Message Templates


This article provides information and guidance on a portion of the Absorb LMS Admin Experience that is now upgraded to the Admin Refresh Experience.

Please visit our Absorb Admin Refresh Checklist article for more details about what is available with the free Absorb Admin Experience upgrade.

Message Templates

Admin Refresh Experience: Setup

Table of Contents


Absorb LMS provides you with a Message Templates tool where you can customize any of the standard email notifications that are automatically generated and sent out by the system, across multiple administrative and learning scenarios.

System messages are sent directly to a User's identified email address and made available within the system in the Message section of the Learner Experience. 

In addition to changing the wording of Message Templates (including templates using another Available Language that has been enabled in the portal), you will also be able to configure which type of Users will receive the email notification when it is generated: Learners, Administrators, Instructors, Supervisors, or a combination of the aforementioned. 

Note: This section discusses updating the default Message Template. Admins also have the ability to customize each Message Template at the course level. Please see the Course Settings Messages article for more details on editing a message within a training.



Things to Know

Here are a few things that may be helpful to know regarding Message Templates. 

  • Due Date notifications will be emailed and copied to the Messages on the User portal, every 7 days until the course is completed. The messages will begin emailing the User once the Due Date has passed. If this is not the desired behavior, the Admin can toggle the option to not send to User in Message Templates. 
    • Note: Due Date messages will be calculated based on the initial enrollment date. If the Due Date field is edited any time after, it will not apply to anyone already enrolled. 
  • A Custom SMTP or 'From' email address can be applied in Portal Settings. 
  • Message Templates are not retroactive. When a Message Template is enabled on a Course, only actions that take place after the Message Template was added will get sent.
  • Users must have an email set up in their User Management account if you would like a Supervisor or Admin to be copied on the Message Template. The User will still receive it in the Messages section of their Profile, but since there is not an email that goes out no one will be copied.  
  • Not all email coding is compatible with Absorb's Message Template editor. If an HTML error is received within an email, it could be that the content within the message was created using bad HTML coding. Creating it within incorrect HTML code could cause the email to fail entirely. Absorb does validate HTML code on emails. We recommend using the WYSIWYG editor or someone that has experience with using HTML code. 
  • Messages can be translated to the Language set on the User's profile. For instance, a Message Template that has been set up in French, would be delivered to a User that has French selected as their default language within their profile.
  • Please keep in mind the priority of messages, when attaching an automatic message to a course. The following is a list of Message types in priority order.  
    1. Custom Message Template on the Course: Any enabled Custom Message Template set up within a Course, ILC, Curriculum, or Course Bundle will override what is set up within the Message Templates.
    2. User Language Preference and Custom Messages: Any enabled Message Templates that have been customized in your portal Setup that match the preferred language of the User.
    3. Course Language Selected and Custom Messages: Any enabled Message Templates that have been customized in your portal Setup which match Course selected language.
    4. Portal Default Language and Custom Messages: Any enabled Message Templates that have been customized in your portal Setup which match portal default selected language.
    5. User Language Preference and Default Messages: Any enabled Message Templates that matches the User’s language.
    6. Course Language Selected: and Default Messages: Any enabled Message Templates that matches the Course language.
    7. Portal Default Language and Default Messages: Any enabled Message Templates that matches the Portal language.


Anatomy of a Message Template

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set. 

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