This article provides information on a portion of the Absorb LMS Admin Experience that has been upgraded to the refreshed Admin Experience (AE).  Click here to learn more about this free upgrade available to you.

Overview

Absorb LMS sends automatic emails and system messages based on various actions throughout the LMS. In this article we will refer to these as Messages. The most common example is the Messages sent when a Learner is enrolled into a course, and when they have completed a Course. You are able to customize these Messages by editing Message Templates. This article will review how to customize Messages and best practices on their use.

Please note that Message Templates are the Global setting for the Messages that are automatically sent. You also have the ability to customize Messages at the Course Level so that they are unique to that specific Course. For more information on how to customize Messages in this way, please read the Overview of Course Settings article. 

Message Templates Report Screenshot.png

 

Important FYI

  • Message Templates are all labelled in the Message Templates administrative page using their English name in the Type column. This is for consistency so that each Message has the same Type value in the report for all of the languages in which it is available.
  • If a Learner has a specific Language identified in their User Profile, then Messages will be sent to them in that language.
  • 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 Selectedand 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.

Tip:

Simple Mail Transfer Protocol (SMTP) is an application that is used to send, receive, and relay outgoing emails between senders and receivers. When an email is sent, it's transferred over the internet from one server to another using SMTP. Using Custom SMTP to send System Emails through our own email address (i.e. training@mycompany.com) will provide a more immersive experience for your learners. Using your own email domain will also ensure that emails from the LMS don't get blocked by spam filters and/or firewalls. This can be configured by a System Admin in Portal Settings > Info > Enable Custom SMTP.

 

Message Templates Administrative Page

Message Templates can be found in the Message Templates Administrative Report. In this Report, you can select the Template that you would like to edit. Please find information below on how to use this Administrative page as a Report. 

Administrative Page Details

Navigate to the Message Templates Page from the Setup tab on the left. From this page Admins can:

  • Edit a Message Template
  • Reset a Message Template
  • Add filters and columns in order to customize the Report layout

Navigate to Message Templates Report.gif

Tip:

The Custom data column is very useful to identify which Message Templates have been edited. We recommend creating a Saved Layout with the filter Custom = Yes in order to quickly administrate the Message Templates which your organization has customized.

 

Basic Message Template Customization

Each Message Template has its own default message which can be customized to match your organization's nomenclature and branding preferences. The Reset Template button provides a quick and easy way to return a Message Template to its default state.

How to Edit Message Templates 

Follow these steps to edit a Message Template:

Navigate to Edit Message Template.gif

 

Advanced Message Template Customization

Several text fields in Absorb LMS allow for advanced text formatting by editing their HTML source directly. This includes things like message templates, course descriptions, etc. Using inline styles you are able to change the color, font, size, and alignment of your text among other things. It is important to note that while admins have access to the majority of the HTML in each message template, more advanced editing such as adding external CSS stylesheets, JavaScript, and other customization which requires access to the full body is not available here.

How to Use the HTML Editor

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.

Step 1: Using the New User Message Template as an example, when editing your Template you will see the tool bar at the top of the Body text editor. First select the Icon.png icon on the top right:

New User Email Screenshot2.png

 

Step 2: This will expand the text editor, select the first icon on the right, . This will allow you to edit the message's HTML source. When you select this icon you will see the following:

html.png

Step 3: In the HTML editor you have the ability to input inline HTML styles to format things like font type, color, size, etc. As you can see from the template shown above, a number of inline styles have been applied in order to utilize different fonts, colors, formatting, and images. For more information about inline styles, we have found w3schools.com to be a fantastic resource.

 

White-listed HTML Functions

Please see the list below in order to see what tags are acceptable in your HTML:

const SANITIZE_OPTIONS: sanitizeHtml.IOptions = {
allowedTags: [
'h1',
'h2',
'h3',
'h4',
'h5',
'h6',
'blockquote',
'p',
'a',
'ul',
'ol',
'li',
'b',
'i',
'strong',
'em',
'strike',
'code',
'hr',
'br',
'div',
'pre',
'img',
'br',
'hr',
'u',
'span',
'table',
'tbody',
'thead',
'tr',
'td'
],
allowedAttributes: {
'*': ['style'],
a: ['href', 'name', 'target'],
img: ['src', 'alt'],
table: ['width', 'cellpadding', 'cellspacing', 'border', 'align'],
td: ['align', 'width', 'height']
},
selfClosing: ['img', 'br', 'hr'],
allowedSchemes: ['http', 'https', 'ftp', 'mailto']

 

Message Template Fields

Message Template Fields are a way to personalize the Message Template. The fields included in the Message Template will pull through specific information about the user and/or their activity in the LMS. Below please find a list of all available Fields, a description of what information they provide, and which Message Templates in which they are available.

Message Template Fields Breakdown
Field Description Message Templates
Absorb Create Shared Link

The link to an eLearning course that is created in the Absorb Create Authoring Tool. 

Note: This is related to the Absorb Create content authoring tool available for purchase. 

Only in:

  • Absorb Create Shared Link
Admin LMS Link

A URL that directs to the Login page of the Admin Interface so that the recipient Admin can log in directly. 

Not in the following:

  • Absorb Create Shared Link
  • Approval Request
  • Course Comment Reply
  • Course Upload
  • Approved/Declined
  • Enrollment Key
  • External Training
  • Approved/Declined
  • Import Online Course Failure
  • Import Online Course Success
  • Infuse License Expiry Reminder
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation Message
  • Reviewer User Type Enabled
  • Session Approval Request
  • User Import Error
Admin Task Report Link

A URL that directs to the Tasks Report in the Admin Interface.

Only in:

  • Task Notification
Approver First Name

The recipient Approver's First Name as defined in Edit User > General > First Name.

Only in:

  • External Training Approval Request
Approver Last Name The recipient Approver's Last Name as defined in Edit User > General > Last Name.

Only in:

  • External Training Approval Request
Approval Link A URL that allows the Approver to approve the Learner's associated enrollment request. 

Only in:

  • Approval Request
  • Session Approval Request
Billing Address The value populated in the Billing Address field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Billing City The value populated in the Billing City field of the billing information on a purchase made in the LMS. 

Only in:

  • Receipt
Billing Country The value populated in the Billing County field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Billing First Name The value populated in the Billing First Name field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Billing Last Name The value populated in the Billing Last Name field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Billing Postal Code The value populated in the Billing Postal Code field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Billing Province/State The value populated in the Billing Province/State field of the billing information on a purchase made using E-Commerce.

Only in:

  • Receipt
Certificate Expiry The calendar date and time of the Certification's expiration, as defined in Edit Course > Completion > Certificate.

Only in:

  • Certificate Expiry
  • Curriculum Completed
  • Instructor-Led Course Completed
  • Online Course Completed
  • Session Reminder
Classes The calendar date, time, and Venue of the Instructor-Led Course Session.

Only in:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Reminder
  • Session Updated
Company Email The email address for the Portal as defined in Portal Settings > Info > Email Address.

Not in the following:

  • Contest Qualification
  • Course Comment Reply
  • Infuse License Expiry Reminder
  • User Import Error
Company Name The company name for the Portal as defined in Portal Settings > Info > Company Name.

Not in the following:

  • User Import Error
  • Course Comment Reply
  • Export Data
  • Infuse License Expiry Reminder
Company Phone The phone number for the Portal as defined in Portal Settings > Info > Phone.

Not in the following:

  • Absorb Create Shared Link
  • Course Upload Approval Request
  • External Training Approval Request
  • Import Online Course Failure
  • Import Online Course Success
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • Course Comment Reply
  • Export Data
  • Infuse License Expiry Reminder
Competencies The name of the Competencies earned upon the completion of training, as defined in Edit Course > Completion > Competencies. 

Only in:

  • Course Upload Approval Request
Conversation Link A URL that will direct the Learner to the conversation another Learner has started.

Only in:

  • New Learner Conversation Message
Course URL This option will display the direct link to the Course, making it easier for Learners to find the Course associated to the email. 

Only in:

  • Online Course Enrollment
  • Instructor Led Course
  • Enrollment
  • Session Enrollment
  • Course Bundle Enrollment
  • Curriculum Enrollment
  • Course Due Date
  • Course Nudge
  • Session Reminder
  • Session Updated
  • Session Full
Country Tax The value populated in the Tax Rate field of the User's Country, as defined in Portal Settings > eCommerce Settings > Tax Rates.

Only in:

  • Receipt
Course Comment The new Learner Comment that was submitted to a specific course. This feature can be enabled in Edit Course > Social > Allow Comments.

Only in:

  • Course Comment Reply
Course Comment Link A URL that will direct the User to the full Comment History on the defined Course. This feature can be enabled in Edit Course > Social > Allow Comments.

Only in:

  • Course Comment Reply
Course ID The Online Course ID created automatically by the LMS when the defined Online Course was created. This is a unique identifier for the Online Course.

Only in:

  • Course Upload Approved/Declined
  • Instructor-Led Course Enrollment
  • Instructor Notification
  • Online Course Enrollment
Course Name The name of the Online Course, as defined in Edit Course > General > Title.

Only in:

  • Approval Denied
  • Approval Pending
  • Approval Request
  • Certificate Expiry
  • Contest Qualification
  • Course Bundle Enrollment
  • Course Comment Reply
  • Course Due Date
  • Course Nudge
  • Course Upload Approval Request
  • Course Upload
  • Approved/Declined
  • Curriculum Completed
  • User Import Error
  • Curriculum Enrolled
  • Import Online Course Success
  • Instructor-Led Course
  • Enrollment
  • Instructor-Led Course Failed
  • Instructor Notification
  • Online Course Completed
  • Online Course Enrollment
  • Online Course Failed
  • Waitlist
Course Upload Name The name of the Course Upload as defined in Edit Course > Course Uploads > Label.

Only in:

  • Course Upload Approval Request
  • Course Upload
  • Approved/Declined
Course Reply Comment New reply by a Learner to the Course Comments posted to the defined Course. 

Only in:

  • Course Comment Reply
Courses

The name of the Courses included in the defined Course Bundle.

or

The name of the Courses that can be used with an Enrollment Key.

Only In:

  • Course Bundle Enrollment
  • Enrollment Key
  • New User
Creator First Name

The first name of the content creator  as defined in Edit User > General > First Name.

Note: This is related to the Absorb Create content authoring tool available for purchase. 

Only In:

  • Absorb Create Shared Link
Creator Last Name

The last name of the content creator  as defined in Edit User > General > Last Name.

Note: This is related to the Absorb Create content authoring tool available for purchase. 

Only In:

  • Absorb Create Shared Link
Currency The type of currency used in the related transaction as defined in Portal Settings > Manage E-Commerce Settings > Settings > Default Currency

Only In:

  • Receipt
Curriculum ID The Curriculum ID created automatically by the LMS when the defined Curriculum was created. This is a unique identifier for the Curriculum.

Only In:

  • Curriculum Completed
  • Curriculum Enrolled
Date The date and time the Message was triggered and sent.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Course Upload Approval Request
  • Export Data
  • External Training Approval
  • Request
  • Import Online Course Failure
  • Infuse License Expiry Reminder
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation
  • Message
  • New User Activation
  • Online Course Completed
  • Receipt Error
  • Reviewer User Type Enabled
  • Scheduled Report
  • Session Approval Pending
  • Session Approval Request
  • Session Enrollment
  • Session Full
  • Session Reminder
  • Session Updated
  • Task Notification
  • User Import Error
Date Completed The calendar date and time that the Learner completed all requirements within the training.

Only In:

  • Curriculum Completed
  • Online Course Completed
Deny Link A URL that allows the recipient Admin to deny the defined Learner's enrollment request.

Only In:

  • Approval Request
  • Session Approval Request
Department The recipient User's Department as defined in Edit User > General > Department.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Import Online Course Failure
  • Import Online Course Success
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation Message
  • Reviewer User Type Enabled
  • Scheduled Report
Discount The discounted dollar amount on a transaction made using E-Commerce.

Only In:

  • Receipt
Due Date

The date that course completion is due for a Learner as defined in Edit Course > Availability > Due Date.

Only In:

  • Course Nudge
  • Curriculum Enrolled
  • Online Course Enrollment
Edit Online Course Link A URL directing the recipient Admin to the Edit Course menu for the defined Course. 

Only In:

  • Import Online Course Success
Enrolled Date The calendar date and time that the Learner enrolled or was enrolled into the defined training.

Only In:

  • Course Bundle Enrollment
  • Curriculum Enrolled
Exam Attempts The total number of assessment attempts for the defined Learner in the defined Online Course.

Only In:

  • Online Course Completed
Exam Score The score obtained by the defined Learner in the defined Online Course Assessment. 

Only In:

  • Online Course Completed
Expiry Date The date that the Learner will no longer have access to the defined training. It must be completed before this date. The Expiry Date is defined in Edit Course > Availability > Expiration.

Only In:

  • Course Bundle Enrollment
  • Course Nudge
  • Curriculum Completed
  • Curriculum Enrolled
  • Instructor-Led Course Enrollment
  • Online Course Completed
  • Online Course Enrollment
  • Session Enrollment
  • Session Full
  • Session Reminder
  • Session Updated
  • Waitlist
File Path The File Path within the File Manager  for the defined CSV file uploaded using the User Import feature. 

Only In:

  • User Import Error
  • Import Online Course Failure
First Name The recipient User's First Name as defined in Edit User > General > First Name.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Enrollment Key
  • External Training Approval Request
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • Scheduled Report
Google Calendar Links

A Link to create a calendar event in the recipient's Google Calendar.

This feature can be enabled by a System Admin in Portal Settings > Info > Enable Google Calendar Session Emails

Only In:

  • Session Enrollment
  • Session Reminder
  • Session Updated
Instructors

The First Name and Last Name of the Instructor(s) assigned to the ILC Session as defined in Edit User > General > First Name & Last Name.

Only In:

  • Instructor Notification
  • Session Enrollment
  • Session Updated
Job Title The recipient User's Job Title as defined in Edit User > Employment Details > Job Title.

Not in the following:

  • Approval Request
  • Enrollment Key
  • Import Online Course Success
  • Absorb Create Shared Link
  • Course Comment Reply
  • Course Upload Approval Request
  • Export Data
  • External Training Approval
  • Request
  • Import Online Course Failure
  • Infuse License Expiry Reminder
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation
  • Message
  • Scheduled Report
  • Session Approval Request
  • User Import Error
Key Name The name of the Enrollment Key as defined in Edit Enrollment Key > General > Name.

Only In:

  • Enrollment Key
  • Receipt
Last Name The recipient User's Last Name as defined in Edit User > General > Last Name.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Enrollment Key
  • External Training Approval Request
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • Scheduled Report
Learner Department The associated Learner's Department as defined in Edit User > General > Department.

Only In:

  • Approval Request
  • Session Approval Request
Learner Email Address The associated Learner's Email Address as defined in Edit User > General > Email Address.

Only In:

  • Approval Request
  • External Training Approval Request
  • Session Approval Request
Learner First Name The associated Learner's First Name as defined in Edit User > General > First Name.

Only In:

  • Approval Request
  • Course Upload Approval Request
  • External Training Approval Request
  • Session Approval Request
Learner Last Name The associated Learner's Last Name as defined in Edit User > General > Last Name.


Only In:

  • Approval Request
  • Course Upload Approval Request
  • External Training Approval Request
  • Session Approval Request
Learner Middle Name The associated Learner's Middle Name as defined in Edit User > General > Middle Name.

Only In:

  • Approval Request
  • Session Approval Request
Learner Phone Number The associated Learner's Phone Number as defined in Edit User > Contact Information > Phone.

Only In:

  • Approval Request
  • Session Approval Request
Learner Username The associated Learner's Username as defined in Edit User > General > Username.

Only In:

  • Approval Request
  • External Training Approval Request
  • Session Approval Request
  • Task Notification
Link A URL that will direct the Learner to the Course they just purchased using E-Commerce. 

Only In:

  • Receipt
List of Purchased Courses The names of the trainings that the Learner purchased using E-Commerce. 

Only In:

  • Receipt
LMS Link

A URL which directs the User to the Learner Dashboard Login page.

 

Note: If you have department-specific URL Routes, this link will populate with the URL associated to the User's department.

Not in the following:

  • Approval Request
  • Enrollment Key
  • Import Online Course Success
  • Absorb Create Shared Link
  • Course Comment Reply
  • Course Upload Approval Request
  • External Training Approval Request
  • Import Online Course Failure
  • Infuse License Expiry Reminder
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • Scheduled Report
  • Session Approval Request
  • User Import Error
LMS Name The Name of the LMS Portal as defined in Portal Settings > Info > LMS Name.

Not in the following:

  • Absorb Create Shared Link
  • Course Upload Approval Request
  • External Training Approval Request
  • Import Online Course Failure
  • Import Online Course Success
  • Infuse License Expiry Reminder
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • Receipt Error
  • Reviewer User Type Enabled
  • Scheduled Report
  • Session Approval Pending
  • Session Approval Request
  • Session Enrollment
  • Session Full
  • Session Reminder
  • Session Updated
  • Task Notification
  • User Import Error
Meeting URL The URL of the associated ILC Session's virtual Venue, as defined in Edit Venu > URL.

Only In:

  • Instructor Notification
  • Session Enrollment
  • Session Reminder
  • Session Updated
Middle Name The recipient User's Middle Name as defined in Edit User > General > Middle Name.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Course Upload Approval Request
  • Enrollment Key
  • External Training Approval Request
  • Import Online Course Failure
  • Import Online Course Success
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation Message
  • Scheduled Report
Payment Type The type of payment used to complete the associated transaction made using the E-Commerce feature.

Only In:

  • Receipt
Phone The recipient User's phone number as defined in Edit User > Contact Information > Phone.

Not in the following:

  • Absorb Create Shared Link
  • Course Comment Reply
  • Course Upload Approval Request
  • Enrollment Key
  • External Training Approval Request
  • Import Online Course Failure
  • Import Online Course Success
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation Message
  • Scheduled Report
Proctor Code

The code the recipient Proctor must input to approve a Learner to take the associated Assessment.

This feature is enabled in Edit Course > Syllabus > Proctor.

Only In:

  • Task Notification
Province Tax

The tax defined for the Learner's province/state. Taxes are defined in Portal Settings > Manage E-Commerce Settings > Tax Rates

Only In:

  • Receipt
Remaining Seats The total remaining uses available for the associated Enrollment Key as defined in Edit Enrollment Key > General > Number of Uses.

Only In:

  • Enrollment Key
Reviewer Link A URL that directs the recipient Reviewer to their LMS login page.

Only In:

  • Reviewer User Type Enabled
Reset Password Link A URL that directs the recipient User to a page where they can reset their password.

Only In:

  • New User
  • New User Activation
  • Password Reset
Sender First Name

The first name of the Learner who has sent a message using the Conversations feature. Their first name is defined in Edit User > General > First Name.

Only In:

  • New Learner Conversation Message
Sender Last Name The last name of the Learner who has sent a message using the Conversations feature. Their first name is defined in Edit User > General > Last Name.

Only In:

  • New Learner Conversation Message
Session Address The address of the associated ILC Session's Venue, as defined in Edit Venue > Address.

Only In:

  • Session Approval Request
  • Session Reminder
Session Description The description of the associated ILC Session as defined in Edit Session > Details > Description

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Reminder
  • Session Updated
Session End Date The end date and time of the associated ILC Session as defined in Edit Session > Details > Class End Date and Time

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Reminder
  • Session Updated
Session Location The name of the associated ILC Session's Venue, as defined in Edit Venue > Name.

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Full
  • Session Reminder
  • Session Updated
  • Waitlist
Session Name The name of the associated ILC Session as defined in Edit Session > Details > Title

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Reminder
  • Session Updated
Session Start Date The start date and time of the associated ILC Session as defined in Edit Session > Details > Class Start Date and Time

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Full
  • Session Reminder
  • Session Updated
  • Waitlist
Session Time This field displays the value populated in the Time field of the ILC Session. 

Only In:

  • Instructor Notification
  • Session Approval Request
  • Session Enrollment
  • Session Reminder
  • Session Updated
Start Date This field displays the calendar date and time that the User was enrolled in the training.

Only In:

  • Course Nudge
  • Instructor Led Course Enrollment
  • Online Course Enrollment
Submission Title The Course Name entered into the associated External Training Form submitted by a Learner.

Only In:

  • External Training Approval Request
  • External Training Approved/Declined
Subtotal The subtotal amount on a transaction made using E-Commerce.

Only In:

  • Receipt
Task The name of the Task the associated Learner has confirmed as ready to complete.

Only In:

  • Task Notification
Tax for Country The tax defined for the associated Learner's country. Taxes are defined in Portal Settings > Manage E-Commerce Settings > Tax Rates

Only In:

  • Receipt
Tax for Province The tax defined for the associated Learner's province/state. Taxes are defined in Portal Settings > Manage E-Commerce Settings > Tax Rates

Only In:

  • Receipt
Template Name The name of the associated External Training Template as defined in Portal Settings > Manage External Training Templates > Edit External Training Template > General > Name.
Only In:
  • External Training Approval Request
  • External Training Approved/Declined
Total Amount The total cost of the associated purchase made using E-Commerce.

Only In:

  • Receipt
Total Seats The total number of uses for the associated Enrollment Key as defined in Edit Enrollment Key > General > Number of Uses.

Only In:

  • Enrollment Key
Transaction Date The date and time of completion for the the associated transaction made using E-Commerce.

Only In:

  • Receipt
Transaction Id The automatically generated Transaction ID of the associated purchase made using E-Commerce. This is the unique identifier for the transaction.

 Only In:

  • Receipt
Unfollow Course Comment Link A URL which will direct the Learner to a page where they can stop all post and reply notifications from the associated Course Comment.

Only In:

  • Course Comment Reply
Used Seats The total number of seats used for the associated Enrollment Key.

Only In:

  • Enrollment Key
User Import Job Id The automatic Import Job created when an Admin performs a User Import in the LMS. This is the unique identifier for that specific import. 

Only In:

  • User Import Error
User Import Reference Number The automatic Import Reference Number created when an Admin performs a User Import in the LMS. This is also a unique identifier for that specific import. 

Only In:

  • User Import Error
Username The recipient User's Username as defined in Edit User > General > Username.

Not in the following:

  • Absorb Create Shared Link
  • Approval Request
  • Course Comment ReplyEnrollment Key
  • External Training Approval Request
  • Import Online Course Failure
  • Import Online Course Success
  • Learner API Call Limit Exceeded
  • Learner API Call Limit Reached
  • New Learner Conversation Message
  • Scheduled Report
  • Session Approval Request

 

 

 

 

Message Template Types

Message Templates can be customized in order to include information and branding which is important to your Organization. Below please find a list of the most common Messages, a description of what information they provide, and which Fields are available to be used in that Message.

Message Template Types Breakdown
Template Name Description Available Fields
Approval Denied 

 

This Message is automatically sent to a Learner when their enrollment to an Online Course, ILC, Course Bundle, or Curriculum is denied by the Approver.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date 
  • Job Title
  • Course Name
  • Custom Fields 
Approval Pending

This Message is automatically sent to a Learner when they enroll into an Online Course, ILC, Course Bundle, or Curriculum is which requires approval.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Custom Fields
Approval Request

This Message is automatically sent to the Approver when a Learner enrolls into an Online Course, ILC, Course Bundle, or Curriculum which requires approval.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Course Name
  • Company Name
  • Company Phone
  • Company Email
  • LMS Name
  • Date
  • Department
  • Approval Link
  • Deny Link
  • Learner First Name
  • Learner Middle Name
  • Learner Last Name
  • Learner Email Address
  • Learner Phone Number
  • Learner Username
  • Learner Department
  • Custom Fields 
Certificate Expiry 

This Message is automatically sent to a Learner 30 days before their Certificate is set to expire.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Certificate Expiry
  • Custom Fields 
Course Bundle Enrollment 

This Message is automatically sent to a Learner when they enroll or are enrolled in a Course Bundle.

 

This message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Courses
  • Course Name
  • Enrolled Date
  • Expiry Date
  • Custom Fields
  • Course URL
Course Due Date  

 

This Message is automatically sent to a Learner when the Due Date to complete an Online Course, Curriculum or Course Bundle has been reached.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Custom Fields
  • Course URL
Course Nudge

This Message is automatically sent to a Learner based on the Nudge feature settings configured in an Online Course or Curriculum. Nudges are used to remind a Learner to complete an Online Course or Curriculum.


The cadence of this Message is configured in Courses > Edit Course/Curriculum > Messages > Send Nudge Email. It can be configured at the Course level to begin sending Nudge Emails on a specific day or the Learner's enrollment date.


This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Nam
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Start Date
  • Expiry Date
  • Due Date
  • Custom Fields
  • Course URL
Curriculum Completed

This Message is automatically sent to a Learner when all the completion requirements of a Curriculum are met.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Enrolled Date
  • Expiry Date
  • Due Date
  • Curriculum ID
  • Custom Fields
Curriculum Enrolled

This Message is automatically sent to a Learner when they enroll or are enrolled into a Curriculum.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Certificate Expiry
  • Expiry Date
  • Date Completed
  • Curriculum ID
  • Competencies
  • Custom Fields
Enrollment Key 

This Message is automatically sent to a Learner when an Admin triggers it by selecting Send Enrollment Key Instructions in Users > Enrollment Keys.

 

This Message can only be customized by a System Admin.

  • Key Name
  • Courses
  • Total Seats
  • Used Seats
  • Remaining Seats
  • Company Name
  • Company Phone
  • Company Email
  • LMS Name
  • Date
  • Department
Instructor Led Course Completed 

This Message is automatically sent to a Learner they their attendance is marked for a Session, which completes the Instructor Led Course.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Certificate Expiry
  • Competencies
  • Custom Fields
Instructor Led Course Enrollment

This Message is automatically sent to a Learner they enroll or are enrolled into an Instructor Led Course.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Course ID
  • Start Date
  • Expiry Date
  • Custom Fields
  • Course URL
Instructor Led Course Failed

This Message is automatically sent to a Learner when an Instructor or Admin marks a Learner as failed for an Instructor Led Course.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Custom Fields
Online Course Completed

This Message is automatically sent to a Learner when all the completion requirements of a Online Course are met.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Exam Score
  • Exam Attempts
  • Certificate Expiry
  • Date Completed
  • Expiry Date
  • Competencies
  • Custom Fields
Online Course Enrollment 

This Message is automatically sent to a Learner when they enroll or are enrolled into an Online Course.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Start Date
  • Expiry Date
  • Due Date
  • Course Id
  • Custom Fields
  • Course URL
Online Course Failed

This Message is automatically sent to a Learner they complete an Online Course but fail to meet the grade requirements.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Custom Fields
Password Reset

This Message is sent to any User when they select the Forgot Password link on the Login Page of the Learner Experience. It is also sent when an Admin manually sends it through the Users Administrative Report.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Reset Password Link
  • Custom Fields
Payment Approved

This Message is automatically sent to a Learner when their E-Commerce transaction has been approved by the Payment Gateway.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Custom Fields
Session Enrollment

This Message is automatically sent to a Learner when they enroll or are enrolled into an ILC Session.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Expiry Date
  • Course Id
  • Session Location
  • Meeting URL
  • Session Name
  • Instructors
  • Session Description
  • Session Start Date
  • Session Time
  • Session End Date
  • Classes
  • Custom Fields
  • Course URL
Session Full

This Message is automatically to a Learner when they attempt to enroll into an ILC Session that has already reached max capacity and does not have a waitlist.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Session Location
  • Session Start Date
  • Expiry Date
  • Custom Fields
  • Course URL
Session Reminder

This Message is automatically sent to a Learner to remind the Learner that they have an upcoming Class to attend.

 

The cadence of this Message is configured at the Course level in Courses > Edit Instructor Led Course > Messages > Send Nudge Email. It can be configured at the Course level to begin sending Nudge Emails on a specific day or the Learner's enrollment date.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Certificate Expiry
  • Expiry Date
  • Session Name
  • Session Location
  • Meeting URL
  • Session Description
  • Session Start Date
  • Session Time
  • Session End Date
  • Classes
  • Custom Fields
  • Course URL
Session Updated

This Message is automatically sent to a Learner when the date or time of an upcoming Class which they are enrolled into has been changed.

 

This Message can be customized by Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • LMS Name
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Expiry Date
  • Course Id
  • Session Location
  • Meeting URL
  • Session Name
  • Instructors
  • Session Description
  • Session Start Date
  • Session Time
  • Session End Date
  • Classes
  • Google Calendar Links
  • Course URL
Waitlist

This Message is automatically sent to a Learner that has attempted to enroll into an ILC Session which has already reached max capacity and has a Waitlist enabled.

 

This Message can only be customized by a System Admin.

  • First Name
  • Last Name
  • Middle Name
  • Email Address
  • Phone
  • Username
  • Department
  • LMS Link
  • Admin LMS Link
  • Company Name
  • Company Phone
  • Company Email
  • Date
  • Job Title
  • Course Name
  • Session Location
  • Session Start Date
  • Expiry Date
  • Custom Fields

 

 

 

 

Customizing Templates Per Department

All Message Templates include Fields which will automatically populate with data from your LMS. The Company Name, Email Address, and Phone Number fields can be configured to be populated based on a Department, rather than your Portal Settings information. While it is not currently possible in Absorb LMS to have the wording in individual message templates custom tailored for specific departments, it is possible in this way to tailor your Messages based on Department information. 

Customizing Templates Per Department

Follow these instructions to add specific field data to your Departments:

Enable Use Department Contact Details Toggle.gif

Step 1: Navigate to Departments from the Users tab on the left, select the Department that you would like to edit, then select Edit from Edit Department menu.  The following steps are the same when creating a new Department.

Step 2: Expanding the Department tab and toggle ON Use Department Contact Details. This will expand options below the Toggle.

Step 3: Enter the Department specific details for Company Name, Email Address, Phone Number.

The details entered here will be populated into the following three variables in a Message Template for any Users in this Department. 

  • {{CompanyName}}
  • {{CompanyEmail}}
  • {{CompanyPhone}}

Enable Use Department Contact Details Toggle Screenshot.png

 

 

 

Related Admin Roles & Permissions

Below are the Required Role Permissions Admins will need to View and/or Modify Message Templates within the LMS and the Suggested Role Permissions Admins may want to have in combination of what is required.

Please note that your environment may use customized Roles, Permissions, or a combination of both to perform these activities. If you have questions or need assistance, please contact your local System Administrator to review your current permissions.

Related Admin Roles & Permissions Details



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