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How are notifications managed in topics, articles and pathways?

Each topic, article and pathways have a Settings tab which contains all the notification available in the Notifications panel on that tab.
Written by Rolf Lawrenz
Updated 2 months ago

Each topic, article and pathway has a Notifications tab which contains all the email notification options.

Notifications are managed in an 'event subscription' model, with each topic, article and pathway containing a number of possible events triggering notifications to a range of defined subscribers.

Each event has a trigger timing and a default recipient the notification is sent to. Events can then be entirely disabled or additional people subscribed to that event. Click on the green pencil icon to edit and save your notification settings. 

What events can trigger a notification?

  • Topic/Article/Pathway enrolment - Manual enrol. This event is always visible. This event means an email will be sent when an explorer is manually enrolled in this topic, article or pathway by a portal admin (either individually or part of a bulk enrolment). By default, the email is sent to the explorer and includes a link to the topic, article or pathway and a summary of the overview of that item.
  • Topic/Article/Pathway enrolment - Self enrol. This event is always visible. This event means an email will be sent when an explorer 'self enrols' in either a topic, article or pathway which you have set to allow self enrolments, or by a new prospect signing up to a topic via an External Enrolment link. By default, the email is to the Primary Admin Account with details of the person and enrolment
  • Assessment - Requested retake (Topic only). This event is only visible when the Assessment module is activated. This event means an email will be sent when an explorer fails and assessment and requests a retake. By default, the email is sent to the Primary Admin Email as defined in your Accounts page. This event cannot be disabled once an Assessment is active.
  • Activity - Started activity (Topic only). This event is only visible when the Activity modules are activated and Activities have been created. There will be one event for each Activity. This event means an email will be sent when the explorer starts each activity. By default, the email is sent to the explorer and includes a copy of the activity instructions and deadline, along with a copy of the explorer's journal.
  • Activity - Activity reminder (Topic only). These events are only visible when the Activity modules are activated and Activities have been created. This event means an email will be sent when the due date for this Activity has passed and the explorer has not marked the Activity as complete. By default, the email is sent to the explorer and includes a copy of the activity instructions and deadline, along with a copy of the explorer's journal.
  • Activity - Activity completed (Topic only). This even is only visible when the Activity modules are activated and Activities have been created. This event is triggered as an activity is completed and sends a copy of the explorer's journal - with their activity results - to the explorer (and any other selected stakeholders).
  • Topic/Article/Pathway reminder - before due, on the due date and overdue.  These reminder events are only visible if a due date has been created for the topic, article or pathway. Once a due date is active, these reminder events can be activated. Each reminder event can be configured separately (e.g. you may only want to notify managers on the 1-week overdue event). Each event means an email will be sent at the scheduled timing with a reminder for the explorer to complete the topic, article or pathway. By default, the email is sent to the explorer and includes a copy of their journal or list of the topics/articles in the pathway.
  • Completed topic/article/pathway. This event is always visible. This event means an email will be sent when an explorer conquers all modules in that topic or article, or all topics/articles in a pathway. By default, the email is sent to the explorer and summarises their key results (length, completion date, assessment results, activities completed), along with a copy of their journal.

Who can subscribe to events?

Each event has a default recipient. If the event is enabled, that recipient is selected by default and cannot be removed from the notification. Effectively, that event notification is 'theirs' and their name will appear in the To box of the notification email. However, other people can be subscribed to the event.

  • Admins. This is the Primary Admin Email as defined in the Accounts tab.  It does not (currently) include all admins within the portal. 
  • Creators. This will is all creators assigned to the topic/article (this option does not exist for pathways.
  • Explorers. This will include the current explorer in the topic/article/pathway. They are often the default person anyway, but some events for an Admin can be toggled to include the explorer.
  • Managers. This will include the explorer's manager. Each explorer's manager is set by editing that person's details in the People tab in Admin.
  • Mentors. This will include the explorer's mentor. Each explorer's mentor is set by editing that person's details in the People tab in Admin.
  • Stakeholders. This allows for addition, specific emails addresses to be subscribed to individual events. You can enter multiple email addresses separated by commas. This is very useful for activity notifications in particular, or when you need to notify a specific team or individual on the completion of a topic, article or pathway.

How are email notifications delivered?

You can learn how email notifications are delivered at this article.

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