Locate the Activity you wish to set up an Email Reminder for and go into its administration area.
Click on the Email Reminders tab on the left-hand side.
Click on the New Email button.
You will be taken to a 3-step wizard.
Write a customised Email Reminder using the Custom Fields on the right-hand side to automatically populate the email with key information, such as first name, last name or Activity name.
Double-click on one of the Custom fields items and it will be inserted into the email.
An example of a customised email is shown below with the custom fields inserted into the text.
Click on the Send Test Email button to review the email before sending it to recipients. The test email will be sent to the email address on the account you are using and will be addressed to you.
Please note that as the test email is unable to pull relevant Custom Field data from the Activity, the Due Date field will display as today's date and the Set Password Link will say it has expired if clicked on. However, these fields will work correctly when sending to a real registered User where it is able to pull correct data.
Here is an example of a test email:
Click on Next when you are happy with the email's content.
You can now determine the recipients of the email by:
|Selected Groups||Allows you to select Users by Organisation/Organisation Unit. For example, you may only want to send an email to the HR department.|
|Selected Categories||Similar to Groups, this setting allows you to select a User based on the Categories you have added to the LMS, which could be job roles or office location. For example, you might only want to send an email to all types of managers and if you have this set up as a Category(ies), you will be able to use it.|
|Completion Status||Filters Users by the Completion Status of the Activity. For example, if you're reminding Users to complete an Activity, you would remove any users who have completed it by unchecking the Completed box.|
Don't forget that the email will be sent to the pool of Users who are registered to the Activity unless you refine the list down using one or more of the above options.
Simply click on the links next to the options you wish to change and click Next when complete.
Use the radio buttons and dropdown menus to specify how often the email will be run, when it will start running and whether the registered Users or their Line Managers will receive the email.
Please note that if you use the Line Manager option, the Users will not be collated onto one email and the Line Manager will receive an email for each User who meets the criteria you have set.
An example Email Reminder is shown below, which has been set to be sent to registered Users 2 days prior to the Due Date, starting immediately:
You can also set the email to run on certificate expiry, or specify a time before certificate expiry.
Click on Finish to finalise your settings.