The Absorb LMS issues automatic emails and system notifications based on action triggers. These communications are referred to as Messages. For example, enrolling in a Course often triggers an automatic enrollment message to be sent to Learners.  Message Templates can be customized; allowing you to configure text, images, and linked assets.

Message Templates Report

Message Templates can be found in the Message Templates Report. In this report, you can select the Message Template that you would like to edit.

Navigate to the Message Templates Report 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

Message Templates and Languages

Message Templates are all labelled in the Message Templates Report using their English name in the Type column. This is for consistency, so each Message has the same Type value in the report for all of the Languages in which it is available.

The Language a Learner receives a Message in is determined by a hierarchy of factors. That hierarchy is defined below, with the first matching condition taking priority:

1. If a Template is configured on the item itself (for example, Course > Send Enrollment Email > Use Custom Template), enabled Messages for that Course will be sent using the Language that Custom Template is configured with.
2. If there is no Template configured at the Course level, the LMS will check for a customized Template, in descending order by priority:
   • Matches Course Language
   • Matches User Profile Language
   • Matches Portal Default Language
   • English
3. If no customized Message Template matches the above parameters, a Default Message Template provided by Absorb will be sent, in descending order by priority:
   • Matches Course Language
   • Matches User Profile Language
   • Matches Portal Default Language
   • English

Report Data Fields

You can customize this report to provide information on any of the data points listed below, with default columns marked by an asterisk (*). Be mindful that opening a report may also bring up a favorite Saved Layout, or a shared default organizational report layout.

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.

Follow these steps to edit a Message Template:

1. Select Message Templates from the Setup tab on the left of the Admin Interface.
2. Filter the report as needed and select the Template that you would like to edit.
3. Select Edit Template from the Actions menu on the right. This will open the Edit Message Template menu.
4. Every Message Template has a default Subject and Body. You are able to edit the Message Template Subject and Body to customize them to your organization's preferences. Please see the example screenshot below of a customized New User Message Template:

Message Template Elements Breakdown

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 require access to the full body are 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.

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

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.

HTML Best Practices

If you are customizing your Message Template with custom HTML, there is an additional set of considerations that may interact with email deliverability. The following article discusses best practices for editing the HTML of a Message Template, as well as approved attributes or tags:

• HTML Message Templates Best Practices

Message Template Fields

It is possible to use Message Template Fields to modify a Message Template. More information about this process is available in this dedicated article on the topic:

• Message Template Fields

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.

To view all of the Message Template types, refer to the following article:

• Message Template Types

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. 

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

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

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}}

Learner Facing Templates

Some Message Templates can be customized to send to Learners, Admins or Supervisors. The ability to select what User type messaging is sent to varies from Message Template to Message Template, and clients should check individual templates in question via the Message Templates Report to verify what options are available for it. It may be valuable when setting up your Portal, or implementing a new brand design that you update the Message Templates a Learner will be interacting with most often.

The following list contains Message Templates that are Learner facing:

• Approval Denied
• Approval Pending
• Certificate Expiry
• Course Bundle Enrollment
• Course Comment Reply
• Course Due Date
• Course Nudge
• Course Upload Approved/Declined
• Curriculum Completed
• Curriculum Enrollment
• Enrollment Key
• External Training Approved/Declined
• Instructor Led Course Completed
• Instructor Led Course Enrollment
• Instructor Led Course Failed
• New Learner Conversation Message
• New User
• New User Activation
• Online Course Completed
• Online Course Enrollment
• Online Course Failed
• Password Reset
• Payment Approved
• Receipt
• Session Approval Pending
• Session Approval Request
• Session Enrollment
• Session Full
• Session Reminder
• Session Updated
• Waitlist

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 Admin to review your current permissions.