Additional Information

Manual sending at the session level starts the batch only for that session: that is, notifications whose sending conditions are met will be sent. This allows notifications to be sent without waiting for the next nightly batch.

Selecting one or more notifications from the list and then clicking on Send notifications has the same effect as clicking directly on "Send notifications": all notifications whose conditions are met will be sent (not just the selected one).

View notification history

Open Settings > Notifications > History

View domain-level notification history

• Complete the search criteria and click on Search.

• You'll see a list of notifications sent to your domain that match your criteria.

View session-level notification history

1. Click on the Notifications tab of a Session.

2. Complete the search criteria and click on Search.

   • You'll see a list of notifications sent to the session that match your criteria.

Understand training course certificate notification

In the email sent to certify that the user has completed a training course. You can decide to send the certificate as an email attachment and/or make it downloadable via tracking.

The Send by email option must be enabled in the notification.

Setting up the notification

You can select several conditions to obtain the certificate:

• Progress threshold exceeded.

• The learner has successfully completed their training (success).

• The learner is present at all sessions.

• Progression threshold to be reached (%).

• All the signatures of this learner are filled in.

These conditions add up. For example, if I check:

• The learner has successfully completed their training (success).

• The learner is present at all sessions.

• All the signatures of this learner are filled in.

All 3 conditions must be met. If any of these conditions are not met, the certificate cannot be obtained.

The sending of the notification is also conditional on:

• Notification sent N days later.

• A date to consider: end date of the session OR end date of registration.