How to Use Communications - News and Updates

News templates are a way to make custom messages that will show up in the News navigation section on the student interface.

How Do I Create a News Template?

• On the Admin Navigation menu, select Communications.
• Click on the New & Updates
• Click Add New Template.
  • Template Type - Select one of the follow options:
    • News Template - A standard news template that will display in the News navigation section of the student interface.
    • Content Terms of Use - This is used to setup an End User License Agreement that a student must accept prior to taking a piece of content.
  • Headline - Enter the title of the news item.
  • Text - Enter the body of the news item.
  • Placeholder text - Click the Placeholder Text link to learn more about this feature, which allows you to personalize a news item.
  • Attachment - To attach a file to this news item, click Choose File.
  • Required Reading - Check to require students to read this news item the next time they log in, prior to continuing to their training.
  • Require Password - If checked, this must be set when first creating a news item. If a password is required, you will be unable to edit any part of this item after saving it, and users will be required to enter their password to verify that they have read this. If changes are needed to the text, you should remove this news item from circulation and create a new one with the updated text that users will need to agree to.
• Click Save.

How Do I Use Distribution Lists to Send Emails to Specific Students?

• From the Distribution Lists tab, select Add New Distribution List.
  • This will open the Add New Distribution List
• Each tab will allow you to select students based on certain criteria.
  • User Groups - Allows you to select User Group(s) to add to the distribution list.
  • Basic User Info - Allows you to select Users to be added to the distribution list based on User information.
  • Custom User Info - Allows you to create custom SQL-like statements to add users to the distribution list. Click the Help and Examples link at the top or reach out to our help desk if you need assistance.
  • Content - Allows you to select one or more pieces of content to send emails to users who have met certain criteria within this content.
    • All Users Assigned - This will add all users to the distribution list that has the content assigned.
    • Users who have completed this content - This will add users who have completed this content to the distribution list.
    • Users who have not completed this content - This will add users who have not completed this content to the distribution list.
  • Learning Tracks - Allows you to select a learning track(s), which will add all users assigned to this learning track(s) to the distribution list.
  • Class Sessions - Allows you to select a class session(s) to send emails to users who have met certain criteria of the class session(s).
    • All Users who are enrolled in this session - This will add all users enrolled in the class session(s) to the distribution list.
    • Users who are on the wait list - This will add users who are on the wait list for this class session(s) to the distribution list.
    • Users who are not on the wait list - This will add users who are not on the wait list for this class session(s) to the distribution list.
  • Webinar Sessions - Allows you to select webinar session(s) to send emails to users who have met certain criteria of the webinar session(s).
    • All Users who are enrolled in this session - This will add all users who are enrolled in the webinar session(s) to the distribution list.
    • Users who are on the wait list - This will add users who are on the wait list for this webinar session(s) to the distribution list.
    • Users who are not on the wait list - This will add users who are not on the wait list for this webinar session(s) to the distribution list.
  • Click Save.

How Do I Schedule News Items to Be Sent to Students?

• From the Schedule News Items tab, click Add News Schedule.

News Information Tab

• News Template - Select a news template from the drop-down.
• Distribution List - Select a distribution list from the drop-down.
• Effective Date - Select a date from the date-picker for the news to be distributed.
• Effective Time - Select a time from the drop-down below the Effective Date for the news to be distributed.
• Expiration Date - Select a date from the date-picker for the news to expire.
• Expiration Time - Select a time from the drop-down below the Expiration Date for the news to expire.
• Timezone Country - Select the country from the drop-down that the news is being distributed in.
• Timezone - Select the regional time zone from the drop-down that the news is being distributed in.
• Will receive message - Displays a numerical value of how many students will receive the news.
• Have read message - Displays a numerical value of how many students have read the news.

Email Information Tab

• Notify Student - If checked, students will be notified by email if they have not read the news item.
• Number of Days - Number of days past the Effective Date to email students, if the news has gone unread.
• Email Administrators - Click to select administrators to receive an email if students have unread news items.

How Do I View Past News Items and Who Read Them?

• From the History tab, use the filters to narrow your search to find the news items you are looking for.
• Filters:
  • Username - Enter a username you want search for.
  • Read After - Choose a date from the date-picker to see news items that have been read after a certain date.
  • Read Before - Choose a date from the date-picker to see news items that have been read before a certain date.
  • News Template - Choose a specific news template from the drop-down to see who has read that template.
• You may also Clear Filters or Export to Spreadsheet.