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User Communication Messages

You can automate the sending of account information when you update or create User accounts by using User Communication Messages.

The messages can be sent to Users in the following situations:

When an Admin creates new Users, two emails are sent to Users: New Account Created and Password.
When an Admin uses Bulk Import to add new Users, two emails are sent to Users who are added with a status of Approved: New Account Created and Password.

When an Admin adds additional accounts for a User, two emails are sent to Users: New Account Created and Password.
When an Admin inserts existing Users from other LearnCenters, the Account Updated message is sent to Users only when the trigger for this action is specified in the Account Updated message.
When Users self-register for a LearnCenter, if you selected Apply to all Sub LearnCenters on the Selected User(s) window, the New Account message is sent to Users from the LearnCenter in which they are registering. The URL in the message points to the LearnCenter that User registered in. This message will only be sent the first time Users are approved. If the LearnCenter requires sign-up approval, the New Account Created message will only go to the User if the admin changes the account status to Approved. If the admin changes the account to any other status, the User would only receive a message if the Account Updated User message trigger has been configured.
When an Admin copies a sub LearnCenter, the Account Updated message is sent only to Users with a status of Approved, and only when the trigger for this action is specified in Account Updated User message setup.
When an Admin copies Users to sub LearnCenters, the Account Updated message is sent only when the trigger for this action is specified in the Account Updated User message setup. It is only sent to Users with a status of Approved.

Setting Up This Feature

Follow the steps below to set up the feature for your LearnCenter.

Grant the User Communication-related User Permissions to the appropriate Users. They are sub permissions of the Manage Messages User Permission category.
Customize the new User Communication Messages to suit your needs.
For each message you plan to use, select the Active option button on the Edit User Message page. See Editing Communication Messages for instructions to make Communication Messages active.
Set up the appropriate message triggers for the Account Updated message. See Communication Message Automation (Triggers) for instructions on creating triggers for messages.

Message Name	Recipient	Subject	Message Body	Before/ Upon/ After	Action Date	Configurable by Time Frame	Description	Trigger Available
Account Updated	User	Account Updated	Dear [[User First Name]] [[User Last Name]], Your account has been updated with following information: Your current log in information is now: Username = [[Username]] Password = Use your current password (If you forgot your password contact administrator to reset) To start using the [[LearnCenter Name]] LearnCenter, log in at: [[LearnCenter URL]]	Upon	Date Completed	No	Sent to Users when their account is updated.	Yes
New Account Created	User	New Account Created – [[LearnCenter Name]]	Dear [[User First Name]] [[User Last Name]], A new account has been created for you in [[LearnCenter Name]]. Your User name is: [[Username]] Your password will be sent to you in a separate email. When it arrives, log in and finish setting up your account. To start using the [[LearnCenter Name]], log in at: [[LearnCenter URL]]	Upon	Date Completed	No	Sent to Users when new accounts are created for them. See Reference IDs below for additional information.	No
Password	User	Password	Dear [[User First Name]] [[User Last Name]], Below is your password for the [[LearnCenter Name]] LearnCenter. Click the link below to log in and finish setting up your account. [[LearnCenter URL]] Your password is: [[Password]] {You will or should have received a separate User message with Username information.}	Upon	Date Competed	No	Sent to Users when new accounts are created for them. See Reference IDs below for additional information.

Message Name

Recipient

Subject

Message Body

Before/ Upon/ After

Action Date

Configurable by Time Frame

Description

Trigger Available

Account Updated

User

Account Updated

Dear [[User First Name]] [[User Last Name]], Your account has been updated with following information: Your current log in information is now: Username = [[Username]] Password = Use your current password (If you forgot your password contact administrator to reset) To start using the [[LearnCenter Name]] LearnCenter, log in at: [[LearnCenter URL]]

Upon

Date Completed

Sent to Users when their account is updated.

Yes

New Account Created

User

New Account Created – [[LearnCenter Name]]

Dear [[User First Name]] [[User Last Name]], A new account has been created for you in [[LearnCenter Name]]. Your User name is: [[Username]] Your password will be sent to you in a separate email. When it arrives, log in and finish setting up your account. To start using the [[LearnCenter Name]], log in at: [[LearnCenter URL]]

Upon

Date Completed

Sent to Users when new accounts are created for them. See Reference IDs below for additional information.

Password

User

Password

Dear [[User First Name]] [[User Last Name]], Below is your password for the [[LearnCenter Name]] LearnCenter. Click the link below to log in and finish setting up your account. [[LearnCenter URL]] Your password is: [[Password]] {You will or should have received a separate User message with Username information.}

Upon

Date Competed

Sent to Users when new accounts are created for them. See Reference IDs below for additional information.

Default text for all three messages is provided, but you can edit the messages to suit your organization's needs. You have the ability to add custom fields in the Message Subject and Body for all three messages. If you decide after changing a message that you want to restore it to the default setting, click .

See Editing Communication Messages for instructions on customizing these messages.

There are 5 triggers available for the Update Account message. You must add at least one trigger for this message if you make it active. You can then add as many triggers as you need. You also have the ability to make multiple copies of this message.

See Communication Message Automation (Triggers) for instructions on creating triggers for the Account Updated message.

Reference IDs

When an Admin creates a new User Account for a LearnCenter, both the New Account Created and the Password Communication Messages are automatically sent to the User. By default, the New Account Created message body contains the User's Username, and the Password message body contains the password. The new account login information is separated into two emails as a security measure to help prevent unauthorized persons from gaining access to a LearnCenter.

There may be instances in which an Admin adds a User to several LearnCenters at the same time, and this causes both messages to be sent to that User multiple times. To help a User to correctly identify the Username and password for each LearnCenter, every set of New Account Created and Password Communication Messages contains a matching reference ID, located at the bottom of the message body. The reference IDs are added automatically by LearnCenter, and they appear in the message body even if only one User Account is created. The reference ID cannot be removed from the Communication Messages.

Message History

Message History is available for the User Communication Messages. Rest your pointer over a communication message (or locate the Actions column, depending on your LearnCenter setup) and click on the Messages page to display the Message History page.

Type in a date range and click Search to display history.