Absorb's Setup module also provides Admins with a Message Templates tool. With it Admins have the option to customize any of the standard email notifications that are automatically generated and sent out by Absorb to Users across multiple administrative and learning scenarios that occur in the LMS.
In addition to providing Admins with the means to change the wording of any of their preset Message Templates (including any of the templates in any of the other Available Languages that have been enabled in their portal) this tool also allows Admins to configure the types of LMS users that will receive the email notification when it is generated as well - Learners, Administrators and/or Supervisors.
Overview
How It Works
Fundamental to any productive LMS is the ability to be able to communicate to many types of users across many different learning situations - easily, efficiently and effectively. As such, the more information that can be conveyed by an LMS automatically, the more Admins are free to do other more specialized work and subsequently the more beneficial an organization's training program can become. In Absorb this important business need is addressed through the use of Message Templates.
Message Template Features
The Message Templates tool is comprised of three important features - the actual Message Template, the list of available Message Fields and Absorb's built-in Text Editor.
When working with a Message Template the content items that the Admin can edit are:
| Element | Image | Description |
|---|---|---|
| Heading |  |
Located at the top of the page, this portion of the Interface lists both the name of the Message Template being edited, as well as the language that it is being edited in. |
| Subject |  |
Located underneath the Heading, this portion of the Interface provides the heading that will appear at the top of the Message that the Learner will receive. |
| Body |  |
Located underneath the Subject, this portion of the Interface contains Absorb's built-in Text Editor that the Admin can use to update the wording of the Message Template they are working on. (Refer to Text Editor below.) |
| Fields |  |
Located underneath the Body, this portion of the Interface provides an expandable list of all the available data variables that the Admin can choose to have the LMS automatically populate in each individual Message that is sent. (Refer to Message Fields below.) To use this feature the Admin just needs to drag and drop any variable that they want to include in their Message Template, into the position they want it to appear in the Subject and/or Body of the email, to have it added in HTML format as indicated by a double set of parentheses. If the Admin wants to remove a variable from the Message Template instead, they need to select the entire Field variable and delete it manually. |
| Send to Learner |  |
This switch determines whether or not emails created using the Message Template will be sent to a Learner once it is generated and transmitted by Absorb. |
| Send to Administrators |  |
This switch determines whether or not emails created using the Message Template will be sent to all admins for the designated Learner once it is generated and transmitted by Absorb. |
| Sent to Supervisor |  |
This switch determines whether or not emails created using the Message Template will be sent to a Learner's designated Supervisor once it is generated and transmitted by Absorb. |
| Reset Template |  |
This button will erase any previously saved changes made to the Message Template and restore it back to Absorb's default configuration (which the Admin will be prompted to confirm). Any changes made in creating the custom email will permanently removed from the Message Template (and the LMS) once this is performed and cannot be recovered. |
Message Template Fields
When working with Message Templates, there are many field variables across all of them. While some are Message Template specific, the fields that the Admin can insert are:
| Admin LMS Link | This field inserts the URL for the login page for the admin UI |
| Admin Task Report Link | This field inserts URL for the Tasks report |
| Approval Link | This field inserts a URL that approves an enrollment request |
| Billing Address | This field inserts the user's street address from their billing information |
| Billing City | This field inserts the user's city from their billing information |
| Billing Country | This field inserts the user's country from their billing information |
| Billing First Name | This field inserts the user's first name from their billing information |
| Billing Last Name | This field inserts the user's last name from their billing information |
| Billing Postal Code | This field inserts the user's postal code from their billing information |
| Billing Province/State | This field inserts the user's province/state from their billing information |
| Certificate Expiry | This field inserts the expiration date of the applicable certificate |
| Classes | This field inserts the classes for the applicable ILC session |
| Company Email | This field inserts the email addrress of the company/organization |
| Company Name | This field inserts the name of the company/organization |
| Company Phone | This field inserts the phone number of the company/organization |
| Competencies | This field inserts the applicable competencies earned upon course content completion |
| Country Tax | This field inserts the country tax rate |
| Course Id | This field inserts the ID number of the applicable course |
| Course Name | This field inserts the applicable course name |
| Courses | This field inserts the applicable course names when enrolled in course bundles |
| Currency | This field inserts the applicable currency |
| Curriculum ID | This field inserts the ID number of the applicable curriculum |
| Date | This field inserts the current date |
| Date Completed | This field inserts the date in which the course content was successfully completed |
| Deny Link | This field inserts a URL that denies an enrollment request |
| Department | This field inserts the department of the message recipient |
| Discount | This field inserts the discount amount for the transaction |
| Due Date | This field inserts the date in which the learning content is due to be completed |
| Email Address | This field inserts the email address of the message recipient |
| Enrolled Date | This field inserts the date of enrollment |
| Exam Attempts | This field inserts the total number of exam/quiz attempts |
| Exam Score | This field inserts the score obtained after completion of an exam/quiz |
| Expiry Date | This field inserts the expiration date of the learning content |
| File Path | This field inserts details on the file uploaded |
| First Name | This field This field inserts the first name of the message recipient |
| Instructors | This field inserts the applicable instructors for the applicable ILC session |
| Job Title | This field inserts the job title of the message recipient |
| Key Name | This field inserts the name of the applicable enrollment key |
| Last Name | This field inserts the last name of the message recipient |
| Learner Department | This field inserts the applicable learner's department for messages sent to an admin/supervisor |
| Learner Email Address | This field inserts the applicable learner's email address for messages sent to an admin/supervisor |
| Learner First Name | This field inserts the applicable learner's first name for messages sent to an admin/supervisor |
| Learner Last Name | This field inserts the applicable learner's last name for messages sent to an admin/supervisor |
| Learner Middle Name | This field inserts the applicable learner's middle name for messages sent to an admin/supervisor |
| Learner Phone Number | This field inserts the applicable learner's phone number for messages sent to an admin/supervisor |
| Learner Username | This field inserts the applicable learner's username for messages sent to an admin/supervisor |
| Link | This field inserts a URL for users to enroll into a course purchased through the LMS |
| List of Purchased Courses | This field inserts the names of the purchased learning content |
| LMS Link | This field inserts the URL for the login page for the learner UI |
| LMS Name | This field inserts the LMS portal name |
| Middle Name | This field inserts the middle name of the message recipient |
| Payment Type | This field inserts the method of payment |
| Phone | This field inserts the phone number of the message recipient |
| Province Tax | This field inserts the province tax rate |
| Remaining Seats | This field inserts the total remaining seats for the applicable enrollment key |
| Reset Password Link | This field inserts a URL for users to reset their password |
| Session Address | This field inserts the address of the ILC session |
| Session Description | This field inserts the description of the ILC session |
| Session End Date | This field inserts the end date of the ILC session |
| Session Location | This field inserts the location of the IlC session |
| Session Name | This field inserts the session name |
| Session Start Date | This field inserts the start date of the ILC session |
| Session Time | This field inserts the start time of the ILC session |
| Start Date | This field inserts the date of enrollment |
| Subtotal | This field inserts the subtotal of the transaction |
| Task | This field inserts the task name |
| Tax for Country | This field inserts the country tax name/label |
| Tax for Province | This field inserts the province tax name/label |
| Total Amount | This field inserts the total amount of the transaction |
| Total Seats | This field inserts the total available seats for the applicable enrollment key |
| Transaction Date | This field inserts the date of the transaction |
| Transaction Id | This field inserts the applicable transaction ID |
| Used Seats | This field inserts the total used seats for the applicable enrollment key |
| User Import Job Id | This field inserts the user import job ID number |
| User Import Reference Number | This field inserts the user import reference number |
| Username | This field inserts the username of the message recipient |
Edit
While Absorb's default email notifications can effectively handle all of an Admin portal's automated communications, the LMS still provides the option for modifying any of the Message Templates to suit a particular organization's individual needs. Should an Admin decide at a later date that they need to restore a notification back to its original form, they can easily reset any of the Message Templates from here as well.
Actions
When working with a Message Template the Actions available for use by the Admin are:
| Element | Image | Description |
|---|---|---|
| Edit Template |  |
This button will launch the Message Template workspace where any selected Message Template can be updated and re-saved. |
| Reset to Default |  |
Refer to the Reset Template definition in the Message Template section above. |
| Deselect |  |
This button will clear any Message Template selection made by the Admin in the Message Templates Report. |
| Save§ |  |
This button will save any changes made to the existing Message Template and return the Admin back to the Message Templates Report page. |
| Cancel§ |  |
This button will cancel any changes made to the existing Message Template, revert back to the last saved version (which the Admin will be prompted to confirm), and then return the Admin back to the Message Templates Report page. |
Absorb's Message Templates tool will launch using the standard Report layout as its starting point. As already mentioned, from this page Admins can: edit a Message Template; reset a Message Template; or, also run a custom Message Templates Report.
The basic Message Templates Report can be customized to provide data on any of the following parameters:
| Element | Description |
|---|---|
| Custom‡ | This column displays the binary answer of whether or not the default version of the Message Template has been edited and saved by an Admin. |
| ID | This column displays the unique identifier generated by Absorb to distinguish this Message Template from others contained in the Admin's LMS. |
| Language‡ | This column displays the language that the Message Template has been composed in. |
| Send to Administrators | This column displays the binary answer of whether or not the Message Template has been configured to be sent to the portal's Admins. |
| Send to Supervisor | This column displays the binary answer of whether or not the Message Template has been configured to be sent to a User's Supervisor. |
| Type‡ | This column displays the name of the Message Template. |
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