How to Use Communications - Email

Emails are a powerful way to keep students informed. You can create email templates, create distribution lists to send emails to specific users, set email alerts for admins if specific settings change in the LMS, and look at email history.

What are Email Templates?

Email templates are a way for you to create plain-text or HTML email templates to be used throughout the LMS, rather than utilizing the standard system emails provided.

How Do I Create a New Email Template?

• On the Admin Navigation menu, select Communications.
• Click the Emails tab (default).
• Click the Email Templates
• Click Add New Template.
  • This will open the Add Email Template window, defaulting to the Email Template
    • Email Subject - This is what will appear in the subject line of the email.
    • System Template Title - If utilizing HTML Templates, this is the title that will display in the body of the email.
    • Ignore System Template - If checked and an HTML Template is being used, the HTML Template will be ignored.
    • Send a copy (see General Settings -> Email) - If checked, this template will be used to send a copy to an email address in a specific registration field.
    • Email Text - This is what will display in the body of the email. This is required.
    • Placeholder Text - Click on the Placeholder Text link to learn more about this feature.
    • Attachment - To attach a file to this campaign template, click Choose File.
    • Viewable by all admins - If checked, all admins in the LMS can view this email template. If this is not checked, then only users added in the Ownership tab, in addition to the creator, can view this template.
  • Click Save at the bottom of the window.

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 allows 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.

How Do I Manually Send Emails that are not Based on a Specific Event?

• Click the Send Email
  • Email Template - Select an email template to send.
  • Distribution List - Select a distribution list to send the email template to.
  • From - This is the From Address that the LMS sends from and cannot be changed without reaching out to TraCorp.
  • Reply To - This is the Reply to Address used if users reply to the sent email. TraCorp recommends that this match the From Address. Although this can be changed, doing so may cause the email to be sent to the user's spam
  • Send Email - You may choose to send the email Now or On specific Date/Time.
    • If On specific Date/Time is chosen:
      • Time - Select time email should be sent from drop-down.
      • Date - Choose date email should be sent from the date-picker.
      • 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.

How Do I Alert Admins if Users are Added, Deleted, or Status Changes?

• Click the User Emails
  • Are Added - If checked, the admins listed in the Send Email To section below will be sent an email with a list of users added to the system at the Frequency chosen, Starting From the date chosen from the date-picker. Note: If no date preference, leave blank.
  • Are Deleted - If checked, the admins listed in the Send Email To section below will be sent an email with a list of users deleted from the system at the Frequency chosen, Starting From the date chosen from the date-picker. Note: If no date preference, leave blank.
  • Status Changes (Inactive or Idle) - If checked, the admins listed in the Send Email To section below will be sent an email with a list of users whose status changed in the system at the Frequency chosen, Starting From the date chose from the date-picker. Note: If no date preference, leave blank.
• Click Save Changes at bottom.

How Do I See What Emails Were Sent from the LMS?

• Click the Email History
  • Sent After - Select a date with the date-picker to see the emails sent after that specific date.
  • Sent Before - Select a date with the date-picker to see the emails sent prior to that specific date.
  • Sent to Username - Enter a username to see the emails that have been sent to this user.
  • Sent to Email - Enter an email address to see the emails that have been sent to this address.
• Once you have filled in the above search criteria, click Search to display the emails in the Search Results

How Do I See Pending Emails to be Sent?

• Click the Pending Emails
• You will see a list of emails waiting or scheduled to be sent out by the system.
  • To edit a pending email, select the email to be edited, then click Edit.
  • To delete a pending email, select the email to be deleted, then click Delete Selected