System Default Notifications Defined

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System Default Notifications Defined

There is an extensive list of available system default notifications available for configuration on the Administrator's Console. The notifications can be found under System > Maintain System Default Notifications. These notifications are the emails that are automatically generated by the LMS based on the action performed.

Some of the notifications listed below are also available at the Resource and/or Media Type level. For these type of notifications, the system will always look at the most specific notification first, and then work out to the more general notification. So, first the system will check to see if a notification has been set up for the specific resource. If yes, that notification will be sent. If no, then the LMS will check to see if a notification has been set up for that specific media type. If yes, then that notification will be sent. If a notification has not been set up at either the Resource level or the Media Type level, then the system default notification for that notification type will be sent.

Listed below are all of the System Notifications that are currently available. Please note that even though every notification type may be listed in your system, that does not mean that every notification type is active and will be used. If you have specific questions about which notifications are active in your system, please contact the UL Support Team.

This guide is designed to indicate which notifications are default enabled and disabled and to define when each type of notification will be used.

Evaluation Notifications

Use Case: Course evaluation data can be gathered through the use of Level 1 (immediately after completed course) and Level 3 (30 days, customizable after completed) evaluations. Sample questions will gather information in Content, Methodology, User Reaction, Appearance and Use, Written Feedback, Computer Specifications, Performance, Facilitation, Course and Content Design.

Notification	System Default	Default	ILC	Resource	Media
To learner to fill out level one evaluation	Sent to the user when they complete a Level 1 evaluation. The link to the evaluation will be included in the notification.	Enabled	NA	NA	NA
To learner to fill out level three evaluation.	Sent to the user when they need to complete a Level 3 evaluation. The link to the evaluation will be included in the notification.	Enabled	NA	NA	NA

Approval Notifications

Use Case: If courses require approval, the following notifications can aid participants in notifying of approval actions occurring.

Notification	System Default	Default	ILC	Resource	Media
To administrators upon enrollment of any person	Sent to the administrators each time an enrollment is created.	Disabled	NA	NA	NA
To administrators upon approval of any enrollment	Sent to the administrators each time an enrollment that was pending approval has been approved.	Disabled	NA	NA	NA
To manager requesting approval	Sent to the manager when one of their direct reports enrolls in a course that requires approval.	Enabled	NA	Manager Approval Request	Manager Approval Request
To manager when manager approves enrollment	Sent to the manager confirming that they have approved an enrollment.	Enabled	NA	NA	NA
To manager when they decline a request for approval	Sent to the manager confirming that they have declined an approval request.	Disabled	NA	NA	NA
To manager to remind them of enrollment pending approval	Sent to the manager reminding them that there is a pending approval request. The timing of this notification will vary between systems.	Disabled	NA	NA	NA
To user to confirm a resource is pending approval	Sent to the user to confirm that a new enrollment is pending manager approval.	Enabled	NA	NA	NA
To user confirming manager has approved enrollment	Sent to the user when their manager approves the pending enrollment.	Enabled	NA	Manager Approved	Manager Approved
To user when manager declines approval	Sent to the user when their manager declines the pending enrollment.	Enabled	NA	Manager Decline	Manager Decline

Approval Notifications - Expiring

Use Case: If courses require approval, the LMS is configured to remind the manager of requested approval 7* days before the user's request to take course expires. *Number of days can be customized.

Notification	System Default	Default	ILC	Resource	Media
To manager when a request for approval is about to expire.	Sent to the manager when a course approval is about to expire, forcing an automatic decline. The timing of this notification will vary by system.	Disabled	NA	NA	NA
To user when a request for approval is about to expire	Sent to the user when a course approval is about to expire, forcing an automatic decline.	Disabled	NA	NA	NA

Approval Notifications - Expired

Use Case: If courses require approval, the LMS is configured to allow the manager 30* days to approve or disapprove the user's request to take a course. *Number of days can be customized.

Notification	System Default	Default	ILC	Resource	Media
To manager upon expiration of a pending approval	Sent to the manager confirming that an enrollment that was pending manager approval has expired. The enrollment has been declined.	Disabled	NA	Manager Approval Expiration	Manager Approval Expiration
To user upon expiration of a pending approval	Sent to the user informing them that an enrollment that was pending manager approval has expired. The enrollment has been declined.	Disabled	NA	Student Approval Expiration	Student Approval Expiration

Enrollment Notifications

Use Case: To notify users, managers, and/or administrators of the enrolling or dropping of courses.

Notification	System Default	Default	ILC	Resource	Media
To manager to confirm users enrollment	Sent to the manager when a direct report enrolls in a resource.	Disabled	NA	NA	NA
To user (manager or administrator) when enrolling others	Sent to the user (manager or administrator) confirming the enrollments that they created through Enroll Others.	Enabled	NA	NA	NA
To user upon dropping an enrollment - Will remove class from learning plan, option to cc supervisor. Can be disabled. ILT vs Online training versions available.	Sent to the user confirming a dropped enrollment.	Enabled	Can be enabled with Dev Assistance	NA	NA
To manager upon user dropping an enrollment	Sent to the manager when one of their direct reports drops an enrollment.	Disabled	Can be enabled with Dev Assistance	NA	NA
To user upon enrollment: only through shopping cart, if Facilitated yes this goes, if no price, free free no, online, no	Sent to the user when they enroll in a course through the course catalog or class calendar.	Disabled	Only if Shopping Cart is used. If free course, none sent.	Enrollment	NA
To user upon enrollment by another user	Sent to the user when they are enrolled in a course by another user (manager or administrator). This is the enrollment notification that is used when an enrollment is created through Enroll Others, Batch Uploads and Manage Credit and Enrollment. This notification is NOT sent when a course is "pushed" to a user-s plan due to audience mapping.	Enabled	NA	Enrollment by Others	Enrollment by Others

Outside Learning Notifications

Use Case: When a user has taken a course outside the LMS and wishes the course to be listed on the Learning History (transcript), users can request the course be added. Requires approval by manager to be added, this notification alerts manager of the request.

Notification	System Default	Default	ILC	Resource	Media
To manager when user requests completion credit for outside learning activity	Sent to the manager when a direct report creates an outside learning activity that requires a manager-s approval to mark it complete.	Disabled	NA	NA	NA

Instructor-Led Class Notifications

Use Case: For Instructor-Led courses, these notifications will alert users, managers, and administrators of the following actions.

Notification	System Default	Default	ILC	Resource	Media
To user upon rescheduling to another class date	Sent to the user informing them that an administrator rescheduled them into a different class date.	Enabled		NA Student Rescheduled by Others	NA Student Rescheduled by Others
To instructor upon assignment to a future class date	Sent to the instructor when a new (future) class date is created and they are the listed as the instructor.	Disabled	Notify Instructor, Prior to Class or After Registration Close	NA	NA
To instructor upon being removed as an instructor on a future class date - no	Sent to the instructor when they are no longer listed as the instructor for a class for which they were previously scheduled.	Disabled	NA	NA	NA
To manager when an enrollment has been approved and the user is now on the waiting list	Sent to the manager confirming that they approved a pending enrollment in a class for one of their direct reports, but that the class is now full so the user has been placed on the waiting list.	Disabled	NA	NA	NA
To user when an enrollment has been approved and they are now on the waiting list	Sent to the user informing them that their manager has approved their pending enrollment, but that the class is now full so they are being placed on the waiting list.	Disabled	NA	NA	NA
To user when user reschedules their own enrollment	Sent to the user when they reschedule themselves into a different class date.	Enabled	NA	NA Student Rescheduled	NA Student Rescheduled

Instructor-Led Class Notifications - With Approvals

Use Case: ILTs with approvals, these notifications can be enabled to alert users, managers, administrators, and/or instructors.

Notification	System Default	Default	ILC	Resource	Media
To instructor when instructor approval is required for an enrollment	Sent to the instructor when a user has enrolled in a class that requires instructor approval.	Disabled	NA	NA	NA
To user when instructor approval is required for an enrollment	Sent to the user when they enroll in a class that requires instructor approval.	Disabled	NA	NA	NA
To user when an instructor has approved their enrollment	Sent to the user when an instructor approves their enrollment into the selected class.	Disabled	NA	NA	NA
To user when an instructor has approved their enrollment and they are now on the wait list	Sent to the user when an instructor has approved their pending enrollment, but that the class is now full so they are being placed on the waiting list.	Disabled	NA	NA	NA
To user when an instructor has declined their enrollment	Sent to the user when an instructor has declined their pending enrollment in a class.	Disabled	NA	NA	NA
To user when they were enrolled by someone else onto the wait list	Sent to the user informing them that someone else enrolled them into a class, but the class is full so they are placed on the waitlist.	Enabled	NA	NA Enrollment by Others (waitlist)	NA Enrollment by Others (waitlist)
To user to let them know that they are no longer on the waitlist	Sent to the user when a spot opens up in a class that they were previously on the wait list for, informing them that they are now enrolled in the class.	Disabled	NA	NA	NA
To user when they enrolled themselves onto the waitlist	Sent to the user confirming that they enrolled themselves into a class that is full so they are on the waitlist.	Enabled	NA	NA Enrollment (waitlist)	NA Enrollment (waitlist)

Completion Request Notifications

Use Case: If a course is set to require the manager to approve (set on resource, course will not appear complete on history without approval), this notification will alert manager.

Notification	System Default	Default	ILC	Resource	Media
To manager when completion has been requested	Sent to a manager informing them that one of their direct reports has requested completion for a specific course.	Disabled	NA	Request Completion	Request Completion

Course Refunds

Use Case: If courses have charges or prices associated for internal department charges, external clients, etc.

Notification	System Default	Default	ILC	Resource	Media
To user when they receive a refund to a course that is not online or instructor-led	Sent to the user to confirm that a refund has been issued for a course type that is not online or instructor-led.	Disabled	NA	NA	NA
To user when they receive a refund to a course that is instructor-led	Sent to the user to confirm that a refund has been issued for an instructor-led course.	Disabled	NA	NA	NA
To user when they receive a refund for an online course	Sent to the user to confirm that a refund has been issued for an online course.	Disabled	NA	NA	NA

New User Notifications

Use Case: To notify new users that their LMS account has been created. Is customizable to include a welcome to the LMS, instructions for login, Login URL, initial password, password policies, etc.

Notification	System Default	Default	ILC	Resource	Media
To participant upon their account being created	Sent to a new user confirming that their LMS account has been created.	Disabled	NA	NA	NA

Performance Evaluation Notifications

Use Case: For use with performance module, 180 performance reviews to and from user and manager when routing, when performance review has been reverted back to employee.

Notification	System Default	Default	ILC	Resource	Media
To supervisor when performance evaluation is completed by an employee and routed to supervisor	Sent to the supervisor informing them that an employee has completed their part of the 180 performance evaluation process and now the supervisor needs to complete their part.	Disabled	NA	NA	NA
To HR when performance evaluation is completed and routed to HR calibration	Sent to HR when the employee and supervisor have completed the 180 performance evaluation and it is routed to HR calibration.	Disabled	NA	NA	NA
To employee when performance evaluation is routed from HR calibration (E-M-E)	Sent to the employee when HR has completed their section and it is now time for the employee to add any final comments. This notification is only used with the -Employee- -Manager- -Employee- 180 routing structure.	Disabled	NA	NA	NA
To supervisor when performance evaluation has final review by employee (E-M-E)	Sent to the supervisor informing them that the employee has completed the final part of the 180 performance review. This notification is only used with the -Employee- -Manager- -Employee- 180 routing structure.	Disabled	NA	NA	NA
To user when performance evaluation is reverted	When a performance evaluation is reverted to the previous step, this notification is sent to the user (employee or manager) who the evaluation was reverted back to.	Disabled	NA	NA	NA

Lending Library Notifications

Use Case: If using the Lending Library to resources (books, video-s, etc.) in and out of library.

Notification	System Default	Default	ILC	Resource	Media
Lending Library Overdue Resource Reminder to Student	Sent to the user who has checked a resource out of the lending library and that resource is now overdue.	Disabled	NA	NA	NA
Lending Library Overdue Resource Reminder to Manager	Sent to the manager of the user who has checked a resource out of the lending library and that resource is now overdue.	Disabled	NA	NA	NA

LMS Administrator Notification

Use Case: To administrator when the email threshold has been met and notifications held.

Notification	System Default	Default	ILC	Resource	Media
To administrators when required course email thresholds have been reached	Sent to the designated LMS administrator when the email threshold set on a required course notification has been reached and the required notifications were held	Disabled	NA	NA	NA

Social Notification

Use Case: Can be configured to notify users of social posts, blog posts, social feeds, etc.

Notification	System Default	Default	ILC	Resource	Media
Default notification to user upon a social trigger	Sent to the user anytime that they post to a social interface, such as a blog, social feed etc.	Disabled	NA	NA	NA

Outlook Calendar Body

Use Case: When Outlook calendaring on, allows customization of notification to users. If left blank, -enrollment notification text- sends, and is intended to be used by user to add to Outlook calendar.

Notification	System Default	Default	ILC	Resource	Media
Outlook Calendar Body For live ILT	This is the text that will appear in a user's Outlook calendar when they click on the calendar link available in the enrollment notification for an in-person ILT class.	Enabled if Calendaring on - Show specifics, send to CAH	NA	NA	NA
Outlook Calendar Body For Virtual ILT	This is the text that will appear in a user-s Outlook calendar when they click on the calendar link available in the enrollment notification for a virtual ILT class.	Enabled if Calendaring on- Show specifics, send to CAH	NA	NA	NA

Competency Assessment Notification

Notification	System Default	Default	ILC	Resource	Media
To supervisor when a competency assessment is performed on a direct report by another user	Sent to a supervisor when another user completes a competency assessment on one of their direct reports.	Disabled	NA	NA	NA

Assignment Resource Notifications

Use Case: When a course is designated with Assignment Type, the following notifications can be enabled and customized to users, reviewers, and peer reviewers.

Notification	System Default	Default	ILC	Resource	Media
Email to Reviewer(s) of Assignments	Sent to the reviewer(s) when a user has submitted an assignment for which they are a designated reviewer.	Disabled	NA	NA	NA
Email to User when assignment is approved	Sent to user when the submitted assignment has been approved.	Disabled	NA	NA	NA
Email to User when assignment rejected	Sent to user when the submitted assignment has been rejected.	Disabled	NA	NA	NA
Email reminder to peer reviewer every 15 days	Reminder sent to peer reviewer.	Disabled	NA	NA	NA
Email reminder to reviewer(s) of assignments	Reminder sent to designated assignment reviewer(s). The frequency of this reminder is set at the system level and may vary for each client. Please contact Support to determine the frequency for your system.	Disabled

Available Resource Notifications

The chart below lists all notification types that are currently available on the Resource and Media type level. This chart is not intended to list all notifications that are available in the platform.

Resource Level Name	Media Level Name	System Level Name	Purpose/ Timing
Enrollment	Enrollment	To user upon enrollment	Immediately sent to user when a user generated enrollment is created.
Enrollment by Others	Enrollment by Others	To user when enrolled by another user	Immediately sent to user when another user enrolls the user into a resource.
Manager Confirmation	Manager Confirmation	To manager to confirm users enrollment	Immediately sent to the user-s manager to confirm the user-s enrollment into a resource.
Confirmation when enrolling others	Confirmation when enrolling others	To user (Manager or Administrator) when enrolling others	Immediately sent to the LMS Administrator (or manager) confirming the enrollment of the user(s) whom they enrolled into a resource.
Manager Approved	Manager Approved to Student	To user confirming manager has approved enrollment	Immediately sent to a user confirming that their manager has confirmed a pending enrollment.
Manager Decline	Manager Decline to Student	To user when manager declines approval	Immediately sent to a user informing them that their manager has declined a pending enrollment.
Upon Completion	Upon Completion	N/A	Can be sent the evening of the course completion or by using the days drop-down on the notification, notification can be set to go out any day thereafter. Intended to provide follow up information after the course is complete. Note for ILT: The timing of this notification is based on the user-s completion date. If the days drop-down is left at "0"- and credit for an ILT class is processed 2 days after the class was completed, no one will receive this notification because by the time credit is processed, no one falls into the "0" day window. Best practice is to set the day-s drop-down for ILT courses several days out and then be sure that credit is processed in a timely manner. Timing Note for all: When this notification is enabled, it will be sent to anyone who had a completion within the selected time frame, even if the completion occurred before the notification was enabled. For example if the notification is set to go out 30 days after completion and is enabled on October 1, it will be sent to users who completed it on September 1 (even though the notification was not enabled at that time).
Request Completion	Request Completion	To manager when completion has been requested	Sent to manager (or administrator) when a user is requesting completion be granted for a resource
Course Expired	N/A	N/A	Sent to user when a completion has expired or is expiring. Though this notification is available for all expired/ expiring completions, the set up and generation of this notification is identical to the "Expired Course"- notification available on the Required Course Notifications tab.
Enrollment (waitlist)	Enrollment (waitlist)	To user when they enrolled themselves into the waitlist	Immediately sent to the user when they enroll in a class and are placed on the waitlist.
Drop Enrollment	Drop Enrollment	To user upon dropping enrollment	Immediately sent to the user when the user drops an enrollment.
Student Rescheduled	Student Rescheduled	To user upon rescheduling to another class date	Immediately sent to the user when they are rescheduled into another class date.
Student Approval Expiration	Student Approval Expiration	To user when pending approval expires	Sent to student if their approval expires (available based on system configuration)
Instructor Approval Request	Instructor Approval Request	To instructor when instructor approval is required for an enrollment	Sent to instructor if the instructor for the class needs to approve the enrollment (availability of this message based on system configuration)
Manager Approval Request	Manager Approval Request	To manager requesting approval	Immediately sent to the manager when a direct report enrolls in a course that requires manager approval.
Manager Notification of Drop	Manager Notification of Drop	To manager upon user dropping enrollment	Immediately sent to the manager when a direct report drops an enrollment.
Manager Approval Expiration	Manager Approval Expiration	To manager when a request for approval is about to expire	To manager when pending approval expires (availability based on system configuration)
Enrollment by Others (waitlist)	Enrollment by Others (waitlist)	To user when they are enrolled by someone else onto waitlist	Immediately sent to the user when they are enrolled into a class by someone else, and they are placed on the waitlist.
Student Rescheduled by Others	Student Rescheduled by Others	To user upon rescheduling to another class date	Immediately sent to the user when someone else reschedules them into a different class session.
N/A	N/A	To user to fill out level one evaluation	Sent to the user on the evening of the course completion. Notification will include a link to the level 1 evaluation associated with the completed course.

System Default Notifications Defined

Evaluation Notifications

Approval Notifications

Approval Notifications - Expiring

Approval Notifications - Expired

Enrollment Notifications

Outside Learning Notifications

Instructor-Led Class Notifications

Instructor-Led Class Notifications - With Approvals

Completion Request Notifications

Course Refunds

New User Notifications

Performance Evaluation Notifications

Lending Library Notifications

LMS Administrator Notification

Social Notification

Outlook Calendar Body

Competency Assessment Notification

Assignment Resource Notifications

Available Resource Notifications

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