Modules for Text, Email and Workflow Templates

Page Contents


Related Helpguide Pages

https://accessplanit.atlassian.net/wiki/spaces/HG/pages/83132472

 

This guide includes useful information to help you pick the right module when you are building your Email Templates and your Workflows!

The module you select for your Email Templates and your Workflows is very important, as it indicates where you will be getting your information from for your Workflow Actions and what will cause your Workflow to trigger.

The module determines what information you can pull through from the platform, what rules you can apply to the Workflow, and who can receive Workflow Actions.

 

For example, if your Workflow uses the module ‘Booking’, then you will:

  1. Be able to include booking-based information in your email (such as the booking date, the name of the booker, and the booking summary)

  2. Be able to send the emails to the Booking User

  3. Be able to send the email each time a new Booking is created

As another example, if your Workflow uses the module ‘Class Delegate’, then you will:

  1. Be able to include Delegate-based information for Classroom Courses in your email (such as the name of the Delegate, the name and date of the Course, and the venue details)

  2. Be able to send the emails to the Delegate

  3. Be able to send the email each time a new Delegate is added to a Classroom Course

 

Tip!

You can use the Is Session Candidate rule to dictate whether Delegates on sessional courses should trigger the workflow or not, as per below:

  • Is Session Candidate Equals No = This means the workflow will only trigger for Delegates on a head course or a non-sessional course.

  • Is Session Candidate Equals Yes = This means the workflow will only trigger for Delegates on a child session.

Further to this, when using the Course Date / Class Course / Web Course Modules, you can use the rule Is Sessional to dictate whether the Workflow should trigger for Parent (Head) Courses, or Child Courses and Standalone Courses. 

  • Is Sessional Equal to Yes = This means the Workflow will only trigger for Courses that are marked as 'Sessional' (i.e. head courses)

  • Is Sessional Equal to No = This means the Workflow will only trigger for Courses that are Child Courses of a Sessional Course, or Standalone Courses. 

For differentiating between Child Courses / Standalone Courses, the inclusion of the Parent Course ID rule will allow you to do this.

  • Parent Course ID  is empty = This means the workflow will only trigger for standalone courses

  • Parent Course ID is not empty = This means the workflow will only trigger for child courses of a head/parent session. 


The table below outlines the most popular modules used within Workflows, what they do, who you can send them to, as well as the rules and Actions available for them!

Module

Used For

Standard Recipients Available

Example Workflow Rules Available

Action Trigger Dates Available in Workflows

Key Fields Available

Module

Used For

Standard Recipients Available

Example Workflow Rules Available

Action Trigger Dates Available in Workflows

Key Fields Available

Course

Communicating Course Information

i.e. Course Statistics / Profitability

i.e. Course has been cancelled

i.e. Course has completed

  • Administrator Update Email Address

  • Trainer Email Address

  • Training Provider Email Address

  • Course Status is Available, In Progress, Fully Booked

  • Course Type is Class or Web

  • Active Tasks is greater than 1

  • Fill Rate is less than 50%

  • Training Provider

  • Current Date

  • Current Date Time

  • Date Completed

  • Date Created

  • Date Updated (when an update is saved for the Course)

  • End Date

  • Start Date

  • @@CourseID

  • @@CourseName

  • @@StartEndDateString

  • @@Status

  • @@Places 

  • @@CandidatesBooked

  • @@FillRate (%)

  • @@ViabilityForecast 

  • @@ResourcesUnallocated

Booking

Communicating Booking Information

i.e. Booking Confirmations

  • Booker Employers Email Address

  • Booker Managers Email Address

  • Booking User Email Address

Rules are not often used with this module

  • Booking Date

  • Booking Status Updated

  • Current Date

  • Current Date Time

  • @@BookingUserName

  • @@BookingSummary

Invoice

Communicating Invoice Information

i.e. Invoice Generated

i.e. Invoice Overdue

i.e. Invoice Fully Paid

  • Invoice Email Address

  • Issuer Email Address

  • Target Email Address

  • Invoice Status is Completed / Outstanding

  • Date Due was in the last 7 days

  • Current Date

  • Current Date Time

  • Date Created

  • Date Due

  • Date Generated

  • Date Updated

  • Tax Point

  • @@TargetUserFullName

  • @@TargetCompanyName

  • @@Reference

  • @@AmountPaid

  • @@Outstanding

  • @@PONumber

Password Reset Request

Sending out password reset links when requested by users

  • User

If one language and one workflow, no rules are needed

If multiple languages are needed, multiple workflows are required and you will need to add the following rule:

  • Preferred Language Name Equal To ***

  • Current Date

  • Current Date Time

  • Date Password Reset Requested

  • Expiry Date

  • @@Forename

  • @@Surname

  • @@UserID

  • @@MinutesLinkActive

  • @@DatePasswordResetRequested

Placeholder

Communicating Placeholder Information

i.e. Cancelled Placeholder

i.e. Placeholder with unassigned Places

  • Booking User Email

  • Owner Email

  • Placeholder Status is Cancelled / Transferred / Active

  • Course Status is Cancelled / Available

  • Unused places is greater than 0

  • Training Provider isx

  • Booking Date

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • @@CourseID

  • @@CourseName

  • @@CourseDateStartDate

  • @@CourseDateEndDate

  • @@Quantity



User Award

Communicating User Award Information

i.e. Award is due to Expire

i.e. Target Date is approaching

  • User Email Address

  • User Company Email Address

  • User Award Status is Targeted / Completed

  • Expiry Date is in the next 30 days

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Completed

  • Date Created

  • Expires

  • Expiry Date

  • Target Date

  • @@UserFullname

  • @@AwardLabel 

  • @@Expires

Delegate

Communicating Delegate and Trainer Information for all types of Courses

i.e. Delegate Confirmation

i.e. Delegate Certification

i.e. Delegate Cancellation

  • Booking User Email Address

  • Company Email Address

  • Delegate Email Address

  • Employer Email Address

  • Managers Email Address

  • Delegate Status has changed

  • Delegate Status is Completed / Transferred / Cancelled / Booked / Failed / No Attend

  • Is Session Candidate equals No

  • Course Status is not Cancelled

  • Type is Trainer / Delegate

  • Invoice Status Is In Completed (Note: This rule cannot be used as a trigger for a Delegate module workflow as updating an Invoice doesn't update a Delegate record)

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Cancellation Last Requested

  • Date Created

  • Date Updated (whenever the Delegate is updated, e.g. status changed, name change, etc.)

  • Delegate DOB

  • @@CandidateForename

  • @@CandidateSurname

  • @@CourseName 

  • @@CourseDateStartDate

  • @@CourseDateEndDate

  • @@CourseJoiningInstructions

  • @@VenueName

Class Delegate

Communicating Delegate & Trainer Information for Classroom Courses only

i.e. Joining Instructions

i.e. Course Date Reminder

  • Booking User Email Address

  • Company Email Address

  • Delegate Email Address

  • Employer Email Address

  • Managers Email Address

  • Delegate Status has changed

  • Delegate Status is Completed / Transferred / Cancelled / Booked / Failed / No Attend

  • Is Session Candidate equals No

  • Course Status is not Cancelled

  • Type is Trainer / Delegate

  • Delivery Method is Public / In House

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Cancellation Last Requested

  • Date Created

  • Date Updated (whenever the Delegate is updated, e.g. status changed, name change, etc.)

  • Delegate DOB

  • @@CandidateForename

  • @@CandidateSurname

  • @@CourseName 

  • @@CourseDateStartDate

  • @@CourseDateEndDate

  • @@VenueLabel

  • @@VenueFullAddress

  • @@VenueMapUrl

  • @@CourseJoiningInstructions 

Document Delegate

Communicating Delegate Information for Document Courses only

i.e. How to access your document

  • Booking User Email Address

  • Company Email Address

  • Delegate Email Address

  • Employer Email Address

  • Managers Email Address

  • Delegate Status has changed

  • Delegate Status is Completed / Transferred / Cancelled / Booked / Failed

  • Is Session Candidate equals No

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Cancellation Last Requested

  • Date Created

  • Date Updated (whenever the Delegate is updated, e.g. status changed, name change, etc.)

  • Delegate DOB

  • Password Expiry Date

  • Package Start Date

  • @@CandidateForename

  • @@CandidateSurname

  • @@CourseName

eLearning Delegate

Communicating Delegate Information for eLearning Courses only

i.e. How to access your eLearning

  • Booking User Email Address

  • Company Email Address

  • Delegate Email Address

  • Employer Email Address

  • Managers Email Address

  • Delegate Status has changed

  • Delegate Status is Completed / Transferred / Cancelled / Booked / In Progress Failed

  • Success Status Is In Passed

  • Package Expiry Date is in the next 30 days

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Cancellation Last Requested

  • Date Created

  • Date Ended

  • Date Started

  • Date Updated (whenever the Delegate is updated, e.g. status changed, name change, etc.)

  • Delegate DOB

  • Password Expiry Date

  • Package Start Date

  • @@CandidateForename

  • @@CandidateSurname

  • @@CourseName 

  • @@CandidateDirectELearningUrl

Web Delegate

Communicating Delegate & Trainer Information for Web Courses only

i.e. Joining Instructions

i.e. Course Date Reminder

  • Booking User Email Address

  • Company Email Address

  • Delegate Email Address

  • Employer Email Address

  • Managers Email Address

  • Delegate Status has changed

  • Delegate Status is Completed / Transferred / Cancelled / Booked / Failed / No Attend

  • Is Session Candidate equals No

  • Course Status is not Cancelled

  • Type is Trainer / Delegate

  • Delivery Method is Public / In House

  • Course End Date

  • Course Start Date

  • Current Date

  • Current Date Time

  • Date Cancellation Last Requested

  • Date Created

  • Date Updated (whenever the Delegate is updated, e.g. status changed, name change, etc.)

  • Delegate DOB

  • @@CandidateForename

  • @@CandidateSurname

  • @@CourseName 

  • @@CourseDateStartDate

  • @@CourseDateEndDate

User Role

Communicating when a user's roles have changed

i.e. A user has been assigned the Training Administrator role

You need to enter an email address to be a recipient of User Role emails i.e. a shared training inbox email address

  • Users Role ID has changed

  • User Role ID is Training Administrator

  • Current Date

  • Current Date Time

  • UserID

  • UserFullName