TraCorp LMS Quick Reference Guide

Audience: Main Admin, Sub Admin

Overview

This QRG explains how to use the Email tab to configure all settings related to email within the LMS.

Enabled Permissions Required to Complete the Following Steps

·         General Settings > Email

Note: Sub Admin without access to complete these steps should review Permissions with a Main Admin. User Group Admins do not have permission to access General Settings.

Select Email Options

1.        From Admin Navigation, click General Settings.

2.       Click the Email tab.

3.       Click the Make all users’ email addresses optional check box to eliminate the need for an email address when creating a new user.

4.       Click the Make User Group Admin’s email address optional check box to eliminate the need for an email address when creating a new User Group Admin.

5.       Click the Allow users to have same email address check box to allow multiple users within the LMS to have the same email address. This is useful when administrators are also students in the system.

6.      Click the Use Outlook formatting for session emails check box to include an Outlook calendar attachment with session emails (e.g., when a student registers for a webinar).

7.       Click the Block Outlook Confirmation check box to stop Outlook emails from sending a calendar confirmation email back to the instructor/organizer.

8.       Click the Send Instructor daily roster updates check box to send a nightly email to all instructors/organizers with a list of changes to their classroom/webinar rosters.

9.      Select a template in the Email students when they register drop-down menu to choose the format to use to send an email to students when they are registered in the LMS.

10.    Select a template in the Email instructors when they register drop-down menu to choose the format to use to send an email to instructors when they are registered in the LMS.

11.     Select a template in the Email admins when they register drop-down menu to choose the format to use to send an email to admins when they are registered in the LMS.

12.    Select a template in the Default Class No-Show Template drop-down menu to choose the default format to use to send to students when they are marked as a no-show for a classroom session.

13.    Click the Restrict user registrations to approved email domains check box to limit registration by users with email addresses within the approved domain list.

·         If checked, enter information in the Approved email domains for registration (one domain per line) field.

14.    Select a registration field in the Send copy of student emails to registration field email drop-down menu to select a registration field containing an email address. Note: The check box on the corresponding box in the email template must be checked for a student or instructor to receive an email using that template and for a copy of that email to be sent to the email address in the registration field.

15.    Select a template in the Weekly Content Comment Report Template drop-down menu to choose the default format to use for the weekly content report.

16.    Click Save Settings.

17.     Click OK.

Customize the Email Template

1.        From Admin Navigation, click General Settings.

2.       Click the Email tab.

3.       Scroll to the System Email Template section to customize all emails sent by the LMS.

4.       Click Download current template or Download Sample HTML Template.

5.       Right-click the system-template.html file in the downloads folder.

6.      Click Open with.

7.       Click Choose another app.

8.       Click Notepad.

9.      Click Always or Just once.

10.    Update the template with company branding, logo, etc. While the color and font can be changed, the three placeholders below must remain and will be filled in by the LMS:

·         [TITLE] — The main title of the email.

·         [SUBTITLE] — The subtitle of the email.

·         [BODY] — The body text of the email. This is required.

11.     In the LMS, click Update new template.

12.    Click Choose File.

13.    Select the saved template from the desktop.

14.    Click Open.

15.    Click Upload.

16.    Click OK.

17.     Click Send yourself a test email.

18.    Click OK.

19.    Click Save Settings.

20.   Click OK.

Control LMS Email Sending

1.        From Admin Navigation, click General Settings.

2.       Click the Email tab.

3.       Scroll to the LMS email sending section to control emails sent by the LMS.

4.       Click the Disable all email sending check box to stop the LMS from sending email to users.

5.       Click the Don’t group session reminder emails check box to send individual emails regarding session to students.

6.      Emails currently queued displays emails scheduled to be sent by the LMS. Click Clear Email Queue to delete the emails in the queue.

7.       Click Save Settings.

8.       Click OK.

Note: The Email address to use as the ‘from’ address for email sent from the system is the sender for all LMS emails. This address can only be updated by TraCorp.

Best Practices

·         The email template should be a single HTML file with any Cascading Style Sheets (CSS) styling or images specified inline.

·         Editing the HTML template requires knowledge of HTML and CSS coding. Enlist someone with that expertise to help customize the template.

·         When a test email is sent, check the trash or spam folder if the message does not appear in the inbox.