Locate the Activity you wish to set up an Email Reminder for.
Click on the Email Reminders tab.
Click on the New Email button.
You will be taken through a 3-step wizard.
Step 1
Add a Subject. This will be the subject line of the email when it is received. This field is mandatory.
Write a customised Email Reminder using the Custom Fields on the right-hand side to automatically personalise the email with key information, such as first name, last name or Activity name.
Double-click on a Custom fields item to insert it into the email body.
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 send an example email to your own email account to review the email before setting the email to start running on the activity.
Note: as the test email is unable to pull live 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 in correct data.
Here is an example of a test email:
Click on Next when you are happy with the email's content.
Step 2
You can determine the recipients of the email. Emails will be sent to all Users who are registered on to the Activity unless you refine the list down using one or more of the below options.
| Selected Groups |
Allows you to send different emails depending on where Users are located within the organisation hierarchy. You can select an entire organisation or one or more specific organisation units. Click on the Click to add link and then tick the Organisation or Organisation Unit(s) you wish to use. If selecting an Organisation Unit, tick include child units if you want to include sub-units listed beneath it. Clicking on the cross to the left of a unit name will expand to display which sub-units sit beneath it. Select as many as apply. |
| Selected Categories |
Similar to Groups, this setting allows you to send different emails according to the Person Categories a User has been assigned. Click on the 0 category selected link. Search for a category using the search and filters on the right and then tick the box to the left of the category (or categories) you wish to use. The categories you have selected will be listed on the left. |
| Completion Status |
Filters Users by their Completion Status for the Activity. Click on the Not Attempted, Incomplete, Completed link then remove any ticks next to the statuses you don't wish to include in the email. For example, if you're reminding Users to complete an Activity, you would keep Not Attempted and Incomplete as ticked but remove the tick next to Completed. Anyone who has already completed the activity would not receive an email. |
| Success Status |
Only available for Assessment, Pathway, Form and eLearning activities. Filters Users by Success Status for the activity. Click on the Any link then choose whether to send to Any status, Passed or Failed. For example, if you wanted to congratulate users who have passed an assessment you would select Passed. The email will only go to Users who have passed the assessment. |
If you don't want the email reminder to send if the activity gets archived, tick the Disable email reminder for archived activities box.
Once you have chosen your Rules (if required), click Next.
Step 3
Use the radio buttons and dropdown menus to specify how often the email will be run, when it will start running and whether to send to the registered Users or their Line Managers.
Note: 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. In addition, the Custom Field data will related to the registered user and not the Line Manager.
In the example below, an email will be sent to registered Users 2 days prior to the Due Date. The email will start sending immediately if the criteria is met.
You can also set the email to run on certificate expiry, or specify a time before certificate expiry.
Click Finish to create your Email Reminder.