Modules for Text/Email/Workflow Templates

Owned by Rachael Oldfield (Unlicensed)
Last updated: Jul 21, 2022 by Sean PooleVersion comment

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The module that you select when creating a new Workflow, Email, or Text Template has a big impact on what content you are able to include within the Template or Workflow Action, where you can use this Template, what rules you can apply to your Workflow, and who can receive the Workflow Actions.

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

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. 
Module
Used For
Standard Recipients Available
Example Workflow Rules Available
Action Trigger Dates Available in Workflows
Key Fields Available
Course Date

Communicating Course Information

i.e. Course Date Statistics

  • Administrator Update Email Address
  • Trainer Email Address
  • Training Provider Email
  • 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
Course Date 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 Overdue

  • 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 RequestSending out reset password 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

  • 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, 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
User Course Date

Communicating Generic Delegate and Trainer Information

i.e. Delegate Confirmation, Certification, 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
User Course Date Class

Communicating Classroom BasedDelegate and TrainerInformation

i.e. Joining Instructions, 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 
User Course Date Documents

Communicating Document Based Delegate Information

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
User Course Date eLearning

Communicating eLearning Based Delegate Information

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
User Course Date Web

Communicating Web BasedDelegate and TrainerInformation

i.e. Joining Instructions, 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 UserRoles emails
  • Users Role ID has changed
  • User Role ID is Training Administrator


  • Current Date
  • Current Date Time
  • UserID
  • UserFullName