Academy Admins are able to edit the messages included in the automated email notifications that users receive after an action was executed.
In the left navigation, make sure you are in the Academy Workspace.
Notifications are found under Academy Admin, Training Admin, and Development Admin.
You, as an admin, can have a preview of the notifications, you can choose the notifications that you want to activate or deactivate for your academy, and last but not least, you have the option to edit almost all of them.
Editing the Notification
To edit a notification, just click on the Edit button, as presented below:
Please note: Each edit is being kept as an audit log on the “History” page. If an email was never edited, the “History” option will not be shown. Read also: Viewing Email Notification Changes
When the admin selects to edit an email notification, a popup window opens with the message included in the email. This window consists of the tools the admin can use to modify the email subject as well as the body of the email (per language).
- The version of the notification that you are editing: Each user receives a different version of the very same notification, based on the language that they have selected (using the language-setting on the upper navigation menu). You have the option to select the language you're editing and have the customized text sent out based on each employees' preferences. As an example, if you need to change the wording or translation of the notification that is being sent out to the users that have Spanish as selected UI language, you can edit only the Spanish version of the notification. All of the users who have selected Spanish as a language will receive the edited email, while all of the other users will receive the default one, based on their selected language.
- The subject of the email notification.
- Toolbar to use. The user can select variables to insert in the message.
- Message to edit (the body of the email)
- Select whether the email will be sent as plain text with no graphics.
- Select to restore the message to the default one.
- Save the message
- Close the window
Adding Variables in the message
Admins can add variables in order to have the value of the variable presented in the email when delivered. To do that they need to click on the "Add Variable" option on the toolbar.
The list of available variables for the select email notification will be presented. By clicking on a variable, it will be placed in the message.
Please read also: Email Notifications: Data Dictionary for all mapped-fields (Variables)
Adding Cases in the message
Admins can add cases as conditions to display or not a message or variable when the case is met. To that that they need to click on the "Add Variable" option on the toolbar and scroll down to reveal the available cases.
Each case has a starting point and an ending point. So when the admin selects to add a case in the message, it creates a line like "#INVALID_EMAILS_CASE_START#" and right below it adds a new line like "#INVALID_EMAILS_CASE_END#". The admin can enter any variables or wording between these 2 lines that need to be included in the message if the case is met.
For example, if the admin wants to have all the emails that are invalid when importing new users included in the notification then the following should be inserted:
1. Add the Case: Check for invalid emails during import
2. In the message go right below the line "#INVALID_EMAILS_CASE_START#"
3. Write the text: The following email addresses were invalid and failed to receive an email:
4. Add the Variable: @INVALID_EMAILS@ before the line "#INVALID_EMAILS_CASE_END#"
That's it. The case is now added.
Please read also: Email Notifications: Data Dictionary For All Mapped-Fields (Cases)
Adding Footer in the message
Admins can add a footer at the end of an email notification. In order to do that, they need to Select the "Add Variable" option from the toolbar and scroll down to the Footer section.
Click on "Add Footer in Email". Two lines will be added. The first one will be "#FOOTER_START#" and right below the second one "#FOOTER_END#". The admin can enter any variables or wording between these two lines that need to be included in the message as a footer.
Please also note that an email that is being sent to different recipients according to the setup, will contain different content based on that. By hitting “Preview” in those cases, you can view what email content each recipient will see.