Communications — Emails Tab
TraCorp LMS Quick Reference Guide (QRG)
Audience: Main Admin, Sub Admin, User Group Admin
Overview
This QRG covers how to communicate with users using email through the LMS, manage email templates distribution lists and email options, and review email history.
Enabled Permissions Required to Complete the Following Steps
- Communications > Emails > Email Templates (User Group Admin)
- Communications > Emails > Distribution Lists (User Group Admin)
- Communications > Emails > Send Email (User Group Admin)
- Communications > Emails > User Emails (User Group Admin)
- Communications > Emails > Email History (User Group Admin)
- Communications > Emails > Pending Emails (User Group Admin)
Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.
Configuration Requirements
- Users need a valid email address in the LMS.
- The email template must be set up and sent to new users.
- The email template must be selected as the default to be sent when new users are added to the system.
Set Up an Email Template
Set up an email template to send emails to users, regarding LMS updates, course information reminders, or progress notifications to streamline communications.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the Email Templates tab.
4. Click Add New Template.
5. Enter the Email Subject that will appear in the subject line.
6. Enter the title that will display in the body of the email in the System Template Title field to choose to use the HTML template within the LMS.
7. Enter the subtitle that will display in the body of the email in the System Template Subtitle field to choose to use the HTML template within the LMS.
8. Click the Ignore System Template check box to disregard the HTML template. The System Template Title and System Template Subtitle will be ignored.
9. Click the Send a copy check box to send a copy of the email. Enable the Send a copy option for an email template in the Add Email Template panel. The system will check the selected registration field for each user in the distribution list and send a copy of the email to the email address in that field. For step-by-step instructions on sending a copy of the email, see Knowledgebase article: General Settings — Email Tab Quick Reference Guide.
10. Enter the communication in the Email Text field.
11. Use Placeholder Text to personalize the message. All available placeholders are listed in the pop-up link just below Email Text. For example, [first name] and [last_name] are commonly used to greet the user by name.
12. A file can also be added using Choose File next to Attachment.
13. Click Save.
Set Up a Distribution List
Distribution lists are an efficient way to send notifications, announcements, or course updates to a group of users by addressing a single list name instead of individually entering each user’s email address.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the Distribution Lists tab.
4. Click Add New Distribution List.
5. The List Info tab defaults. Enter a title for the distribution list in the List Title field and click the Active check box to activate (or deactivate) the distribution list.
6. Enter filter information on one or more of the following tabs to select the users to include in this distribution list:
· User Groups: Specify one or more user groups to include in the list. All users in the selected groups will be included.
· Basic User Info: This tab filters users based on the basic information, such as email address, registration date, last login date, and user type.
· Custom User Info: This tab filters users based on any user field, similar to how user groups handle user autoassignments. Note: Use custom rules to select users based on any user field. Custom rules must take the form of the where clause in a SQL statement. Custom rules use the exact same syntax as the autoassignment rules for usergroups. Then click Check Syntax.
· Content: This tab filters users based on content assignment or whether users have or have not completed a piece of content.
· Learning Tracks: This tab filters users based on their learning track assignments.
· Class Sessions: This tab filters users based on enrollment in a class session.
· Webinar Sessions: This tab filters users based on enrollment in a webinar session.
7. Once the filters are specified, click Test Filters to test the filters and identify the users that match. Note: It may take several minutes to test complex filters.
8. Click Save.
Send Email
Select an email template and a distribution list.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the Send Email tab.
4. Select an email template from the Email Template dropdown menu.
5. Select a distribution list from the Distribution List dropdown menu.
6. The LMS email sending address is set by the Main Admin in General Settings à Email and cannot be changed on this screen.
7. The Reply To email can be changed.
8. Decide when the email is to be sent.
a. Click the Now option button to send the email immediately.
b. Click the On specific Date/Time option button to schedule sending the email.
· Click the Time dropdown and select a time to send the email.
· Click the Date field and select a date to send the email.
· Click the Timezone Country dropdown and select the country.
· Click the Timezone dropdown and select the time zone.
Note: The entire batch might take several minutes to send, depending on the number of recipients. Batches set to be sent on a specific date/time can be edited in the Pending Emails tab before they are sent.
9. Click Queue Emails For Sending. An Info pop-up displays the number of messages queued for delivery.
10. Click OK.
Set Up User Emails Options
Additional email options can be used to inform administrators when users are added, deleted or their status changes to Inactive or Idle.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the User Emails tab.
4. Click the Are Added check box to alert administrators when users are added.
· Click the Frequency dropdown and select Daily, Weekly, Monthly or Immediately.
· Click the Starting From field to select the start date, or leave it as the default of Any.
5. Click the Are Deleted check box to alert administrators when users are deleted.
6. Click the Status Changes (Inactive or Idle) check box.
7. Click Email Administrators to choose administrators that will receive the email(s).
8. Apply the filters to see a specific list in the Select Users window.
9. Double-click on the Username to select the administrator.
10. Click Yes to add the selected users to the email list.
11. Click OK.
12. Click Save Changes
Review Email History
Search for emails sent from the LMS during a specific time period or to a specific recipient.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the Email History tab.
4. Click Sent After to select a date to see the emails sent after that specific date.
5. Click Send Before to select a date to see the emails sent prior to that specific date.
6. Enter a user name in Sent To Username to see the emails sent to that user.
7. Enter an email address in Sent To Email to see the emails sent to this email address.
8. Click Search to display the emails in the Search Results section.
9. Search Results will display and include the following:
· Date Queued
· Username
· Email Address
· Subject
· Sender
10. Click Export to Spreadsheet to export the search results to an Excel spreadsheet.
Review Pending EmaiIs
See a list of emails waiting or scheduled to be sent by the system.
1. From the Admin Navigation menu, click Communications.
2. Click the Emails tab.
3. Click the Pending Emails tab.
4. To edit a pending email, select the Email Template to edit and click Edit.
5. Make the needed edits in the Send Email dialog box and click Queue Emails For Sending.
6. To delete a pending email, select the E Template to be deleted and click Delete Selected.
7. Click Yes.
Best Practices
When using placeholders, consider information that may not be suitable for this format. For example, sending passwords by plain text is the least-secure method. Although the LMS has placeholders for this, it is highly suggested to send users a welcome email with a link to the Forgot Password page of their LMS. For step-by-step instructions on sharing login information with new users, see Knowledgebase article: Communications — Sharing Login Details with New Users.