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Choosing an email configuration

Who can email whom in CourseMill, and how to set organization email support to internal, none, external, or disabled.

Email is useful for each user role in CourseMill. This article describes the email available to each role, who can email whom and how to enable it, and the organization-level email support settings (internal, none, external, or disabled).

Email available by role

Students

  • Can receive course/curriculum-specific email notifications, for example when the student is enrolled in a course/curriculum, removed from a course, or on or removed from a wait list. Students also receive notifications for when a course/curriculum is about to start, or after a course/curriculum is completed and a certificate is waiting.
  • Can email the instructor if one is set up for a course.
  • Can email other students posting entries in a discussion board.

Instructors

  • Can email all students within a course or session.
  • Can email all students listed on a report.
  • Can email students posting entries in a discussion board.
  • Can have Report Locker reports automatically sent to them as a copy recipient.

Reporters

  • Can email all their assigned students listed in a report.
  • Can have Report Locker reports automatically sent to them as a copy recipient.
  • Can be copied on all users' notifications, if the reporter has the rights to the student.

Admins

  • Can email all students listed within a report.
  • Can email all students within a course or curriculum.
  • Can have Report Locker reports automatically sent to them and additional reporters.

Who can email whom

Each type of email, who has permission to send it, and how to set up that configuration:

  • Send email to any student listed on a report (Instructor, Reporter, Admin) – When a report is run that lists students, the Mail Students From Report button is displayed in the top navigation bar.
  • Send email to the instructor of the course (Student) – Click the blue Mail icon to the right of the course in the My Courses section of the student interface. An email dialog box is displayed.
  • Send email to some or all students enrolled in a course or session (Instructor, Admin) – In Manage Courses or Manage Sessions, select the course or session and select the Mail tab on the top navigation bar to email all students enrolled. See Sending email to users.
  • Reporters can have progress reports emailed to them (Reporter) – Admins go to Manage Users > View/Edit Details, select the user, and check the schedule for progress reports. These are scheduled in Manage Scheduled Tasks, or are reports that have been set up and scheduled in the Report Locker.
  • Reporters can receive copies of all students' notifications – Those who have access to Manage Users go to View/Edit Details, select the user, and check CC student emails if that User is a Reporter. Use the weekday check boxes in the lower portion of the User Details dialog.
  • Run a report on a schedule and have it emailed to you (Instructor, Reporter, Admin) – Run your report, click Save to Report Locker, then go to Reports > Report Locker, select the report, click View/Edit Details, and set the report to run and be emailed to you on a schedule.
  • Run a report on a schedule and have it emailed to you and other instructors or reporters (Reporter, Admin) – Run your report, click Save to Report Locker, then go to Reports > Report Locker, select your report, click View/Edit Details, set the report to run on a schedule, and select the recipients of the copy of the report.
  • Send email to another student that has posted in the Discussion Board (Student, Instructor, Reporter, Admin) – Go to Admin Tasks > Manage Org > Community and check the Allow Student to Student Email box.
  • Email attachments (Student) – Go to Admin Tasks > Manage Org > Community and check the Allow Email Attachments box. If you allow attachments but do not allow student-to-student emails, students can still send emails with attachments to the instructors of their courses. This can include assignments or required paperwork for participating in a course.
  • All notification emails (Admin) – All org-level and curriculum-level emails generated from a notification setting come from the administrator email address specified in the managed property AdminEmail. Notifications for courses are emailed from the instructor.

Note: For more information on notifications, see How notifications work.

Set up internal email support

Internal email is an email account inside CourseMill that is associated with the CourseMill log-in and can be accessed only within the CourseMill interface. Emails can be shared only among users within CourseMill, and users must log in to CourseMill to compose, send, and retrieve emails. Availability of internal email is indicated by the Mail tab on the user interface.

Note: If you use this type of email support, notifications and email reports could be less effective, because users need to be signed in to CourseMill to see their messages.

The global admin sets up internal email as follows:

  1. Expand Admin Tasks from the left navigation menu and select Manage Orgs.
  2. Click View/Edit Details for the organization.
  3. Select the Community tab in the pop-up window.
  4. For the Email Support item, select the value Internal Org Email Allowed from the list.

Set up no email support

Selecting no email support disables all notifications, scheduled reports in the Report Locker, and email communications at the organizational level.

  1. Expand Admin Tasks from the left navigation menu and select Manage Orgs.
  2. Click View/Edit Details for the organization.
  3. Select the Community tab in the pop-up window.
  4. For the Email Support item, select the value No Org Level Email Allowed from the list.
  5. If you choose no email at the organization level, you can then choose what type of email you want at the course/session level, using the Course/Session Email Restrictions item.

Set up external email support

For external email, the system sends emails and notifications to and from the email address in each user profile. To set it up, see Configuring external email support.

Disable all email support

Disabling all email support disallows emailing at all levels of the organization: curriculum, course, and session.

  1. Expand Admin Tasks from the left navigation menu and select Manage Orgs.
  2. Click View/Edit Details for the organization.
  3. Select the Community tab in the pop-up window.
  4. For the Email Support item, select the value Disable All Email Support from the list.
  5. To verify that course-level emails are automatically disabled, select Manage Courses, right-click a course, and select View/Edit Details from the drop-down list.
    • Under the Community tab, the Email Support item has the value Disabled at Org level and is protected from being changed at the course level. The same is true at the session level.

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