Email Template Settings

[Alex VGW]

Hi fabulous humans,
Relatively new to Adobe Learning Manager, and am stumped by Admin/Author functioning of Email Templates. Hoping someone may shed some light on this...

Admin > Email Templates (I'll refer to these as "global" email template settings).
Author > My Courses > (course) > Email Templates (I'll refer to these as "course/certifications level" templates)

If I disable all global Email Templates under "Reminders/Updates", I've noticed reminder emails still send when they have been enabled at the course/certification level. I thought disabling at the "global"level, would stop them from being sent at the course/certification level.

Similarly, updating the actual content of an Email Template at the global level, doesn't automatically update the content of the email template at the course/certification level.

It seems like the "global" Email Templates settings operate independantly to the settings at the course/certification level, so I'm not understanding the relationship between the two.

If someone could kindly explain the way these two sets of setttings are related - particularly with reminders/updates and the best way to manage them, I'd really appreciate it.

Cheers,
Alex

[Saisree Devapathni]

Hi Alex,

Thank you for writing to us. I would be more than happy to assist you with the above query regarding the email template settings. 

As you have mentioned, the global email templates and course level email templates work independently. Let me explain with scenario :

Example 1 :

You do not want to send Reminder for course completion mail or course re-publish mail for most of the courses except few course say course A and Course B. 

So in the global level email templates, you can disable those email templates so that those email templates are disabled for all the courses. It means that those templates will be disabled in course level email templates as well. Now you can navigate to Course A and Course B and enable those email templates so that users will receieve those emails for course A and B only. 

Though we have disabled at global level, we have still enabled for specific courses and the templates enabled at the course level will take the precedence. 

Example 2 : 

You want to customize specific email templates say course completion email for Course A only Ex : Thank you for showing interest in completing this Course A. 

However as this is very specific to Course A, we cannot customzie the global level email template as it will update the course completion email template with above text 'Thank you for showing interest in completing this Course A' for all the courses which is incorrect.

We need to navigate to that specific course A and customize the course completion email template as below :

So which ever email template and customization done at course level is given precedence, 

I hope the above examples are useful. In case of any further queries or need assistance , Please do not hesitate to write back to us and I will be happy to assist you further.

[Alex VGW]

Thanks so much for your prompt reply - I really do appreciate the explanation! It does however leave me with one other point kindly requiring clarification/verification 🙂

Am I correct in assuming changes to the Global Email Template settings for updates/reminders (i.e. disabling/enabling or customising the content) will not have any effect on existing learning objects with updates/reminders, only for those created after the Global settings have been changed? It'd be fantastic if you could confirm (or advise alternatively) my logic as noted in the example below:

1. At the Global settings, enable Reminder for Course completion - Before deadline
2. Create a new course - at the course level, Reminder for Course completion - Before deadline will already be enabled
3. After course is successfully created, disabling Reminder for Course completion - Before deadline at the Global level will not disable it at the course level.

Thanks again for your support here - the additional clarity will be most helpful 🙂

[Saisree Devapathni]

Hi Alex.

Thank you for the response. 

Please find the response :

1. At the Global settings, enable Reminder for Course completion - Before deadline
2. Create a new course - at the course level, Reminder for Course completion - Before deadline will already be enabled
3. After the course is successfully created, disabling Reminder for Course completion - Before deadline at the Global level will not disable it at the course level. - No, it will disable at the course level as well. Disabling the 'Reminder for Course completion - Before deadline at the Global level' will disable the template at the existing courses as well. 

If you change the content in Reminder for Course completion - Before deadline at the Global level , the same change will be reflected at the course level as well for existing courses.

I would suggest you to please review once and let me know if you have any queries.

[Alex VGW]

Hi Saisree,
Again - thank you so much for your prompt reply.

While I am in agreement with your steps 1 and 2, I respectfully note that I do not observe the behaviour you have suggested in step 3. I have tested this again and can confirm I observe the following:

3. After the relevant course has been succesfully created with Reminder for Course completion - Before deadline enabled at the course level:
a) log in as Admin > Email Templates > Reminders & Updates > and disable Reminder for Course completion - Before deadline. 

b) log in as Author > Courses > (navigate to relevant course) > Email Templates > Reminder for Coursecompletion - Before deadline is still enabled.

Similarly, updating the content in the Email Template at the Global level, does not automatically update the content in the same Email Template at the course level of a course that has already been created with said Email Template enabled. What I have observed - updating the content of an Email Template at the Global level only carries through to the course level if, after updating it, you then log in as Author, navigate to the relevant course, navigate to the relevant Email Template at the course level, open it, and select "Revert to Original" - it will "revert" to whatever you have as content (including any customised updates) in the Global Email Template at that time.

The reason why I'm trying to seek clarity on the behaviour of the Email Templates at both the Global and course levels, is because we assumed it would behave as you've noted here. In our Trial instance, we disabled all Email Templates at the Global level as we didn't want to send notifications to users (as per profiles loaded in Trial) while we were running tests. We later found out email notifications were sent because the Templates were still enabled at the course level even after we had disabled all at the Global level.

Looking forward to any adfditional clarity you can provide here. Of course, more than happy to provide any additional information required to assist with investigating.

Kindest regards.