The email templates available to configure are:
- Training Plan Task Assigned – related to the moment when the contribution period associated with a Training Plan Task starts for a specific recipient.
- Training Plan Task Due Date – related to the moment when the contribution period associated with a Training Plan Task is expiring.
- Training Plan Task Approval Assigned – related to the moment when the approval period associated with a Training Plan Task starts for a specific recipient.
- Training Plan Task Approval Due Date – related to the moment when the approval period associated with a Training Plan Task is expiring.
- Request Training Plan Task Approval – related to the moment that an Approver has a need to be approved or denied.
- Training Plan Task Need Approved – related to the moment that a need has been approved.
- Training Plan Task Need Denied – related to the moment that a need has been denied.
- Training Plan Coplanner Assigned – related to the moment a coplanner is assigned to contribute on behalf a contributor of the task plan.
- Training Plan Coplanner Removed – related to the moment a coplanner previously assigned is removed.
| Trigger | Recipients [1] | Optional | Configurable | |
| Training Plan Task Assigned | Triggered the day a contributor starts the contribution period. | · Contributor
· Coplanner, if configured |
YES | NO |
| Training Plan Task Due Date | Triggered x days before the end of the contribution period | · Contributor
· Coplanner, if configured. |
YES | YES |
| Training Plan Task Approval Assigned | Triggered the day a contributor starts the approval period. | · Approver
· Coplanner, if configured. |
YES | NO |
| Training Plan Task Approval Due Date | Triggered x days before the end of the approval period | · Approver
· Coplanner, if configured |
YES | YES |
| Request Training Plan Task Approval | Occurs when a user has requested a training need to be approved | · Approver | YES | NO |
| Training Plan Task Need Approved | Triggered when a training need is approved. | · Contributor | YES | NO |
| Training Plan Task Need Denied | Triggered when a training need is denied. | · Contributor | YES | NO |
| Coplanner Assigned | Triggered when a coplanner is assigned to any contributor of the task. | · Coplanner | YES | NO |
| Coplanner Removed | Triggered when a coplanner from any contributor of the task is removed. | · Coplanner | YES | NO |
Important
Training Plan Coplanner Assigned and Training Plan Coplanner Removed emails will always be sent at the end of the day. So:
-
If in one day the user is only added as co-planner, the user will receive the Assigned Coplanner email;
-
If in one day the user is only removed as co-planner, the user will receive the Removed Coplanner email;
-
If in the same day the user is added and removed, the user will receive no emails;
-
If in the same day the user is added and removed multiple times and the last action is added, the user will receive just the last email.
Emails for contribution period and approval period will also be sent for coplanners, following the rules:
- If Coplanning Period Start Date > Contribution/Approval Period Start Date ⇒ Email is sent on Coplanner Period Start Date
- Coplanning Period Start Date < Contribution/Approval Period Start Date ⇒ Email is sent on Contribution Period Start Date
- Coplanning Period End Date > Contribution/Approval Period End Date ⇒ Email is sent on Contribution Period End Date
- Coplanning Period End Date < Contribution/Approval Period End Date ⇒ Email is sent on Coplanner Period End Date
Training Plan Task Due Date
Field to configure Training Plan Task Due Date; the user should select how many days in advance the contributor will be notified.
Example:
The contribution period for the User A ends on the February 10th and the email will be triggered on February 5th.
Training Plan Task Approval Due Date
To configure Training Plan Task Approval Due Date the user should select how many days in advance the approver needs to be notified.
Example:
The approval period for the User A ends on the February 10th and the email will be triggered on February 5th.
Email Source Name
This configurable string contains the source name (Email “From” name, see figure below) of the emails sent by the application. By default, the emails sent have as source name “Training Plans”. This name can be customized and/or translated into multiple languages.
Digest email send days configuration
To configure the Digest send days the user needs to select the desired days of the week the digest emails should be dispatch. The digest emails are always sent at 5AM UTC on the days selected.
