Details of notification

Dans this section, we list platform notifications with for each notification an explanation of the parameters required and the properties available for personalisation.

For each notification, there is a first table regrouping the parameters (entities/objects in the application) to run for its construction.

A second table lists the dynamic properties that the user can include in the mail content to enrich it.

This article is very technical and requires solid IT experience and skill.

In most notifications, we run recurrent information:

• Main parameters run for the notification during construction.

• Dynamic fields, useable in the subject/body of the notification.

• We explain in this section to only to avoid repeating the fields N times in the rest of the document.

• Parameters included in the mail

• Dynamic fields, useable in the mail

Curriculum alerts

See:

Alert : Curriculum cancellation

Alert: Confirmation of training path courses

Alert: Creation of a new training paths with people on waiting lists

Alert: Learner threshold on a waiting list reached on a curriculum

Alert: Break-even threshold not reached on a training path

Alert: Curriculum cancellation

This notification alerts of curricula cancellations. Mostly designed for managers or trainers and not for learners. Potential recipients include:

• Curriculum training content managers

• Administrative managers of the training paths

• Trainers of the training paths

• Learners

• Learner managers

• People having registered– we target all the people who have registered collaborators on the training paths

• Training provider: the mail of the training provider contact linked to the training paths

• Groups: selection possible among visible types – configuration parameter to activate a view of this group (Project activations, Structure activation, etc.) – back office selector, targets all people in selected groups.

A mail of this type is sent to recipients after cancelling a training path via the interface with the button Cancel on the training path sheet OR following the automatic processing of the training paths to cancel during the batch. It is sent only once for a training path. As soon as it has been sent, if others are added to the list of recipients, these people will not be notified.

• This notification does not concern deleted training paths.

• In the event of a  training session cancellation notification being activated, this notification is not sent if the cancellation notification on a training path is also activated – even if the configuration is different.

Several notifications of this type can be configured at training paths level, for a curriculum or a given domain, with a specific text for each field differentiation code.

The notification can be configured based on registration mode au training paths.

This notification is configurable per domain – curriculum – training path.

In the mail content by default, a link exists to consult the training path details in the Back Office for a manager.

• Licence: Curriculum

• Parameters included in the mail

• Dynamic fields, useable in the mail

Example of text to include in the url in the content of the mail – format HTML:

You can manage training paths via the following link:

<a href="[%(UrlBackOfficeCurriculumSession)%]">Access the training path details<strong>[%(CurriculumSession.Name)%]</strong></a>

Alert: Confirmation of training path courses

This notification alerts people that training paths are going to take place. The mail is mainly intended for managers or trainers and not learners, Potential recipients:

• Curriculum training manager

• Curriculum administrative manager

• Training path trainers

• Learners

• Learner manager

• Individuals who have registered – we target all people who have registered collaborators on training paths

• Training provider: the mail for the training provider linked to the training paths

• Groups: selection possible among visible types – configuration parameter to activate to view these groups (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent by the notification batch. It is sent only once for a training path. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

Training paths concerned are those that have not started AND where the start date reaches the entered date according to the notification parameters Number of days before the start date of the training paths (= date of the day – configuration). Additional time is added also to retrieving training paths: + X days = X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

• In the event of a notification of a confirmation of an activated  training session, this is also sent – no restriction.

Several notifications of this type can be configured for training paths, of a curriculum of a given domain, with a specific text for each field differentiation code.

The notification can be configured based on training paths . registration mode

This notification is configurable per domain – curriculum – training path.

In the mail content by default, a link exists to consult the training path details in the Back Office for a manager.

• Licence: Curriculum

• Parameters included in the mail

• Dynamic fields, useable in the mail: in addition to the main parameters

Example of text to include in the url in the content of the mail – format HTML:

You can connect via this link:

<a href="[%( UrlBackOfficeCurriculumSession)%]">Access the training path details<strong>[%(CurriculumSession.Name)%]</strong></a>

Alert: Creation of a new training paths with people on waiting lists

This notification alerts people on the creation of training paths when there are available places. It can concern several recipients to be defined in the notification parameters. However, this notification is principally intended for curricula managers or trainers and not learners:

• Curriculum training manager

• Curriculum administrative manager

• Training path trainers

• Learners

• Learner manager

• Individuals who have registered – we target all people who have registered collaborators on training paths

• Training provider: the mail for the training provider linked to the training paths

• Groups: selection possible among visible types – configuration parameter to activate to view these groups (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent by the notification batch. It is sent only once for a training path. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

You can define several sends to different recipients by differentiating the field code on the notification.

The notification can be configured depending on the registration mode of the training paths.

This notification is configurable per domain – curriculum – training path.

Use of a configuration parameter for widening the sending period of the notification: Number of days during which we try to send notifications linked to sessions, training evaluations or training paths – by default 7 days. In addition to the conditions above, training paths concerned by this notification are those in the search period: the start date of the training paths must be >= to the date calculated.

Date calculated = batch processsing launch date – the number of days

First send example:

• Context for 1 curriculum

• This curriculum a 2 people on a waiting list and also 1 training paths with 3 people on a waiting list

• Creation of a training paths n°2, capacity has not been reached

• The notification will be sent for the training paths n°2

Second send example:

Context for 1 curriculum

This curriculum a 2 people on a waiting list and also 1 training paths with 3 people on a waiting list:

• Creation of a training paths n°2 the 14/10  capacity has not been reached

• Creation of a training paths n°3, the 16/10  capacity has not been reached

Configuration parameter = 7 days

The batch send processing is performed on the 22/10

Search period: every training path starting on 15/10 or AFTER

• The notification will be sent only for the training paths n°3

• Licence: Curriculum

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Example of text to put the URL in the mail content – format HTML:

You can manage the training paths via the following link:

<a href="[%(UrlBackOfficeCurriculumSession)%]">Acc&eacute;der &agrave; the training path details<strong>[%(CurriculumSession.Name)%]</strong></a>

Alert: Learner threshold on a waiting list reached on a curriculum

This notification alerts people on the curriculum where the waiting list a reached the threshold. It can concern several recipients that are to define in the notification parameters, however, it is designed mainly for curriculum managers not for learners:

• Curriculum training manager

• Curriculum administrative manager

• Training path trainers

• Learners

• Learner manager

• Individuals who have registered – we target all people who have registered collaborators on training paths

• Training provider: the mail of the provider linked to the training paths

• Groups: selection of groups possible among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A field is available on the curriculum sheet defining the alert threshold: Learner threshold on a waiting list. Consequently, the notification concerns only the curriculum with a threshold.

• People on a waiting list for training paths are taken into account in the total people .

A mail of this type is sent to recipients during batch notifications and when the threshold of people on a waiting list is reached on the waiting list of a curriculum (including the waiting lists for training paths of the curriculum). The mail is sent once every x days (x is a configuration parameter – explanation below). You can define several sends to different recipients in the field code.

This notification is configurable per domain - cursus.

Utilisation of a configuration parameter for delay notifications: Time in days between the sending of 2 learner threshold notifications on a waiting list – by default 7 days.

Example:

Context with 1 curriculum with a capacity of 5 people:

This curriculum a 2 people on a waiting list and 1 training paths with 3 people on a waiting list

• The threshold of 5 people is reached for this curriculum, the notification will be sent.

• Licence: Curriculum

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Example of text to include in the url in the content of the mail – format HTML:

You can manage the curriculum via this link:

<a href="[%(UrlBackOfficeCurriculum)%]">Acc&eacute;der &agrave; the curriculum sheet<strong>[%(Curriculum.Name)%]</strong></a>

Alert: Break-even threshold not reached on a training path

This notification alerts people on the threshold of a training paths to delay or postpone the training paths. It is designed for managers or trainers and not for learners, possible recipients:

• Curriculum training manager

• Curriculum administrative manager

• Training path trainers

• Learners

• Learner manager

• Individuals who have registered – we target all people who have registered collaborators on training paths

• Training provider: the mail of the provider contact linked to the training paths

• Groups: selection of groups possible among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A field is available on the sheet of a training path to define the break-even point: Break-even threshold.

A mail of this type is sent during batch notifications. It is sent only once for a training path. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

The training paths concerned are those not started, with a break-even threshold to enter AND where the start date reached the date entered according to the notification parameters Number of days before the start date of the training paths (= day's date – configuration).

A time lapse is also implemented on the retrieval of training paths: X days from this time - X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

• In the event of a threshold alert notification on a training session activated, this is also sent – no restriction.

Several notifications of this type can be configured au niveau of a training paths, of a curriculum or of a given domain, with a specific text for each field differentiation code.

The notification can be configured based on registration mode of the training paths.

This notification is configurable per domain – curriculum – training path.

• Licence: Curriculum

• Parameters included in the mail: the same as previously

• Dynamic fields, useable in the mail: the main points.

Training alerts

See:

Alert: Session cancellation

Alert: Registration cancellation

Alert: Session confirmation

Alert: Creation of a new session with people on a waiting list

Alert: The attendance sheet of a class is missing

Alert: Learner threshold on a waiting list reached on a training course

Alert: Break-even threshold non reached on a session

Alert: Session cancellation

This notification alerts people on the cancellation of a session. It is principally intended for training managers or trainers but can be sent to other recipients:

• Curriculum training manager

• Curriculum administrative manager

• Training path trainers

• Learners

• Learner manager

• Individuals who have registered – we target all people who have registered collaborators on training paths

• Training location: the mail of the contact of the training location

• Training provider: the mail of the contact of the training provider linked to the session to the session

• Groups: selection possible of groups among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent to recipients after cancelling a session via the interface with the button Cancel on the session sheet OR following the automatic processing of sessions to cancel during the batch. It is sent only once for a session. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

• If a user cancels a session AND there is no recipient for the mail, as the session disappears from the interface, no notification will be sent for this session.

• This notification does not concern the sessions deleted.

Several notifications of this type can be configured at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link exists to consult the session details in the Back Office for a manager.

• Licence: Finance, for manual sending via the button

• Licence: University, for sending by batch via the processing of the sessions to cancel automatically

• Parameters included in the mail

• Dynamic fields, useable in the mail

Example of text to include in the url in the content of the mail – format HTML:

You can use this link:

<a href="[%(UrlBackOfficeTrainingSession)%]">Acc&eacute;der &agrave; the session details <strong>[%(TrainingSession.Name)%]</strong></a>

Alert: Registration cancellation

This notification alerts managers of the training of a cancellation made by a learner. It is principally intended for training managers or trainers but can be sent to other recipients:

• Training content manager

• Training session administration manager

• Trainers of the session

• Learners

• Learner manager

• People who have registered – nous ciblons only the person who made the cancelled registration

• Training location: the mail of the contact of the training location

• Training provider: the mail of the provider linked to the session

• Groups: selection of groups possible among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent to recipients after a learner has cancelled their registration to a training session via the interface with the button Cancel my training course on the session details and only once for a registration, or also by a manager from a session.

Several notifications of this type can be configured at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link exists to consult the session details in the Back Office for a manager.

• Licence: Finance

• Parameters included in the mail

• Dynamic fields, useable in the mail: in addition to the main parameters

Example of text to include in the url in the content of the mail – format HTML:

You can use this link:

<a href="[%(UrlBackOfficeTrainingSession)%]">Access the session details <strong>[%(TrainingSession.Name)%]</strong></a>

Alert: Session confirmation

This notification alerts people that a session will soon be taking place. It is principally intended for training managers or trainers but can be sent to other recipients:

• Training content manager

• Training session administration manager

• Trainers of the session

• Learners

• Learner manager

• People who have registered  – we only target those registered on the session

• Training location: the mail of the contact of the training location

• Training provider: the mail of the session provider.

• Groups: selection possible among visibles types – configuration parameter to activate to view them (Project activation, Structure activation, etc.) – back office selector, targets all those in the selected groups.

A mail of this type is sent during batch notifications. It is sent only once for a session. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

The sessions concerned are those that are not started AND where the start date according to the notification parameters Number of days before the session start date (= day's date – configuration).

A time lapse is also implemented on the session retrieval: X days from this time - X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

Several notifications of this type can be configured at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link exists to consult the session details in the Back Office for a manager.

Parameters included in the mail: same parameters as the cancellation of a session.

Dynamic fields, useable in the mail: same fields dynamiques as the cancellation of a session.

Alert: Creation of a new session with people on a waiting list

This notification alerts people of a creation of a session where there is available place. They can concern several recipients that are to define in the notification parameters, however, it is mainly meant for training managers or trainers but can be sent to other recipients:

• Training content manager

• Training session administration manager

• Trainers of the session

• Learners: those that are on a waiting list

• Learner manager

• People who have registered – we target all the people who have registered collaborators for the session

• Training location: the mail of the contact of the training location

• Training providers: the mail of the contact of the providers linked to the training course

• Groups: selection possible of groups among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent to recipients during batch notifications and only once per person for a session where the capacity has no been reached and there are registrations on hold for the training.

You can define several sends to different recipients based on the field code on the notification.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

Use of a configuration parameter for widening the sending period of the notification: Number of days during which we try to send notifications linked to sessions, training evaluations or training paths – by default 7 days. In addition to the above conditions, sessions concerned by this notification are those within the search period: the session start date must be >= from the calculated date.

Date calculated = batch processsing launch date – the number of days

First send example:

• Context for 1 training course

• This training a 2 people on a waiting list and also 1 session with 3 people on a waiting list

• Session creation n°2, capacity is not reached

  • The notification will be sent for session n°2

Second send example:

Context for 1 training course

This training a 2 people on a waiting list and also 1 session with 3 people on a waiting list:

• Session creation n°2 on 14/10 capacity is not reached

• Session creation n°3, on 16/10  capacity is not reached

• Configuration parameter = 7 days

• Batch send processing is performed on 22/10

Search period: all the sessions starting on 15/10 or AFTER

• The notification will be sent only for session n°3

• Licence: Blended

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Example of text to include in the url in the content of the mail – format HTML:

You can use this link:

<a href="[%(UrlBackOfficeTrainingSession)%]">Access the session details <strong>[%(TrainingSession.Name)%]</strong></a>

Alert: The attendance sheet of a class is missing

This notification alerts a training manager when there is no attendance sheet on an in-person training session. It is principally intended for training managers or trainers and not for learners, possible recipients:

• Training content manager

• Training session administration manager

• Trainers of the session

• Learners

• Learner manager

• People who have registered  – we target all the people who have registered collaborators for the session

• Training location: the mail of the contact of the training location

• Training provider: the mail of the provider linked to the session

• Groups: selection possible among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A mail of this type is sent during batch notifications. It is sent only once per session and only once for recipients. As soon as this mail has been sent, if others are added to the list of recipients, these people will not be notified.

If the batch does not run during a period, we do not send several notifications just a single notification regrouping ALL sessions that do not have documents.

Sessions concerned by this notification – conditions:

• The class does not have associated documents dans the tab Presence of the training session.

• The class is finished from x days with x being the value of the property Number of days after the end date of the meeting.

• The class is finished from less than y days - y being x + the value of the configuration parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths (by default, 7 days).

• The class is not archived.

In the case of several classes of the same session completing the conditions above, a single notification will be sent with all the information of the classes.

Several notifications of this type can be configured at session level, of a given training session and domain, with a specific text for each field differentiation code.

This notification is configurable per domain – formation – session.

• Licence: Blended

• Parameters included in the mail:

This last parameter represents the list of classes concerned by the notification. It's a list of objects MeetingSession. To retrieve the information concerning each class (properties), use a loop for each.

• Dynamic fields, useable in the mail: the main points.

Alert: Learner threshold on a waiting list reached on a training course

This notification alerts people on training courses where the waiting list has reached its threshold. It can concern several recipients that are to be defined in the notification parameters, however, it is mainly targeted for training managers and not the learners:

• Training content manager

• Training session administration manager

• Learners: ceux that are on a waiting list

• Learner manager

• People who have registered – we target all the people who have registered collaborators for the session.

• Training providers: the mail of the contact for providers linked to the training course.

• Groups: selection possible of groups among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A field is available on the training sheet to define the alert threshold: Learner threshold on a waiting list. Consequently, the notification concerns only training courses with a threshold.

• People on a waiting list for finished or closed sessions are taken into account in the total of people.

A mail of this type is sent to recipients during batch notifications and when the threshold of people on a waiting list is reached on the training session waiting list (including training session waiting lists). The mail is sent once every x days (x being a configuration parameter – explanation below). You can define several sends to different recipients by modifying field code.

This notification is configurable per domain - formation.

Utilisation of a configuration parameter for delay notification sends: Time in days between the sending of 2 threshold alert notifications for learners on a waiting list – by default 7 days.

Example of a send:

Context with 1 training course with a capacity of 5 people.

This training session has 2 people on hold and 1 session with 3 people on hold:

• The threshold of 5 people is reached for this formation, the notification will be sent.

• Licence: Blended

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Example of text to include in the url in the content of the mail – format HTML:

You can manage the session via this link:

<a href="[%(UrlBackOfficeTraining)%]"Access the training sheet [%(Training.Name)%]</strong></a>

Alert: Break-even threshold non reached on a session

This notification alerts people on the threshold of a session non reached to of retarder or reporter the session. It is principally intended for training managers or trainers and not for learners, possible recipients:

• Training content manager

• Training session administration manager

• Trainers of the session

• Learners

• Learner manager

• People who have registered  – we target all the people who have registered collaborators for the session

• Training location: the mail of the contact of the training location

• Training provider: the mail of the provider linked to the session

• Groups: selection possible of groups among visible types – configuration parameter to activate to view (Project activation, Structure activation, etc.) – back office selector, targets all the people in selected groups.

A field is available on the session sheet to define the break-even point.

A mail of this type is sent during batch notifications. It is sent only once for a session. As soon as it has been sent, if other people are added to the list of recipients, these people will not be notified.

The sessions concerned are those that are not started, with a break-even threshold to enter AND where the start date reached the date entered according to the notification parameters Number of days before the session start date (= day's date – configuration).

A time lapse is also implemented on the session retrieval: X days ago – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

Several notifications of this type can be configured at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Licence: Blended

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Virtual class notifications

See:

Invitation to a virtual class

Reminder of a virtual class

Invitation to a virtual class

This notification sends an invitation to a person participating on a virtual class to have automatically the event in the calendar of their external mailbox, without clicking on a ical file. It concerns those registered on the meeting of virtual classes and also trainers presenting the virtual class.

A mail of this type is sent to recipients during batch notifications, only once per person and per virtual class according to a configuration defined in the notification sheet: a number of days can be set on the rule N days before the start of the session or the meeting (by default: 14 days).

Virtual class sessions concerned are all according to the send condition EXCEPT those that are finished!

• In the case of a virtual class completed on a training session, no need to send an invitation on a complete virtual classes.

This notification is configurable per domain, training course, session.

In the mail content by default, a link enables you to access the training sheet for a learner (from My registrations) but also on the trainer side (from My sessions).

• Information contained dans the event of the external mailbox (ICAL) are described in this section.

Modifications

This type of notification generates an event in an external mailbox. Any modification on the meeting of the virtual class will trigger another send of this same notification during a batch the day same as the modification.

Modifications triggering a new invitation send in update mode in the calendar:

• Start date of the virtual class

• End date of the virtual class

Modifications triggering a new invitation send in delete mode in the calendar:

• Deletion of the class

• Cancellation / Deletion of the registration

• Change / Cancellation / Deletion of the training session with the class

Track replies

How to track replies of users who have received and answered the invitation explained in another section

• Licence: VirtualClassroom

• Parameters included in the mail: in addition to the main parameters

Explanation of the Evaluation session = EvaluationSession

In the context of the reception of a mail to an unknown user of the platform, here is the information available for the mail content:

[%DATASOURCE(Source1,Syfadis.Assessment.EvaluationTrainees.IEvaluationTraineeService,AssertTraineeCanLogin)[%(EvaluationTrainee.Id)%]%]

Thanks to this, you can use as needed:

[%(EvaluationTrainee. Login)%] and [%(EvaluationTrainee. Password)%].

Mail sent to the evaluator when an evaluation is over

This notification alerts evaluators when a learner has completed their evaluation. At recipient level, it concerns mainly the evaluators of evaluation sessions – possible to copy in learner managers.

A mail of this type is sent at the end of the evaluation of a learner.

This notification is configurable per domain – evaluation – evaluation session.

In the mail content by default, a link enables you to access the follow up of the evaluation of the learner – it's a quick shortcut for the evaluator.

• Licence: Assessment

• Parameters included in the mail

These are the same characteristics as the previous notification: complete an evaluation.

• Dynamic fields, useable in the mail

These are the same characteristics as the previous notification: complete an evaluation.

Remind a learner who has not completed their evaluation

This notification alerts learners with evaluations to complete on unfinished sessions. At recipient level, it mainly concerns learners for evaluations – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications.

For this reminder, registrations concerned with evaluations are those that are not finished (progression incomplete), AND started or not according to the configuration Do not send reminders to users who have started, AND corresponding to the send period with the configuration on the notification Number of days after the start date of an evaluation OR session registration:

• From the start of the registration

• From the start of the session

And the training sessions concerned are those that are started AND not finished.

Several notifications of this type can be configured (reminder: D+1, to D+2, etc.) at session level, of an evaluation or of a given domain, with a specific text for each field differentiation code.

Notifications can be configured based on registration mode of the evaluation session.

This notification is configurable per domain – evaluation – evaluation session.

In the mail content by default, a link enables you to access directly to the evaluation lists – it's a rapid shortcut for the learner.

• Licence: Assessment

• Parameters included in the mail

These are the same characteristics as the previous notification: complete an evaluation.

• Dynamic fields, useable in the mail.

These are the same characteristics as the previous notification: complete an evaluation.

Evaluation certificate

This notification transfers the evaluation certificate to a person. At recipient level, it mainly concerns learners registered to an evaluation session – possible to copy in managers or trainers of the session.

• This notification does not concern the training evaluation feature.

A mail of this type is sent during batch notifications AND if and only if the option Send by mail is activated in the notification. A notification of this type is sent only once per learner and on certain conditions to enter in the notification parameters.

Explanation of conditions to obtain the certificate:

• Score exceeded: enter a score as a % to achieve by the learner (have a notion of score is necessary to use this condition).

• The learner has succeeded their evaluation = successful (have a success score is necessary to use this condition).

OR:

• None of these conditions to check = in this case, a learner having simply completed their evaluation.

These conditions are added together: we use ‘AND’, example: score + success checked, we need both 2 conditions to obtain/send the certificate.

The sessions takes into account in the notification send process are those where registrations have begun. Next, only uncertified registrations are taken into account when sending the notification – column Certificated of the table Ass_EvaluationTrainee.

The document joined is in PDF format (transformation of an HTML file in PDF).

The notification can be configured depending on the registration mode of the evaluation session.

This notification is configurable per domain – evaluation – session.

• Licence: Assessment

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Training evaluation notifications

These notifications are attached to the licence Training evaluation.

See:

Complete a training evaluation

Remind a user who has not completed their training evaluation

Complete a training evaluation

This notification alerts the learner that they have an evaluation to perform. At recipient level, it mainly concerns learners registered for a training evaluation – possible to copy in managers or trainers of the session.

A mail of this type is sent during the notification batches and only once per learner for an evaluation. The training sessions concerned are those which are started AND started in the X days before the batch date – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

Notifications can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – training session.

In the mail content by default, a link enables you to access directly the evaluation sheet on the learner side.

Explanation of different cases:

• In the event of the mail being sent to learners, if a manager modifies the trainer for the session evaluation, this latter will not receive the mail given that learners – principal recipients – have already been alerted.

• In the case of a training evaluation process AND the evaluation is configured for learners, a mail is sent to learners. X days later, if a manager checks the option, trainers for this evaluation, the mail will also be sent.

• In the event of a notification activated at a later date (3 months after evaluations for example), completed registrations (end date) to a training evaluation not received prior to the notification will not be taken into account for a potential send.

• Licence: TrainingEvaluation

• Parameters included in the mail

• Dynamic fields, useable in the mail

Remind a user who has not completed their training evaluation

This notification alerts learners who have evaluations to complete. At recipient level, it mainly concerns learners for training evaluations linked to sessions – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications.

For this reminder, registrations concerned with evaluations are those that have not been fully realised (incomplete progression) AND corresponding to the send period with the configuration on of the notification Number of days after the start date of an evaluation registration. And the training sessions concerned are those which are started AND started in the X days before the batch date – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

Several notifications of this type can be configured (reminder: D+1, D+2, etc.) at session level, of a given training session and domain, with a specific text for each field differentiation code.

Notifications can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – training session.

In the mail content by default, a link enables you to directly access the learner side evaluation sheet.

• Licence: TrainingEvaluation

• Parameters included in the mail

These are the same characteristics as the previous notification: complete a training evaluation.

• Dynamic fields, useable in the mail

These are the same characteristics as the previous notification: complete a training evaluation.

Trainer notifications

See:

Cancellation of the trainer invitation

Invitation of the trainer

Modification of the trainer invitation

Reminder of a virtual class

Reminder of an in-person class running

Cancellation of the trainer invitation

This notification alerts a trainer that a training session where the meeting session being run is cancelled. At recipient level, it mainly concerns trainers.

Trigger events that send a mail of this type:

• the deletion of a session

• the cancellation of a session

• the deletion of a class

• the deletion of the trainer on a class

• the end date of a class or of a session

The cancellation means a deletion OR a cancellation of a session, OR a deletion of an in-person class.

A mail of this type is sent to recipients during batch notifications and only once per person if and only if the invitation notification has been sent beforehand for recipients – this notification must be active. Consequently, it is sent after the invitation.

This notification is configurable per domain – training course – session.

In the mail content by default, we display the information of the session but also information of ALL classes OR virtual classes of the session.

• Parameters included in the mail: in addition to the main parameters

Explanation of the dictionary ConvocationForTutorDto

Explanation of the dictionary SynchronousClassroomDto

• Dynamic fields, useable in the mail: in addition to the main parameters.

The main ones are.

Invitation of the trainer

This notification alerts a trainer of a session to animer. At recipient level, it mainly concerns class trainers and also those of the session (in the case of other entrance).

A mail of this type is sent to recipients during the notification batches and only once per trainer on the training sessions they are trainer for. The training sessions concerned are those that are undeleted start in X days following the batch date – X designates the parameter of the notification Number of days before the start of the session (by default: 14 days).

Classes displayed in the notification are sorted per class start date.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Parameters included in the mail

These are the same characteristics as the previous notification

• Dynamic fields, useable in the mail

These are the same characteristics as the previous notification

Modification of the trainer invitation

This notification alerts a trainer of a session that a modification has taken place. At recipient level, it mainly concerns trainers.

A mail of this type is sent to recipients during batch notifications for people concerned (1 sending per person) if and only if the invitation notification has been sent beforehand for recipients – this notification must be active. Consequently, it is sent after the invitation.

• In the event of a manager modifying day 1, then day 2 and that the batch runs every day, the notification is sent on day 1 and also on day 2.

Classes displayed in the notification are sorted per start class date.

Sending conditions are chosen during the notification design process – at least one condition must be selected (mandatory option).

The conditions which trigger a mail send:

• Change of dates (session or event – the start date, end date or time zone)

• Change of locations (event): the adding or modification of a place or an event

• Change of rooms (event): the adding or modification of an event room

• Change of trainers (in-person event): the adding or modification of a trainer on an event

In the case of the option Change of trainers unchecked, the adding or the deletion of a trainer on a given class will not cause the sending of this notification.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

• The on conditions option is mandatory but, unlike the other options, is not taken into account during choice of the notification to send. (learning modes and registration modes)

This notification is configurable per domain – training course – session.

• Parameters included in the mail

These are the same characteristics as the previous notification.

• Dynamic fields, useable in the mail

These are the same characteristics as the previous notification.

Reminder of a virtual class

This notification alerts people on the organisation of a virtual class. It concerns mainly the trainers who run virtual classes.

A mail of this type is sent to recipients during batch notifications. The notification is sent only once per person according to a configuration defined in the notification sheet: a number of days can be set on the rule Day(s) before, alert the trainer of the start of the virtual class (by default: 14 days).

Several notifications of this type can be configured (reminder: the day of the registration, for D-1, D-day, etc.) at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured based on registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link enables you to access the training sheet for the trainer and then the virtual class (element of the training paths of the training).

• Licence: VirtualClassroom

• Parameters included in the mail: in addition to the main parameters

• Dynamic fields, useable in the mail: in addition to the main parameters

Reminder of an in-person class running

This notification alerts people on the organisation of an in-person class. It concerns principally trainers who organize in-person classes.

A mail of this type is sent to recipients during batch notifications. The notification is sent only once per person based on a configuration defined in the notification sheet: a number of days can be set on the rule day(s) before, alert the trainer of the start of the in-person class (by default: 14 days).

Several notifications of this type can be configured (reminder: the day of the registration, D-1, D-day, etc.) at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link enables you to access the training sheet for the trainer and then to the in-person class (element of the training paths of the training).

• Licence: Blended

• Parameters included in the mail : in addition to the main parameters

Explanation of the dictionary PresentialDto

• Dynamic fields, useable in the mail: in addition to the main parameters

Concerning the addition of an attachment, it is possible to add an HTML document type report of an attendance sheet for a class.

General notifications

See:

Alert on training course to register or to complete

Correction of your test

Mail sent to the operator when the automatic sending is impossible

Mail sent to the supervisor in the case of a fatal error on the application

Training sessions available for the wishes

Alert on training course to register or to complete

This notification informs a learner of registrations to start, to complete or in progress every ‘x’ months – monthly reminder of these training courses. It is mainly intended for learners registered on training courses.

You can target managers, users in CC, in CCI.

A mail of this type is sent to recipients during batch notifications. The notification is sent only once per person every ‘x’ months – according to a configuration defined in the notification sheet: the start date = date after which the processing manages this notification via the batch and the send frequency in months.

Example:

• Start date of the processing = 21/03/2025, with a frequency every 2 months

• A mail will be sent to every learner with registrations between 21/01 and 21/03 (date of a registration taken into account), in this  period or AND according to these defined criteria.

This notification is additional to others on the training part. Several notifications of this type can be configured at domain level, with a specific text for each field differentiation code.

Concerning criteria/registration targeting, several exist:

• Codes of the training = training course targets following the information code or the regrouping code – separator ‘;’ to add several – example: ‘DES2E;SZA2’

• Learning mode = targeting training sessions depending on the mode

• Registration modality = targeting training sessions depending on the registration mode

• Registration status = registration targeting based on the state of completion of the learner

• Not started = progression not started (LM Progress = 0)

• In progress = progression in progress (Incomplete)

• Finished and failed = progression ended (Complete) + success failed (Success = No)

This notification is configurable per domain.

In the mail content by default, we display the information on training courses concerned compared to learner registrations.

• Parameters included in the mail

Correction of your test

This notification informs a learner that a correction has been performed on one of these resources in a training plan. It is mainly intended for learners who have produced resources to be corrected.

Training plan resources concerned:

• Questionnaire (Quiz)

• Practical case

A mail of this type is sent to recipients for a correction of a questionnaire OR of a practical case – in the case of a full correction - or when the manager clicks on the button Finish the correction.

• The simple recording of the correction does not send the notification.

This notification is configurable per domain.

In the mail content by default, we display the information of the resource concerned and of the score obtenu.

• Parameters included in the mail

• Dynamic fields, useable in the mail: in addition to the main parameters

Mail sent to the operator when the automatic sending is impossible

This notification alerts a person the sending of an email is in error.

The recipient is by default an email address internal to Bealink – entered in a configuration parameter (not visible via the interface): The email addresses of the catalogue operators = administration.suite5@bealink.com

This notification is configurable per domain.

• This notification is exclusively used by Bealink

• Parameters included in the mail

Mail sent to the supervisor in the case of a fatal error on the application

This notification alerts a person that a fatal error has occurred on the platform.

The recipient is by default an email address internal to Bealink – entered in the config file: administration.suite5@bealink.com

The configuration file with this parameter: web.config.AppSetting

This notification is configurable per domain.

In the mail content, the information on the error is displayed.

• This notification is only for Bealink

• Parameters included in the mail

Training sessions available for the wishes

This notification alerts users registered on training courses from the catalogue that training sessions are available. At recipient level, it mainly concerns the collaborators, but can be sent to other people – possible to copy in their manager.

Rules of the notification:

• Recipients:

• User: people registered on training courses

• Manager: registered managers

• Training sessions = those included in the mail

• Registration mode = Front Office, published to catalogue

• Having available space

• A single mail is sent per subscriber regrouping all the new training sessions per subscription – during the batch

• The sessions within a training registration are sorted per start date/end of session

• Existence of a link (url) in the mail content by default: it allows the user to quickly navigate to the information sheet of a training course to register or unsubscribe.

A mail of this type is sent during batch notifications.

A notification of this type is sent only once per user and regroup all registrations. The sessions concerned are those opened in the catalogue (FO) and with available places.

This notification is configurable per domain.

• Licence: Catalogue

• Parameters included in the mail

• Dynamic fields, useable in the mail

Explanation of the element SubscriptionResults = List of SubscriptionResultItem (item in the table)

Example of a link (url) rerouting to the catalogue sheet of a training course for a subscription – item is a SubscriptionResultItem:

<a href="[%(item.MyLink)%]">[%(item.MySubscription.CatalogItem.Name)</a>

Notification center summary

This notification sends a notification containing unread user notifications according to a frequency.

The notification is personnalisable per domain and is processed by the mail send batch.

The notification will be sent to users if they have unread notifications. If the user has read all notifications, they will not receive them.

The activation of this notification modifies the behavior of the parameters of the notification center users. Instead of having parameters in the notification center, they will be redirected to a configuration page.

You can define the frequency of send:

• Daily: the notification is sent everyday.

• Weekly: the notification is sent according to the days of the week chosen (from Monday to Sunday).

• Monthly: the notification is sent according to the days of the months chosen (from 1 to 28 with the possibility of choosing last day for send the notification on the last day of the month).

List of properties available in the content:

• Recipient

  • Full name

  • Name

  • First name

  • ID

  • Email

• Task name

• Link of the list of tasks

• If task visible or not

• The number of notifications of the tasks

• Object of the mail

• If mail visible or not

• The number of mail notifications

• Link of the list of mails

• Object of the notification

• If mail notification or not

• The number of mail notifications system

• Title of the badge

• Link to the list of badges

• If badge is visible or not

• The number of notification of the badges

• Users can not want to receive the notification and modify the send frequency. For this, they can modify these parameters in their notification center.

Accreditation notifications

These notifications are attached to the licence Accreditation.

See:

Reminder for an accreditation to renew

End of validity for an accreditation

Reminder for an accreditation to renew

This notification alerts the user of an imminent accreditation. At recipient level, it mainly concerns collaborators, but can be sent to other people – possible to copy in their manager.

Explanations of the specific configuration:

• Code: field for differentiation N notifications of the same type for a same domain

• Recipients:

  • User: people concerned by the accreditations

  • Manager: manager users accreditations

  • Accreditation manager: the manager of the accreditation concerned by the notification

  • People who created the accreditations: accredited user creators

A mail of this type is sent during batch notifications.

A notification of this type is sent only once per user and per accreditation. The accreditations concerned are those in the reminder period – between the batch date (with the reminder date) and going back X days – X designates the parameter Number of days during which we try to send notifications linked to accreditations.

Several notifications of this type can be configured at domain level, with a specific text for each using the field Code.

This notification is configurable per domain.

• Licence: Accreditation

• Parameters included in the mail

• Dynamic fields, useable in the mail

End of validity for an accreditation

This notification alerts the user of the end of validity of one of these accreditations. At recipient level, it mainly concerns the collaborators, but can be sent to other people – possible to copy in their manager.

Explanations of the configuration specific:

• Code: field enabling you to differentiate N notifications of the same type for a same domain

• Recipients:

  • User: people concerned by accreditations

  • Manager: accredited user manager

  • Accreditation manager: the accreditation manager concerned by the notification

  • Person created accreditation: user-created accreditation

A mail of this type is sent during batch notifications.

A notification of this type is sent only once per user for an accreditation. Accreditations concerned are those which are no longer valid – between the batch date (with the date of the end of validity) and go back X days – X designates the parameter Number of days during which we try to send notifications linked to accreditations.

In the case of a renewal already performed for a user and an accreditation, the notification will not be sent.

Several notifications of this type can be configured at domain level, with a specific text for each notification using the field Code.

This notification is configurable per domain.

• Licence: Accreditation

• Parameters included in the mail: as above

• Dynamic fields, useable in the mail: as above

Registration notifications

See:

Acceptation of the registration request

Cancellation of an invitation

Cancellation of a registration to a training session

Cancellation of a registration request

Training certification

Training certificate

Training session registration confirmation

Invitation to a training session

Notification examples

Notion of presence

Invitation to an in-person class

Invitation to a role play

Mail sent to the manager in the case of an absent team member

Modification of an invitation

New e-learning resource disponible

Registration reminder

In-person class reminder

Registration request refusal

Acceptation of the registration request

This notification alerts a person that a registration request has been validated and accepted. At recipient level, it mainly concerns people who make registration requests – possible to copy in managers or trainers of the session.

A mail of this type is sent to the end of the process request when this has been validated and accepted for a person:

• Registration on a training session

• Registration on a session waiting list OR of a training course.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

This notification can concern different processes – explained in the refusal notification.

In the mail content, be attentive to training session details. Indeed, a registration request can be simply linked to a training course (WITHOUT a chosen session), in this case, the information on the session is not completed on the creation of the mail to send: TrainingSession is empty – no value (= NULL).

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Cancellation of an invitation

This notification alerts a person that their training session has been cancelled/deleted. At recipient level, it mainly concerns learners registered to training sessions – possible to copy in managers or trainers of the session.

The trigger events that send a mail of this type:

• the deletion of a session

• the cancellation of a session

• the deletion of a registration

• the cancellation of a registration

A mail of this type is sent to recipients during the notification batches and only once per person if and only if the invitation notification has been sent beforehand for recipients – this last one must be active. Consequently, it is sent after the invitation.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Cancellation of a registration to a training session

This notification alerts the learner they have been unregistered on a training session. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications and only once per learner for a session. This notification is strongly linked to the registration confirmation notification. Indeed, if a learner has not received the confirmation notification, they will not receive this cancellation notification.

The sessions takes into account are those with registrations X days ago – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• For information, to not send double notifications and avoid polluting user mailbox, this notification is not sent if the session belongs to a training path of a curriculum AND that the notification Registration Cancellation for a training path is activated – it's this notification which is sent.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Cancellation of a registration request

This notification alerts the person ayant fait a registration request que celle-ci has been cancelled. At recipient level, it mainly concerns the requesters – possible to copy in aux managers.

A mail of this type is sent only once to the requesters, according to the strategy of the notification:

• An immediate sending of the cancellation confirmation

• During the notification batches

This notification does not have specific parameters. Elle is configurable only per domain.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail:

Training certification

• This notification is obsolete since the training certification implementation

This notification transfers a training certification to a person. At recipient level, it mainly concerns learners registered on a training session – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications and only once per learner. The elements taken into account are complete sessions and registrations according to the notification parameters with 2 parameters:

• Sending of the notification N days after:

• Session end date

OR

• Progression validation date on the registration – information LmsFirstCompletedOn in the table Cat_Trainee

• Registrations with progression >= to N%

• If you enter '-1', these parameters are not taken into account on the retrieval of elements.

A time lapse is also implemented on the finished session retrieval: X days ago – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Training certificate

This notification transfers the training certificate to a person. At recipient level, it mainly concerns learners registered on a training session – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications AND if and only if the option Send by mail is activated in the notification.

A notification of this type is sent only once per learner and on certains conditions to enter the notification parameters. These conditions are additioned: it's an ‘AND’, example: threshold + success checked, you need both conditions to obtain/send the certificate.

Explanation of conditions to obtain the certificate:

• Progression threshold exceeded

• Progression threshold to reach (in percentage %)

• The learner has succeeded their training = successful

• The attendances must be entered: both on the learner side and the trainer side.

• The presence at all training classes.

The sending of the notification is also conditioned by a date to take into account:

• Sending the notification N days after:

• Session end date

OR

• Registration end date

Only the uncertified registrations are taken into account when they send the notification – column Certificated of the table Cat_Trainee.

The document attached is in RTF format or PDF (transformation of an HTML page into PDF) – this choice is also possible in the notification parameters.

A time lapse is also implemented on the session retrieval finished: X days ago – X designates the parameter Number of days during which we try to send notifications linked to sessions or training evaluations.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Licence: Certification

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Training session registration confirmation

This notification alerts the learner they have been registered on training session. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications.

A notification of this type is sent only once per learner for a session. The sessions concerned are those with a registration X days ago – X designates the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths.

Cancelled registrations are not taken into account in the sending of the mail.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• For information, to not send double notifications and avoid polluting the user mailbox, this notification is not sent in the case where the session is part of a training path of a curriculum AND the notification Registration Confirmation to a training path is activated – it's this notification which is sent.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Invitation to a training session

This notification invites the learner to a training session. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications and only once per learner for a session. The sessions concerned are those that are not finished and in the desired period according to the notification parameters Date to take into account with the number of days before this date:

• Session start date.

• Start date of the registration: we take into account the start date minimum found among all the session registrations.

For this notification, we also take into account the parameter Number of days during which we try to send notifications linked to sessions, training evaluations or training paths in the send calculation.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

Notifications linked to this:

• Modification of an invitation

• Cancellation of an invitation

• Reminder of a registration

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Examples

First case:

For a number of days before the start date of 15 days before the start of the session and a period of 7 days:

• Invitations are sent from 15 days before the start of the session up to 7 days after the start of the session

• Once this period is over, new registrations are not concerned.

second case:

For a number of days before the start date of -15 days before the start of the session = 15 days after the start of the session and a period of 7 days:

• Invitations are sent from 15 days after the start of the session during an additional period of 7 days

• Once this period is over, new registrations are not concerned.

Third case:

For a number of days before the start date of 15 days before the start of the registration and a period of 7 days:

• Invitations are sent from 15 days before the start of the registration up to 7 days after the start of the registration.

• New registrations are concerned if their registration  dates correspond to this period.

Fourth case:

For a number of days before the start date - 15 days before the start of the registration = 15 days after the start of the registration and a period of 7 days:

• Invitations are sent from 15 days after the start of the registration during an additional period of 7 days.

• New registrations are concerned if their registration dates correspond to this period.

Rule for a configuration of 0 days:

• A number of days before the start date at 0 implies that an invitation is sent from the start day (UTC) of the session or the registration always with a period of 7 days.

Rule for every case:

• Invitations are not sent to learners if their registration is finished = registration end date registration (UTC) exceeded, even if we are always in the send period.

Notion of presence

In order to organize a session in the best conditions, before the session begins, a manager may need to know if a learner will attend the training session or not.

As a result, the learner has the opportunity to inform their manager via a notification by clicking on links.

Several types of notifications are concerned for this notion of learner presence:

• Invitation to a training session

• Modification of an invitation

• Reminder of a registration

For a learner to enter or not their presence, information has been added in the merge fields of these notifications, there are 2 links to insert in the body of the notification:

• Accept: link to accept

• Refusal URL: link to refuse

• The 2 new merge fields are URLs not encapsulated in a link. Indeed, a link is not seen as an HTML, and the name of the link is to modify via the editor during personalisation.

To encapsulate it, you need to add the merge field from the editor, then encapsulates it in HTML via the HTML tab.

Example of text to insert in HTML:

<br />

Please confirm your presence with these links:

- <a href="[%(AprovalUrl)%]" target="_blank">I will be present </a>

<br />

- <a href="[%(RefusalUrl)%]" target="_blank">I will not be present </a>

<br />

Content of a notification with links

When the learner confirms or not their presence, their response is saved in the table Cat_Trainee, column Trai_ConvocationPresence and is indicative.

On the interface, this information is displayed in 2 pages:

• On the list of registrations to a session: next to the last name-first name of a registered user.

• On a learner registration form: fields indicating this information.

• The user can come back on their decision and answer as much as they want, their response will be taken into account - example: I will be present, D+1, I will not be present, taken into account D+1 for their second response.

Invitation to an in-person class

This notification sends an invitation to a person participating on an in-person class to have automatically the event in the calendar of their external mailbox, without clicking on an ical file. It concerns those registered on the meeting and also the trainers.

A mail of this type is sent to recipients during batch notifications only once per person and per session according to a configuration defined in the notification sheet: a number of days can be set on the rule N days before the start of the session or the meeting (by default: 14 days).

Classes concerned are all according to the send condition EXCEPT those that are finished!

• In the case of an in-person class finished within a training session, no need to send an invitation on an in-person class which is finished.

This notification is configurable per domain, training course, session.

In the mail content by default, a link enables you to access the training sheet for a learner (from My registrations) but also on the trainer side (from My sessions).

• An e-learning class is not concerned by this notification.

• Additional notification along with the virtual class.

Modifications

This type of notification generates an event in an external mailbox. De this fait, toute modification on the in-person class must not provoke another sending of this same notification during the batch on the day same as the modification.

Modifications triggering a new invitation send in update mode in the calendar:

• Start date of the meeting

• Meeting end date

• Meeting place

• Meeting room

Modifications triggering a new invitation send in deletion mode in the calendar:

• Deletion of the meeting

• Cancellation/Deletion of the registration

• Change/Cancellation/Deletion of the training session ayant the meeting.

Track replies

How to track replies of people who received and responded to the invitation.

• Licence: Blended

• Parameters included in the mail: in addition to the main parameters

Explanation of the dictionary InvitationMeetingSessionNotificationDto

• Dynamic fields, useable in the mail: the main ones:

Invitation to a role play

This notification sends an invitation to a person participating oto a role play to have automatically the event in the calendar of their external mailbox, without clicking on an ical file. It concerns those registered and also trainers.

A mail of this type is sent to recipients during batch notifications only once per person and per role play according to a configuration defined in the notification sheet: a number of days can be set on the rule N days before the start of the session or the meeting (by default: 14 days).

The role plays concerned are all according to the send condition EXCEPT those that are finished!

• In the case of a class finished in a training session, no need to send an invitation on an event that is over.

This notification is configurable per domain, training course, session.

In the mail content by default, a link enables you to access the training sheet for a learner (from My registrations) but also on the trainer side (from My sessions).

• Information contained dans the event of the external mailbox are explained in this section.

• Additional Notification with the meeting/virtual class

Modifications

This type of notification generates an event in an external mailbox. As such, all modifications on the role play must trigger another sending on the notification during batch runs on the day same as the modification.

• Start date of the role play

• End date of the role play

• Location of the role play

• Room of the role play

Modifications triggering a new invitation send in mode update in the calendar:

Modifications triggering a new invitation send in the mode delete in the calendar:

• Delete role play

• Cancellation / Deletion of the registration

• Change / Cancellation / Deletion of the training session with the role play

Tracking replies

How to track replies from people who have received and responded to the invitation

• Parameters included in the mail: in addition to the main parameters

Explanation of the dictionary InvitationMeetingSessionNotificationDto

• Dynamic fields, useable in the mail: the main fields:

Mail sent to the manager in the case of an absent team member

This notification alerts team managers of the total or partial absence of their team on a closed training session. It mainly concerns managers.

A mail of this type is sent to recipients during clôture of a training session and only once to the manager with every absents (total or partial) of a training session. This mail concerns only the sessions with in-person classes or virtual classes.

Learners, where the presence is not informed, are not taken into account when sending this mail.

As soon as the notification has been sent, if other people are added to the list of recipients, these people will not be notified.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Licence: Blended

• Parameters included in the mail : the main points.

• Dynamic fields, useable in the mail: the main points.

Modification of an invitation

This notification alerts the learner that a modification has occurred on their training session. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications aux learners concerned (1 send per person) if and only if the invitation notification has been sent beforehand for recipients – this notification must be active. Consequently, it is sent after the invitation.

• In the event of a manager who modifies the day 1, then day 2 and that the batch runs every days, the notification is sent on day 1 and also day 2.

Modifications that trigger the sending of a mail of this type:

• Change of session for a learner: of a session A vers a session B of the same formation

• Session start date

• Session end date

• Training location

• Salle of the training location of the session

• Event (class, role play):

• Add an event to the session,

• Delete an event from the session,

• Modification of an event: location, room, start date, end date, list of trainers

The sending conditions on dates (and time zone), rooms, locations are to be chosen during conception of the notification – at least one condition must be selected (mandatory option). For other conditions (change of session, add/delete an event), they are automatically taken into account.

This notification is configurable per domain – training course – session.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

• Option on conditions is mandatory but is not considered during notification choice to send contrary to others options (learning modes and registration modes)

• Parameters included in the mail: the same as for lan invitation

• Dynamic fields, useable in the mail: the same as for an invitation

New e-learning resource disponible

This notification alerts the learner that new resources e-learning are available on their training session – in-presence elements are not concerned (class, situation, cv). At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications and only once per learner for a session. The sessions concerned are those that are not finished OR with registrations started (or starting on the batch date) and non finished.

If the session is eligible, registrations concerned are only registrations that have started. Registrations not started are not concerned by the notification send.

Triggers for this mail send:

• When an e-learning resource is added to the training plan with impact on ongoing sessions for production environments.

• When a resource visibility is modified by the trainer/training manager – make resource visible by a trainer or TM/HR on the training session plan.

• When the start date of a resource e-learning is reached = resource scheduled, starting on day of the batch – for this condition, the send process is as follows:

• Sending during batch processing Notifications: resources taken into account starting on D day of the batch

• Example: processing time at 1h on 15 Jan - resources takes into account = those planned starting on 15 Jan

• Case where the notification is not sent:

• In the case of an invisible resource which is scheduled: not taken into account – no send

• In the case of the processing of the batch Notifications not run (following an error or other): no resend on the day of the batch.

Diagram : when is the notification sent for the last rule?

This notification is configurable per domain – training course – session.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

In the mail content by default, a link enables you to access the training sheet for the learner.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main.

Registration reminder

This notification reminds the learner they are registered on a training session. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent during batch notifications and only once per learner for a session. The sessions concerned are those that are not finished OR those with unfinished registrations, and in the searched periode according to the notification parameters Date to take into account with the number of days before this date:

• Session start date

• Start date of the registration

This notification is configurable per domain – training course – session.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

• Parameters included in the mail: the main.

• Dynamic fields, useable in the mail: the main.

In-person class reminder

This notification reminds the learner that they have an in-person class to perform. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

A mail of this type is sent to recipients during the notification batches and only once per person according to a configuration defined in the notification sheet: a number of days can be set on the rule day(s) before, alert the learner of the start of the in-person class (by default: 14 days).

Several notifications of this type can be configured (reminder: the day of the meeting, D-1, D-10, etc.) at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content, you can add a link allowing access to the training sheet for the learner and then to the in-person class (element of the training paths of the training).

• Licence: Blended

• Parameters included in the mail: in addition to the main parameters

• Dynamic fields, useable in the mail: in addition to the main parameters

Registration request refusal

This notification alerts a person that a registration request that concerns them has been refused. At recipient level, it mainly concerns people requesting a registration – possible to copy in managers or trainers of the session.

• This notification does not concern only a registration request, but other requests also – read the explanation below

A mail of this type is sent at the end of the process requesting when this has been validated and refused. A notification of this type is sent at each validation and registration request refusal per person.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

By default, it concerns every request process (specific request, registration request, etc.). However, you can specify from a list for which type of process is concerned. In this case, generic fields for this type of process are available to enter them in the subject or the mail content:

• Process name: [%(WorkflowMetadataName)%]

• Step of the process: [%(StepMetadataName)%]

• The initiator of the process: [%(Workflow.Owner.Name)%]

Other information: for the process Specific request, you can use this code snippet to retrieve the request type: [%(Step.Data.RequestTitle)%]. Data is type TicketRequest in this case. RequestTitle is the property containing the text of the type, table concerned: Wor_TicketRequest

In the case of a client, if a notification of this type with the option for every process that exists already, and a creation of this same type of notification is performed, it's the last notification (the specific) which is taken into account. Indeed, during selection of the notification to send, we retrieve all the candidate notifications, sort them from the most recent to the oldest, then we take the first active notification.

• Parameters included in the mail: the main points.

• Dynamic fields, useable in the mail: the main points.

Waiting list notifications

See:

Inscription on a waiting list for training courses

This notification alerts a learner when they are put on the waiting list on training courses or training sessions. At recipient level, it mainly concerns learners.

A mail of this type is sent to recipients during batch notifications and only once per learner and per day. In the content of the notification, we list all the registrations on a waiting list for a learner. As soon as the notification has been sent, if other people are added to the list of recipients, these people will not be notified.

This notification is configurable only per domain.

Use of a configuration parameter to widen the send period of the notification: Number of days during which we try to send notifications linked to sessions, training evaluations or training paths – by default 7 days.

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Deletion of a registration placed on a waiting list

This notification alerts a learner when their registration on a waiting list on a training course or a session has been cancelled/deleted. At recipient level, it mainly concerns learners.

A mail of this type is sent to recipients during deletion of the registration on a waiting list.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

• Parameters included in the mail

• Dynamic fields, useable in the mail: the main points.

Training plan notifications

Breakdown of training needs

This notification informs people of replies to their training needs in a closed training plan. It concerns people with nominative needs, not deleted and who have not yet received the notification. To alert managers of these people, you must activate an option in the notification.

A mail of this type is sent on a closed plan during processing Send a summary. The notification is sent immediately (according to the notification parameters) and only once per person.

This notification is configurable per domain.

In the mail content by default, a table resumes every training need with for each need the arbitration need (except those that are deleted).

A table is displayed in the mail content:

Explanations of special cases:

For a multi-domain customer, in the case of a domain that has not defined a notification of this type, no mail will be sent for this domain and it will be indicated in a list of domains without notification at the end of this processing so that the connected user is aware of it.

In the event of needs are added to the closed forecast plan, to a second launch of this treatment, a mail is sent and only the new training needs are present in the mail content. If a need has changed over time (for example, the arbitration status has been modified), it will not be affected by this second mail - however, no mail will be sent for it..

• Licence: Finance

• Parameters included in the mail: in addition to the main parameters

Explanation of the object TrainingNeed – a training need, the main properties:

• Dynamic fields, useable in the mail: the main points.

Process notifications

See:

Session choice

Notification of a new process task

Resource sharing

Automatic reminder of process tasks

Reminder of process tasks – non batch

Reply to a specific request

Session choice

This notification informs the person who has responded to session campaign choices.

A mail of this type is sent to recipients when they respond to a campaign session choices:

• during choice of a session

• during choice no session is suitable

• for a change of choice

The notification contains the information of the chosen session or a message indicating no chosen session.

This notification is configurable per domain.

• Licence: SessionChoice

• Parameters included in the mail

Explanation of the object SessionChoiceResponse:

• Dynamic fields, useable in the mail: the main points.

Notification of a new process task

This notification alerts a person they have a task to perform. At recipient level, it mainly concerns team managers, trainers or other people with responsabilities.

• This notification is generic and concerns all types of process created in the platform client, but it can become specific to a process – read the explanation below.

There is a notion of delegation. If this notion is used for people with tasks to perform, this mail is also sent to delegated people.

This notification is configurable per domain.

By default, it concerns every process. However, in the notification parameters, you can specify from a list for which type of process that concerns.

Specificities

Example of a notification concerning only a process

Generally, when the notification is configured per process, a mail of this type is sent with each creation of a step of a process.

In our example (see above), the notification is configured only for the process Dynamic 1 AND only for the step 1 and 2. Indeed, the step Registration request is the process initialisation step – creation by the requester, and therefore not active to send a mail:

• Registration request: inactive – is not used.

• Step n°1: after the creation of the request, a mail of this type is sent to people who can validate a registration request of the step n°1.

• Step n°2: after the validation of the step n°1, a mail of this type is sent to people who can validate a registration request of the step n°2.

• etc.

When sending a mail for the validation of a step, the notification taken into account is that associated with the domain of the requester.

• In the case of no notification activated on the requester domain, the one taken into account is that of the domain parent and so on … according to the non activation in this domain.

The processes existing in the platform:

• Evaluation:

  • Self evaluation

  • Evaluation by the manager

  • Self evaluation, interview and evaluation by the manager

• Career interview

• Registration request

Personal request registration – Dynamic process

Registration request

• Correction of a test:

Those concerned with corrections are those linked to the privilege My sessions Correct the tests

• Specific request

• Session choice

• Resource share request

• This list is not exhaustive, it can evolve in time.

In the event of a specific notification, generic fields are available to enter them in the subject line or the mail content:

• Process name: [%(WorkflowMetadataName)%]

• Step of the process: [%(StepMetadataName)%]

• The initiator of the process: [%(Workflow.Owner.Name)%]  or [%(Owner.Name)%]

Explanation:

• For the process Specific request, you can use this code to retrieve the request type: [%(Step.Data.RequestTitle)%]. Indeed, Step.Data is of type TicketRequest in this cas. RequestTitle with the property containing the text of the type, table concerned: Wor_TicketRequest

• In the case of a client, if a notification of this type with the option for every process exists already, and that a creation of this same type of notification on a process targeted step is performed before or after the global notification, it's the specialised notification which is taken into account. Indeed, the specialised notification on a step is privileged compared to the global.

• In the case of a client, if a notification of this type on a step of a targeted process exists already, and that a creation of this same type of notification on another step of a process is performed, the notification taken into account will be performed according to the process.

Characteristics

• Parameters included in the mail

• Dynamic fields, useable in the mail

Resource sharing

Request

This notification requests a creator to share their resource from the resource catalogue. For recipients, it mainly concerns resource creators.

A mail of this type is sent for resource sharing requests via the button Request on the resource sheet in the resource catalogue – a single request possible per resource.

• In the case of a utilisation of this notification chez a client, it is preferable to deactivate or modify the notification New task for a process if it also is used. Indeed, the notion of sharing is also a process and consequently, there can be doubles of mails sent.

In the mail content by default, links enable to reply to the request:

• Accept: this link sends a new notification (if it is active)

• Refuse: this link sends a new notification (if it is active)

This notification is configurable per domain.

• Licence: ResourceCatalog

• Parameters included in the mail

Explanation of the object SharingRequest:

• Dynamic fields, useable in the mail

Negative response

This notification alerts a person that their resource share request has been refused. This is closely linked to the previous notification.

A mail of this type is sent during validation of a share request on a resource in the case of a refusal via the mail from the link Refuse OR via the validation step of share request.

This notification is configurable per domain.

• Licence: ResourceCatalog

• Parameters included in the mail

• Dynamic fields, useable in the mail

Positive response

This notification alerts a person that their resource share request has been accepted. It is closely linked with the previous notification.

A mail of this type is sent during validation of a share request on a resource in the case of an acceptation via the mail from the link Accept OR via the validation step of the share request.

This notification is configurable per domain.

• Licence: ResourceCatalog

• Parameters included in the mail

• Dynamic fields, useable in the mail

Automatic reminder of process tasks

This notification reminds a person they have a task to perform. At recipient level, it mainly concerns team managers, trainers or other people with tasks to validate.

• This notification is generic and concerns all types of process created in the platform, but it can become specific to a process – read the explanation in the previous section.

• This notification is not linked to a New task.

A mail of this type is sent to recipients during batch notifications and only once per person according to a configuration defined in the notification sheet: a number of days can be set on the rule Number of days after the task creation date

Several notifications of this type can be configured (reminder: the day of the task, D+1, D+2, etc.) at domain level, with a specific text for each field differentiation code.

There is a notion of delegation. If this notion is used for people with tasks to perform, this mail is also sent to delegates.

This notification is configurable per domain.

A deadline is set also for task retrievals to perform – in addition to the notification: during X days – X designated the parameter Number of days during which we try to send the automatic reminder notification (by default: 7 days).

In the mail content by default, a link enables you to access the task to validate.

• Parameters included in the mail: the same as the notification New task

• Dynamic fields, useable in the mail: the same as the notification New task.

In the case of a client, if a notification of this type with the option for every process exists already, and that a creation of this same type of notification on a targeted process step is performed before or after the global notification, it is the specialised notification that it taken into account. Indeed, the specialised notification for a specific step is preferred to an overall notification.

Reminder of process tasks – non batch

This notification reminds a person they have a task to perform on certain processes. At recipient level, it mainly concerns team managers, trainers or other people with responsabilities.

• This notification is not linked to New task

Processes concerned by this notification:

• Campaigns: interview, evaluation, session choices, etc.

• Questionnaire corrections

• Corrections of a practical case

A mail of this type is sent to recipients:

• For the progress of a campaign: a button Restart exists in the page Campaign progression and can be used by a manager as a reminder for interviews or others to perform.

• At the end of a questionnaire by a learner which is to be corrected: the correctors receive a mail for carrying out the correction

• For a practical case for a response: a button Send allows a learner to send an attachment to the practical case. At this point, the graders receive their first e-mail for correction (new task) and possibly of a second mail which is a reminder mail.

This notification is configurable per domain.

In the mail content by default, a link enables you to access the task to validate.

• Parameters included in the mail: the same as the notification New task.

• Dynamic fields, useable in the mail: the same as the notification New task.

Reply to a specific request

This notification provides a response to the person who has made a specific request. It is linked to the feature Specific request.

A mail of this type is sent during validation of a specific request via the validation step of the request.

This notification is configurable per domain.

In the mail content by default, a link enables you to access the request for the learner – follow up of the request.

• Parameters included in the mail

Explanation of the object TicketRequest:

• Dynamic fields, useable in the mail

Training course reminder notifications

Remind a learner who has not started their training

Remind a learner who has not completed their training

Trainer/manager reminder if a learner has not finished/validated their training

Remind a learner who has not started their training

This notification reminds the learner that they have a training session to perform and que celle-ci is already started. At recipient level, it mainly concerns learners – possible to copy in managers or trainers of the session.

• The label of this notification is potentially misleading. The main elements concerned are registrations that are started OR not – explanation below.

A mail of this type is sent during batch notifications and only once per learner.

For this reminder, registrations concerned by training courses are those started OR not according to the configuration. Do not send reminders to users who have started AND corresponding to the send period with the configuration on the notification Number of days after the date:

• From the start of the registration

• From the end of the registration

• From the start of the session

• From the end of the session

Several notifications of this type can be configured (reminder: the day of the start of the session or registration, D+1, D+2, etc.) at session level, of a given training session and domain, with a specific text for each field differentiation code.

The notification can be configured depending on the learning mode of the training and the registration mode of the training session.

This notification is configurable per domain – training course – session.

In the mail content by default, a link enables you to access directly the training session learner side.

• Parameters included in the mail: in addition to the main parameters

• Dynamic fields, useable in the mail: in addition to the main parameters