Edit Email Notifications

Academy Admins are able to edit the messages included in the automated email notifications that users receive after an action was executed. You, as an admin, can preview the notifications, choose the notifications that you want to activate or deactivate for your academy, and edit almost all of them.

Edit a Notification

Navigation: UKG Pro Learning > Workspace Launcher > Academy Admin or Training Admin or Development Admin > Notifications > Academy

Select the Edit button. Each edit is kept in an audit log on the History tab. If an email was never edited, the History option is not shown.

When the admin selects to edit an email notification, a popup window opens with the message included in the email. This window consists of the tools the admin can use to modify the email subject as well as the body of the email (per language).

1. The version of the notification that you are editing: Each user receives a different version of the very same notification, based on the language that they have selected (using the language-setting on the upper navigation menu). You have the option to select the language you're editing and have the customized text sent out based on each employees' preferences. As an example, if you need to change the wording or translation of the notification that is being sent out to the users that have Spanish as selected UI language, you can edit only the Spanish version of the notification. All of the users who have selected Spanish as a language will receive the edited email, while all of the other users will receive the default one, based on their selected language.
2. The subject of the email notification.
3. Toolbar to use. The user can select variables to insert in the message.
4. Message to edit (the body of the email)
5. Select whether the email will be sent as plain text with no graphics.
6. Select to restore the message to the default one.
7. Save the message
8. Close the window

Add Variables

Admins can add variables in order to have the value of the variable presented in the email when delivered. To do that they need to click on the "Add Variable" option on the toolbar.

When configuring an email notification, users will see the list of available variables specific to that notification. By selecting a variable from the list, it will be automatically inserted into the message content.

Add Cases

Administrators can add cases to notifications emails as conditions to display or not display a message or variable when the case is met. Select the Add Variable option on the toolbar and scroll down to see the available cases.

Each case has a starting point and an ending point. So when the admin selects a case to add to a message, it creates a line like "#INVALID_EMAILS_CASE_START#" and below it adds a new line like "#INVALID_EMAILS_CASE_END#". The administrator can enter any variables or wording between these 2 lines to be included in the message if the case is met.

Example:
The administrator wants to have all the emails that are invalid when importing new users included in the notification then the following should be inserted:

1. Add the Case: Check for invalid emails during import
2. In the message go right below the line "#INVALID_EMAILS_CASE_START#"
3. Write the text: The following email addresses were invalid and failed to receive an email:
4. Add the Variable: @INVALID_EMAILS@ before the line "#INVALID_EMAILS_CASE_END#"

The case is now added.

Add a Footer

Administrators can add a footer at the end of an email notification. Select the Add Variable option from the toolbar and scroll to the Footer section.

Select Add Footer in Email. Two lines will be added. The first one will be "#FOOTER_START#" and right below the second one "#FOOTER_END#". The admin can enter any variables or wording between these two lines to be included in the message as a footer.

Note:
An email sent to different recipients according to the setup contains different content based on that setup. By selecting Preview, you can view what email content each recipient will see.