Schedule Automatic Emails

This option allows for an email to be sent automatically to clients or instructors in course sections based on the send criteria.  The primary purpose of the automatic email scheduler is to send an automatic email before a course section starts or after a course section ends.  This option is very appropriate to be used as a reminder to clients or instructors of a course that is about to start.

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Applies To:    Enterprise    Plus

Release: 2 and 3

• This option is only available in the Email Templates when in View mode of the desired template.
• Emails are sent automatically between the hours of 1:00 and 3:00 AM EST on the day the criteria triggers an email event.
• Times are ignored during date matching on this function.  Only dates are included in the filtering process.
• Clients:  Only email templates where Population = Clients will receive an email using the scheduler.
• Staff:  Only email templates where Population = Staff will receive an email using the scheduler.  The email is only sent to the Staff 1 instructor.  Staff 2 is not sent an email using the scheduler.
• Only Course Sections with a status = “Offered” will be sent.
• Release 2 has a restriction for a maximum of 15 scheduled templates. Release 3 has no restriction on the number of templates that can be scheduled.
• The return email address is selected as follows:
  • Email Alt Return Address first.
  • If first is blank, then Branch Notification Email Address second.
  • If second is blank, then Branch Email Address.

Scheduling an Automatic Email

• To schedule an email, create a new or modify an existing text template. 
• Go to View mode of the email template record and click the [Email Scheduler Criteria] tab (Release 2) or the Scheduler panel (Release 3).
• Edit the criteria and add values to the following fields:
  • Scheduled: Tag this field Yes.
  • Include Course Info:  If yes, the course details will be embedded into the email below the body of the email.  If you are using embed codes to display course information, it is recommended to leave this option disabled.
  • Date:  Select if the Course Section Start Date, Course Section End Date, or the Client Assignment Registration Date is used as the trigger.
    • When using the Start or End Date options, only courses that contain a Start or End date will be sent.
    • When using Client Assignment Registration Date, note that you can only schedule emails after the Client Registration Date.
    • Registration Date is not used for Staff email templates.
  • Days Before/After:  Enter the number of calendar days before the date as a negative number or the number of days after as a positive number.  When using the Client Assignment Registration Date, the number of days must be 1 or greater.
    
    • Example: Entering -10 and Start Date would send an email 10 calendar days before the start date of the course sections.
    • Example: Entering 5 and End Date would send an email 5 calendar days after the end date of the course sections.
    • Example: Entering 0 and End Date would send an email on the same calendar day as the end date of the course sections.
      
  • Course Code (s--): Enter a partial or full course code.  If optional, the search match starts to the left of the course code regardless.  For example, "Auto" would filter all course codes starting with "Auto" or "ABC10" would filter all course codes starting with "ABC10".  Users should be cautious when a full course code is intended but the full course is also part of another longer course code.  Optional.
  • Category: Select one or more Course Categories. Required. At least one category must be selected.
  • Enrollment Status:  At least one Enrollment Status (Assignment Status) must be selected.  However, more than one can be selected.
  • Evaluation Submitted:  Used to filter clients who have or have not submitted a course evaluation.  This criteria works in tandem with all the other criteria.
    • Ignore: Criteria is ignore
    • No: Client has not submitted course evaluation
    • Yes: Client has submitted course evaluation
• Save the template record.
• To view the results of the schedule, click [View Schedule] in the toolbar while in View mode of the email template (Release 2) or run the InSight report titled Email Scheduler (Release 3).
  • This function will display the Course Sections and Assignments (Clients) or Course Sections (Staff) based on the template schedule settings and the run date entered into the function.
    
  • "No results" will display if the scheduled run date results in no records.
  • The list displayed is based on the settings and records at that moment.  The actual emails sent are based on the settings and records at the time of the mailing.
• After the emails are sent, a notification email is sent to your notification email address with a list of the templates and clients that were sent emails. Actual email copies are not included in this notification.

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