ELIS 1.9 Manual

Admin Folder

Notifications

The ELIS Notifications System provides a way to automatically send messages to users when various events such as course enrollment, course completion happen, as well as when users are not meeting goals such as completion by an expected date, etc.


The notifications settings are located in the Curriculum Administration block > Admin > Notifications.

Curriculum Administration block Notifications link

Use the check-boxes to determine who will receive a notification.

Filtering who Notifications are sent to using ELIS Roles:


As of ELIS 1.8.8 users in ELIS contexts such as courses, clusters, classes, tracks, and curricula can be notified of specific events in their organizational cluster.

Notification settings
  1. This will send the notification to the user - in the above example the user who enrolls in the ELIS class.
  2. This sends the notification to users at the system level who have the "Receive class enrollment notifications" capability in their role.
  3. This sends the notification to users who have the "Receive class enrollment notifications" capability enabled at the organizational cluster or user contexts. For example a Cluster Administrator gets notified when users in her/his cluster enroll in classes if they are enrolled in the cluster in a role that has this capability set.
  4. The message template for the message - if you leave the %%userenrolname%% variable in the template ELIS will automatically insert the name of the user who enrolls in the ELIS class, and ELIS will automatically insert the name of the class where you place the %%classname%% variable in the message. Note: Language settings won't change the notifications, the notifications will be the same as what is shown in the text box.

Example Notification Setup:


To set this notification up:

1. Choose "Define roles" from the Moodle Site Administration menu:
Define roles link

2. Edit an existing role (or create a new one), and set "Receive class enrollment notifications" to "Allow":

Define roles permissions page

3. Then enroll a user in this role in an ELIS context:

Assigning role on the Roles tab of a cluster

4. For example, click the Cluster Admin role on the Roles tab of a cluster.

Assigning a role in a cluster

5. Select a user (or users) and at the bottom of the screen, choose the "Assign roles" button.

6. Now this user will be notified when users in this cluster enroll in ELIS classes.

If you receive notifications you don't want, adjusting the admin notifications settings shown in the image below or adjusting your role's permission settings for notifications should resolve the issue. To edit role permissions go to the Site Administration block > Users > Permissions > Define roles.

Below the notifications check-boxes there is a message template area. The variables, e.g. %%userenrolname%%, shown in the message templates in the images below are the only ones available right now. The variables can't be edited, but can be deleted from the message. The words in the message can be edited. The message sent in the notification will be the same as it is shown in the text box, a user's language settings will not change the message. If you make changes be sure to select the Save changes button at the bottom of the screen.

Notification Variables:


Variables used:
  • %%userenrolname%% - This is the name of the user being enrolled in a class, the user completing a class, etc.
  • %%classname%% - This is the name of the class the user is being enrolled in, the class the user is completing, etc.
  • %%curriculumname%% - This is the name of the curriculum the user has completed or not completed.
  • %%trackname%% - This is the name of the track the user is enrolled in.
  • %%coursename%% - This is the name of the course that is recurring.

Spam filters and email notifications: Some spam filters may mislabel ELIS notification emails as spam. The filters often reject messages with duplicate content that seem to be auto-generated, but end users can label ELIS notifications as 'not-spam' and train their filter not to reject them.



Notifications by Type:


Class Enrollment:

This notifies selected users when a user enrolls or is enrolled in an ELIS class. For example a manager or adviser might be notified when a user enrolls in an ELIS class.

Class enroll notification setings
  1. If this is checked the user who is enrolled is notified by email that they have been enrolled.
  2. If this is checked then a user in a role that has this capability at the system level is notified.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified when a user enrolls in an ELIS Class.
  4. This is the message template for this notification.
Example - an ELIS class instructor is notified that a student has enrolled in his class.


Class Completion:

Class completion notification settings

  1. If this is checked the user who completes an ELIS class is notified by email that they have completed the class.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has completed the class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified when a user completes an ELIS Class.
  4. This is the editable message template for this notification.
Example - a student completes all the required completion elements in an ELIS class with a passing grade and is notified that they have completed the class.


Class Not Started:

Class not started notification settings
  1. If this is checked a user is enrolled in an ELIS class, and has not started the ELIS class by the number of days set, is notified. To determine if a class is started, ELIS checks whether a user enrolled in an ELIS class has logged into the attached Moodle course. If they have not logged in and are not marked as complete manually by an administrator, they are determined to have not started the class. When there is no Moodle course, they are simply alerted if they have not been marked as complete by the set number of days.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has not started the class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user has not started an ELIS Class.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days since a user was enrolled has the user not started the class.
Example - an adviser is notified that a student has not started a class by the allotted time.


Class Not Completed:

Class not completed notification
  1. If this is checked, then a user who is enrolled in an ELIS class, and has not completed or been marked as complete in, the ELIS class by the number of days set, is notified.
  2. If this is checked then a user in a role that has this capability at the Moodle site level is notified that the user has not completed the ELIS class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user has not completed an ELIS Class.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before the end of the class the user has not completed to send the message.
Example - a manager in an organizational role set to be notified as above is notified that her employee has not completed a class by the allotted time.


Curriculum Completion:

Curriculum completed notification settings
  1. If this is checked, when a user completes a curriculum, they are notified.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has completed the curriculum.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has completed the curriculum.
  4. This is the editable message template for this notification.
Example - a curriculum administrator is notified each time a student completes his curriculum.


Curriculum Not Completed:

Curriculum not completed notification
  1. If this is checked, then a user who is enrolled in an ELIS curriculum, and has not completed or been marked as complete in the curriculum by the number of days set, is notified.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has not completed the curriculum.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has not completed the curriculum.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a curriculum ends to send the message.
Example - an organizational manager is notified about students she is responsible for who are not completing their assigned curricula in the specified amount of time for the curriculum to be available.


Track Enrollment:

Track enrollment notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that they have been enrolled in a track.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has been enrolled in a track.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has been enrolled in a track.
  4. This is the editable message template for this notification.
Example - .


Course Expiration:

Course expiration notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that their certification is for completing the course is expiring.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user's certification is for completing a course is expiring.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user's certification is for completing a course is expiring.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a course expires to send the message.

Example - a nurse who is certified as being current on a procedure for one year after completing a course is notified that his certification is due to expire.



Curriculum Expiration:

Curriculum expiration notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that their certification is for completing the curriculum is expiring.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user's certification is for completing a curriculum is expiring.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user's certification is for completing a curriculum is expiring.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a curriculum expires to send the message.
Example - a nurse who is certified as being current on a procedure for one year after completing a curriculum is notified that his certification is due to expire.


Notifications Issues:

Notifications are currently sent out via email via the ELIS Messaging System.

Spam filters and email notifications: Some spam filters may mislabel ELIS notification emails as spam.

The filters often reject messages with duplicate content that seem to be auto-generated, but end users can label ELIS notifications as 'not-spam' and train their filter not to reject them.

Mail Server administrators can also set your Moodle site as a trusted site in their SPAM blocking software/hardware, so that mail from your ELIS/Moodle site is not blocked.