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Managing Organization Notifications

Activate, view, and edit the five organization-level notification emails, including text-variables and sender settings.

Organization notifications are automatically generated emails that you can activate and customize. For example, you can activate a notification that sends login information to users when they are enrolled in an organization.

Before you begin

  • Global administrators can activate, inactivate, and edit notifications belonging to all organizations. Administrators with restricted access can activate, inactivate, and edit only the notifications within the organization to which they are restricted.
  • Organization notifications are managed by administrators in the Manage Notifications area under the Admin Tasks section.

Organization notification types

The organization has five unique notification messages. Each can be delivered by email if the Active check box is checked when you edit the notification message.

  • Enrolled in the Organization – Sent to the user when the new user is created (a new CourseMill user). Contents: login credentials (username, password, and the CourseMill Web address for signing in).
  • Forgot Login or Password – Activates the "Forgot your UserID or Password" button on the Login screen. When the button is clicked, this notification is sent to the user. Contents: username, password, and the CourseMill Web address for signing in.
  • eCommerce Receipt – Sent to the student when the student makes a purchase (a receipt for course purchases, if purchasing is available).
  • Approval Requests – A nightly list of approval requests that is sent to the student's manager when a student has tried to enroll in a course or curriculum requiring prior approval. Contents: the list of users that have requested enrollment and the CourseMill Web address for signing in.
  • Outstanding Evaluations – Sent to the instructor when there are pending course evaluations to be completed before the student is allowed to continue.

Note: Approval Requests will function only if the organization allows users to self-enroll in a course or curriculum, and the Registration Requires Approval box is checked in the Course/Curriculum Detail setup. The manager receives the curriculum/course requests for approval.

View the notification list

  1. Open the Admin Tasks side-tab and click Manage Notifications.
  2. Select the appropriate org ID. The five notifications are displayed.

The notifications are listed alphabetically. Click a column heading to re-sort the table. Use the fields in the Search box to locate a specific notification. The list also shows the activity status of each notification.

Activate or inactivate a notification

When a notification is active, members of your organization receive emails when the events that trigger the notification occur.

  1. Open the Admin Tasks side-tab and click Manage Notifications.
  2. Double-click the notification, or select the notification and click Edit (or View/Edit Details). Alternatively, select the notification, right-click on the table, and select Edit.
  3. On the Notification window, enable the Active check box to activate the notification, or disable it to inactivate the notification.
  4. Click Save.

Edit the contents of a notification

You can specify the subject and body text of a notification. Each notification contains default sample content that you can customize to your preference.

  1. Open the Admin Tasks side-tab and click Manage Notifications, and select the appropriate org ID.
  2. Double-click the notification you want to edit, or select the notification and click Edit (View/Edit Details). Alternatively, select the notification, right-click on the table, and select Edit. The Notifications dialog is displayed.
  3. Edit the text of the Subject and Message fields as necessary. You can insert the text-variables listed below in the subject and body.
  4. Click Save.

Variables are field names that are pulled directly from CourseMill's database to personalize messages. Data pulled from the database is placed in the associated variable names, for example <#USER_FIRSTNAME#> and <#USER_ID#>. Select Help to view a complete list of available variable names.

Notifications can be straight text or can be written in HTML if you want to take advantage of font size and color.

Text-variables

  • <#START_DATE#> – Start date of the course or curriculum
  • <#END_DATE#> – End date of the course or curriculum
  • <#LOCATION#> – Location of the course or curriculum
  • <#LOCATION_DESCRIPTION#> – The description of the location
  • <#COURSE_NAME#> – Name of the course
  • <#CURRICULUM_NAME#> – Name of the curriculum
  • <#CURRICULUM_DESC#> – Description of the curriculum
  • <#SESSION_NAME#> – Name of the session
  • <#INSTRUCTOR_NAME#> – Name of the instructor
  • <#USER_ID#> – Student’s user ID
  • <#USER_FIRSTNAME#> – Student’s first name
  • <#USER_LASTNAME#> – Student’s last name
  • <#USER_FULLNAME#> – Student’s full name
  • <#USER_PASSWORD#> – Student’s password
  • <#USER_SUBORG0#> thru <#USER_SUBORG15#> – Defined sub-org values
  • <#CM_LINK#> – CourseMill Log-in URL
  • <#MEETING_DAYS#> – Days of the week that the session meets
  • <#START_TIME#> – Session start time
  • <#END_TIME#> – Session end time
  • <#COURSE_NOTES#> – Course notes
  • <#COURSE_DESC#> – Description of the course
  • <#COURSE_LAUNCH#> – URL that automatically logs the student in and immediately launches the course
  • <#SESSION_NOTES#> – Session notes
  • <#WAITLIST_POSITION#> – Position on the waitlist, if enabled
  • <#CREDIT_HOURS#> – Number of credit hours earned
  • <#COMPLETION_DATE#> – Course completion date
  • <#DB_NAME#> – Database name
  • <#TOPIC_NAME#> – Discussion board topic name
  • <#TOPIC_ENTRY#> – Discussion board topic entry
  • <#TOPIC_POSTER#> – Name of the discussion board topic poster
  • <#SCORE#> – Score for the course.
  • <#PURCHASE_DATE#> – Date of purchasing the course
  • <#FOREACHITEM#> – Number of items purchased
  • <#CATALOG_TYPE#> – Type of course catalog
  • <#CATALOG_NAME#> – Name of course catalog
  • <#CATALOG_PRICE#> – Price of course catalog
  • <#ENDFOREACHITEM#> – End of item purchase
  • <#SHOPPING_CART_TOTAL#> – Total cost

Sender address for notification emails

Note: Email notifications are set to come from the Administrator defined in Managed Properties if the notification is one of the organization notifications, one of the curriculum notifications, or one of the notifications of a course if no instructor is set up. This administrator is used across all organizations. The administrator settings AdminEmail and AdminName are what appear in the From portion of the notification email. If there is more than one organization within your site, these settings are seen across all the organizations, so you may want to add the organization name within the body of the email notification text or subject line.

Managed Properties showing the AdminEmail and AdminName settings

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