SAP Knowledge Base Article - Public

2784825 - Notification Management Best Practices - Learning Administration

Symptom

  • Learning Administration – Notification Management
  • This KB article will help outline the Notification Management best practices

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors Learning Management System

Resolution

Introduction to Notifications

SAP SuccessFactors Learning generates notifications to inform recipients about an action they need to take, or about an event which occurred.

  • Notification templates define emails delivered to Users, Instructors, Contacts, Supervisors and Administrators for various triggers
  • For all system generated email notifications, there are templates which may be modified.
  • As best practice, each notification template in use should be reviewed and possibly edited to meet design needs during the implementation phase.
  • To test the generation of e-mail messages, create the triggering events.
  • We offer a easy to user notification editor based on the SAP Fiori design standards.

When first deploying SuccessFactors Learning, it contains default notification templates. If the templates are not customized, users will receive the default notifications.

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Notification Topics

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System-Provided Notification Template Groups

  • When first deploying SuccessFactors Learning, it contains default notification templates. If the templates are not customized, users will receive the default notifications.
  • If the templates ARE customized, users receive a differently formatted message (based on changes). 
Notification Template Groups Notification Group Summary
Learning Plan Templates Customers edit some learning plan notifications because they tell employees about changes to their learning plan.
Scheduled Offering Templates Scheduled offering templates are among the most customized because they notify users about scheduled courses and help them manage their calendars.
VLS Attendance Processing Templates If using virtual learning to conduct training in WebEx, Adobe Connector or Microsoft Skype for Business rooms, you might edit the VLS attendance processing templates.
Approval Processes Templates Consider editing approval processes if you have set up an approval process for users to enroll into courses, withdraw from courses, and so on.
Automatic Process Templates (Admin) Automatic process notifications are sent when an Automatic Process Manager (APM) runs.

Background Job Templates (Admin)

 

Background job notifications are sent, usually to administrators, when they run a job in the background. For example, when an administrator propagates an assignment profile, that is a background job. Most customers use the default template for these notifications because they are utilities.

Notification Template Types – Learning Plan Notifications

  • Learning Plan Notification Settings – Use these settings to control the User Learning Plan notifications.
  • Three Active Learning Plan Notifications:

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  • These notifications are triggered by the Learning Plan Notification APM and include a rolled up list if applicable.
  • This is currently active and runs hourly.
  • Triggers ApmStudentLearningPlanNotification and ApmSupervisorLearningPlanNotification Notification Templates.
  • Mondelez could opt to allow User to modify learning plan notification settings.

LMS Admin > System Admin > Automatic Processes

Notification Template Types - Scheduled Offering Delivery Notifications

All Scheduled offerings have a series of notifications:

  • Registration Notification / Cancellation Notification / Withdraw Notification
  • Waitlist Notification / Waitlist Removal Notification / Pending Notification
  • Scheduled Offering notification can be modified at the global level, item level and the SO level.
  • These are sent as e-mail "Registration Reminders" to Users (and their supervisors) who are enrolled in upcoming Scheduled Offerings.
  • There is a one-time email reminder and is sent to all Users registered with an Enrolled status within the specified date threshold.
  • These notifications are triggered by the Scheduled Offering Delivery APM. This is currently ACTIVE.
  • Triggers ApmInstanceDelivery Notification Template.

LMS Admin > System Admin > Automatic Processes

Process to Register for a Classroom Course (Scheduled Offering)

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Process to Withdraw from a Classroom Course (Scheduled Offering)

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Notification Template Types - 3. Learning Item Expiration

All required learning items with due dates for have notifications for Learning Expiration, including Overdue Learning Notifications.

  • The process sends Learning Expiration reminder notifications to Users and their Supervisors when assigned Items are approaching the Required By Date
  • They will continue to receive the notifications according to the Reminder Period until the Item is complete or unassigned.
  • If the assigned item is not completed by the due date, then an Overdue Learning notification is sent.
  • You can select the recipients for this email as user, supervisor or both.
  • Triggers ApmTrainingExpiration notification template
  • For Items – Set Required for Item Completion = YES
  • For example, if you have 30 Days as Threshold and 7 Days as Reminder Period, the system will send it's first notification once the training becomes due in 30 days or less. Then it will send a reminder every 7 days (even when past due) until it is completed.

LMS Admin > System Admin > Automatic Processes

Notifications Content - Steps to Edit Notifications

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Notifications Content - Templates

Each email is based on a notification template that contains one or more of these elements:

  • Static text that is displayed whenever the notification is generated.
  • Syntax tags that insert dynamic data to be inserted from the database each time the notification is generated.
  • Messages can include a rolled-up list of users who received the notification called Loop tags that summarize the list of recipients who received this notification.
    • The <LOOP> tag delivers one wrapped-up email, instead of a copy of all individual emails.
    • For example, a supervisor has five staff (users) registered in a scheduled offering.
    • Each registered user receives a registration notification.
    • The supervisor receives one registration notification with the four users listed in the body of the message.

The <LOOP> tag delivers one wrapped-up email, instead of a copy of all individual emails

  • For example, a supervisor has five staff (users) registered in a scheduled offering. Each registered user receives a registration notification
  • The supervisor receives one registration notification with the four users listed in the body of the message

 Example - Notify Learner of Learning Plan Changes

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Notifications Editor

The Notification Template Editor enables capabilities to template editing including customization for each locale independently without using a label based approach and the use of HTML Source code.

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• The editor centralizes work into one space. 
• It provides a rich text editing tools for common formatting tasks.
• There is no need to know HTML for most common tasks.
• It makes adding dynamic content easy.
• It isn't necessary to look up syntax tags (or message keys). Instead insert the syntax tags into the message with a mouse click.

LMS Admin > System Admin > System Configuration > Global Variables > General Settings

Recommendation – Using the Notifications Editor

  • When using the editor, we recommend to understand how the rich text editor works and how you plan to use it.
  • Go to LMS Admin->System Admin->Configuration->Global Variables
  • elect Use Editor Content When Sending Email Notification to enable the editor system-wide.
  • Go to LMS Admin->System Admin->Configuration->Notification Templates
  • Open a notification template you want to edit and then go to Messages.
  • To edit the content but still rely on the existing message syntax, click Launch Editor but do not select Use Editor Content When Sending this Notification.
  • When ready to send notifications based on the rich text editor, select Use Editor Content When Sending this Notification for each individual message.
  • This rich text notification editor hides the complexity of the tags.
  • If something is not working in the rich text editor, you can always edit the mark-up directly. Click the Source code button to open the source code view.
  • Support for adding Direct Link Notification Syntax Tags using the Link Plugin.
  • Support for editing the Syntax Tag formatting using the Edit Syntax Tag Plugin.
  • Updated styling for the Syntax Tags in the editor.

Notification Management – Outlook Notifications

Outlook Calendar invites for Registrations and Scheduled Offering updates now available as an Admin Opt-in.

  • When users get scheduled offering registration emails, it is possible to opt to send standard Calendar invites instead of iCal attachments.
  • When “Enable vCalendar attachments” is enabled then the option is displayed to  “Send vCalendar attachments as Calendar Invite”.
  • Outlook calendar invitations will be sent when enabled.
  • Outlook calendar invitations for Cancellations also available.
  • Configuration available to suppress Informational ICS attachments when Calendar Invites are enabled.

LMS is master source of registration and enrollment info. If a withdrawal is approved the user needs to manage their own calendar.

LMS Admin > System Admin > System Configuration > Global Variables > Mail

2017 Notification Enhancements

Q1 2017

  • Configurable “From” Email Address by Organization
  • Notification with Cancellation Invite for Segment Deletion

Q2 2017

  • Notification Editor Enhancements includes support for adding Direct Link Notification Syntax Tags using the Link Plugin, support editing the Syntax Tag formatting using the Edit Syntax Tag Plugin, and updated styling for the Syntax Tags in the editor
  • Admins with “Manage Unsent Emails” workflow can view the count and date range for unsent email and can delete unsent email.

Q3 2017

  • A button was introduced to propagate Learning Expiration APM threshold & Reminder to all Active Items through a background job.
  • Configuration to use Admin notification email address for VLE notifications.
  • Configuration to suppress ICS attachments when Calendar Invites are enabled.
  • New button for Admin to view the system provided template info in Notification Template Page.
  • Suppress the sending of emails when only Organization Header Footer are present but the template is blank.

    Configuration Status: Admin Opt-In & Universal

Notification Editor Enhancements (1)

  • Support for adding Direct Link Notification Syntax Tags using the Link Plugin.
  • Support for editing the Syntax Tag formatting using the Edit Syntax Tag Plugin.
  • Updated styling for the Syntax Tags in the editor.

Why is it important?

  • The output of the Syntax tags can also be formatted easily in the editor instead of using the Source Mode.
  • The Direct Link Notification Syntax tags allow for dynamically including direct links in notifications.

Prerequisites

  • Direct Link Notification Syntax tag to be copied from: System Admin > Tools > Direct Link > Notification Tags
  • Direct links contain syntax tags located within quotes. These tags may differ for each notification template. Be sure to compare the syntax tags in the direct link to those available to the template. Replacing some tags in the link may be necessary.

Notification Editor Enhancements (1)

Insert / Edit Direct Link Notification Tag

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Notification Editor Enhancements (1)

Edit Syntax Tag formatting

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Notification Editor Enhancements (1)

Updated Styling for the Syntax Tags

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Notifications Enhancements (2)

New button for Admin to view the system provided template info in Notification Template Page.

Why is it important?

When the default Notification template is overridden it was difficult to detect and correct the issues in case of unsupported tags, wrong nesting of tags, missing tags, and so on.

Prerequisites

Only available for shipped templates

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Manage Unsent Emails (3)

Admins with “Manage Unsent Emails” workflow can view the count and date range for unsent email and can delete unsent email

  • To ensure there are no queued emails or remove any queued emails before enabling email notifications it isn't necessary to contact Product Support.
  • If noticing an issue that resulted in erroneous email generation, in addition to disabling email while the issue is corrected, remove erroneous email before re-enabling email.
  • Deleting unsent email creates a background job that will run immediately as long as the job to send email is not running.
  • The email audit report which represents all notifications that the system generated will still contain deleted unsent email so the audit trail remains.

Admin > System Admin > Tools > Manage Unsent Emails (last option)

11.pngEnable via workflow on admin role.

Keywords

SF, success factors, LMS, Notification Management, Editor, Outlook, Templates , KBA , LOD-SF-LMS-NOT , Notifications , How To

Product

SAP SuccessFactors Learning all versions