Modules for Text, Email and Workflow Templates
- Rachael Oldfield (Deactivated)
- Jenna Buttershaw
- Sean Poole
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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:
Be able to include booking-based information in your email (such as the booking date, the name of the booker, and the booking summary)
Be able to send the emails to the Booking User
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:
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)
Be able to send the emails to the Delegate
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 |
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Course | Communicating Course Information i.e. Course Statistics / Profitability i.e. Course has been cancelled i.e. Course has completed |
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Booking | Communicating Booking Information i.e. Booking Confirmations |
| Rules are not often used with this module |
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Invoice | Communicating Invoice Information i.e. Invoice Generated i.e. Invoice Overdue i.e. Invoice Fully Paid |
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Password Reset Request | Sending out password reset links when requested by users |
| 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:
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Placeholder | Communicating Placeholder Information i.e. Cancelled Placeholder i.e. Placeholder with unassigned Places |
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User Award | Communicating User Award Information i.e. Award is due to Expire i.e. Target Date is approaching |
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Delegate | Communicating Delegate and Trainer Information for all types of Courses i.e. Delegate Confirmation i.e. Delegate Certification i.e. Delegate Cancellation |
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Class Delegate | Communicating Delegate & Trainer Information for Classroom Courses only i.e. Joining Instructions i.e. Course Date Reminder |
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Document Delegate | Communicating Delegate Information for Document Courses only i.e. How to access your document |
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eLearning Delegate | Communicating Delegate Information for eLearning Courses only i.e. How to access your eLearning |
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Web Delegate | Communicating Delegate & Trainer Information for Web Courses only i.e. Joining Instructions i.e. Course Date Reminder |
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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 |
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