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Notifications: Activate and Deactivate

Convergence Training Support
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Article Links Introduction | Notification Features | Status Icons | Change Location | Activate Notifications | Revert Notifications | Deactivate Notifications |

The Express LMS is a basic feature LMS.  The notification feature is not generally included with the Express LMS.

 

INTRODUCTION

Notifications are emails the system sends based on certain events. The LMS includes notifications that can alert your learners that training has been assigned, is due or about to expire. Notifications can also be set to alert a supervisor that training is complete or overdue.
Notes: (1) In order for assignment related notifications to be sent out appropriately, the corresponding notification must be enabled BEFORE the assignment is created. For example, if a new assignment is created and then the administrator enables the “Training Assigned” notification; no notifications will go out related to that assignment. Only assignments created AFTER that notification has been enabled will go out. (2) Notifications are sent via email.  Users must have an email address added to their user record to receive the notification.

Express LMS Users

Best Practice

Master and Admin security roles have the ability to activate, deactivate and customize notifications. Use the revision notes to track content added or removed from the notification to avoid multiple administrators overriding each other's content changes.

Refer to the Notifications: Sample Notifications article to view default language for all notifications.

Customized Options

Notifications can be customized as follows:

  • Edit the Subject line
  • Edit and add existing content in the body of the email
  • Add a greeting
  • Add pre-defined placeholders (tokens) that pre-fill Convergence LMS Data. Tokens are denoted {Username} in brackets.
  • Provide your help desk, LMS Administrator, or instructor contact information
  • Replace Convergence Training with your company name
  • Add a logo (please contact our support team to add a logo)

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NOTIFICATION FEATURES

Master and Admins have permissions to access notifications and use the following features:

  • Customize notification content for the entire organization or for each organization unit
  • Customized notifications are inherited from the top of the organization to the lower organization units
  • Revision notes can be added to track content added or removed from the notification
  • Preview your customized notifications
  • Send one-time notifications to users throughout your organization

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STATUS ICONS

Status icons appear on the Notifications screen and indicate the following:

notification_checkGreen: Notifications Enabled

notification_xRed: Notification Disabled

notification_viewBlue: Convergence LMS System Notification; ALWAYS enabled

All notifications default to disabled with the exception of the Convergence System Notifications.  All notifications may be customized; including the Convergence LMS System Notifications.

 

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CHANGE LOCATION

Notifications can be activated and customized for the entire Organization or any organization unit. For example, you can activate some notifications for one organization unit (like a region) but keep them deactivated for another organization unit (like a region).

In order to activate and customize notifications by organization unit, you will be required to change your location first.

Refer to the Change Location (Organization Unit) article to learn how to change your location.

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ACTIVATE NOTIFICATIONS

Follow these steps to activate any notification:

  1. Click the Administration tab at the top of the screen.
  2. Follow the steps to Change Location to change the location to the organization unit you would like to enable the notification for.
  3. Click the System Menu, then the Notifications link on the left menu bar.
  4. Search and locate the desired notification by following the directions provided in Using Search article.
  5. Click the Edit icon to the left of the notification.
  6. Notification Settings: (use to activate the notification)
    Note: Notifications identified by a blue icon are ALWAYS turned on.  They are Convergence system notifications which cannot be turned off.  You may follow the steps below to customize the content of those notifications.
  7. Click the customize settings for this notification.
  8. Click the Enabled OFF to read Enabled ON.

No Content Customization

  1. Click the Save button.
  2. Click the Close button.
  3. Refer to the Training Due Soon, Training Expiring and Training Overdue sections below for instructions to complete additional fields required for those notifications.

Customize Content

  1. Notification Content: (use to add custom text)
  2. Click the Customize notification content radio button.
  3. You can edit the Subject and Body in the following ways:
    1. Replace Convergence Training with your company name.
    2. Add styles, bullets, numbers and justification options to the body of the notification.
    3. Insert placeholders by selecting the desired value from the Insert Placeholder drop down list.
      Note: A placeholder inserts data stored in the Convergence database.  When the notification is activated and run, the bracketed text will be replaced by the data stored in the Convergence database if those fields are completed.
    4. Add contact information so your employees know who to email or call if they cannot log in, launch training, or get answers to general questions about this LMS.
    5. Add a salutation such as "Thanks from your Safety Team!"
  4. Type any desired notes about the changes made.
  5. Click the Save button.
  6. Click the Preview button to review the changes made and continue editing and saving until the notification appears as desired.
  7. Click the Close button.

 

Training Due Soon

Complete this additional field in the Notification Settings as follows:

  1. Notify users XX Days before training is due: Enter the number of days in advance of when training is due that you want the notification to be sent to the user.

 

Training Expiring

Complete this additional field in the Notification Settings as follows:

  1. Notify users XX Days before training is due: Enter the number of days in advance of when training is due that you want the notification to be sent to the user.

 

Training Overdue

Complete this additional field in the Notification Settings as follows:

  1. Notify users the day the training becomes overdue and EVERY XX days after: Enter the number of days between notifications to be sent to a user.
    Note: For example, the notification will be sent to the user on the day the training becomes due and every XX number of days after.  If  XX = 2 and the user becomes overdue on the 15th of the month, a notification will be sent on the 15th, 17th, 19th, etc. until they reach number of occurrences entered (in step 2 below).
  2. End the overdue notifications after XX occurrences of the notification have been sent Enter the total number of times the notification is to be sent to the user.
    Note: For example, if  XX = 5 and the user is notified every two days the day the training becomes overdue.  If the user becomes overdue on the 15th of the month, a notification will be sent every two days (on the 15th, 17th, 19th, 21st and 23rd) until a total of 5 notifications have been sent.
  3. Copy the most direct supervisor on the overdue notification? Select Yes or No. The supervisor will receive the notification with the same regularity as defined in Step 1 and 2.
    Notes: (1) The supervisor name  must be entered in the Supervisor field on either the organization unit record OR the user record. (2) An email address must be entered on the supervisor's user record.

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REVERT NOTIFICATIONS

Follow these steps to revert notifications to their previous inactive status and/or remove all customized content.
Notes: (1) Reverting a notification is irreversible - once reverted all customized content (if selected) will be removed.  (2) Custom content is the only thing that can be reverted on Convergence LMS System Notifications (denoted by a blue envelope icon). These notifications cannot be deactivated.

  1. Click the Administration tab at the top of the screen.
  2. Follow the steps to Change Location to change the location to the organization unit you would like to revert the notification for.
  3. Click the System Menu, then the Notifications link on the left menu bar.
  4. Search and locate the desired notification by following the directions provided in Using Search article.
  5. Click the Revert icon to the left of the notification.
  6. Choose ONE of the following selections on the Revert Notification to Default screen.
    Note:  One or more of these selections may not appear.  For example, if the notification never had custom content, you will only be able to revert the notification settings, or if it is a Convergence System Generated notification, you will only be able to revert the content.
    1. Revert both the content and settings (This removes custom content AND changes the status to inactive).
    2. Revert the notification content (This removes the custom content ONLY; the notification will still be active).
    3. Revert the notification settings (This change the status of the notification to inactive ONLY; the custom content will be retained).
  7. Click the Revert button.
  8. The notification will be reverted as desired.

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DEACTIVATE NOTIFICATIONS

Follow these steps below to deactivate a notification. 

  1. Click the Administration tab at the top of the screen.
  2. Follow the steps to Change Location to change the location to the organization unit you would like to deactivate the notification for.
  3. Click the System Menu, then the Notifications link on the left menu bar.
  4. Search and locate the desired notification by following the directions provided in Using Search article.
  5. Click the Edit icon to the left of the notification.
  6. Notification Settings: (use to activate the notification)
    Note: Notifications identified by a blue icon are ALWAYS turned on.  They are Convergence system notifications which cannot be turned off.  You may follow the steps below to customize the content of those notifications.
  7. Click the customize settings for this notification.
  8. Click the Enabled OFF to read Enabled ON.

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