Notifications
      Back to home
      1. Knowledge Base
      2. Administration
      3. Notifications

      Notifications

      Use the email notification functionality to notify professionals about specific activities in the system, such as status updates or session changes.

      Overview

      Notification Types

      Add a Notification

      Manually Send a Notification through Manage Attendees

      Manually Send a Notification Prompted by Session Updates

      Automatically Send an Evaluation Notification

      Configure the Program Expiration Notice

      Overview

      A Notification is an email generated from the LCvista platform and sent to professionals. Use the email notification functionality to notify professionals about specific activities in the system, such as status updates or session changes.

       

      Notification Types

      You can use different types of notifications depending on what action you would like to accomplish.

      Specify whether a notification should be automatic, manual, or time specified:

      • Automatic: The following notifications could be triggered by a professional's action. Choose to enable or disable automatic emails for the following types of notifications:
      • Manual: For all notifications which are not triggered by a professional's action, you will not need to specify Recipient or Filter. These notifications include:
      • Time Specified: For notifications which are not specific to a professional's action, but at a time specified by the administrator.
      Notification Type Description
      Activity Assignment Due Date Automatic, Time Specified Sent to professionals when they are assigned an activity with a due date. An administrator can trigger this notification [x] days prior to that deadline or can send a ‘past due’ by triggering the notification to send [x] days after that deadline.
      Assign Activity Automatic, Manual Sent to professionals when they are assigned to an activity, or when their activity assignment has been modified by an administrator through the Manage Users menu.
      Approval Request Approved User Notification Automatic Sent to professionals when an administrator approves a credit modification  or external credit request.
      Approval Request Denied User Notification Automatic Sent to professionals when an administrator denies a credit modification or external credit request.
      Approval Request Reminder Admin Notification Automatic, Time Specified Sent to administrators as a reminder that they have submissions waiting for approval within the admin Approvals queue.
      Approval Request Review Required User Notification Automatic Sent to professionals when an administrator returns an external credit request for review and requires further information.
      Approval Request Submitted for Approval Automatic Sent to administrators when a professional submits a credit modification or external credit program for approval.
      Approval Request Submitted for Review User Notification Automatic Sent to professionals when they are designated as a reviewer for an approval request. (Specific to when the “Enable optional reviewer” setting has been enabled for an organization.)
      Email Report Automatic, Manual Sent to selected professionals when an Administrator emails a report.
      Jurisdiction Deadline Time Specified Sent to applicable professionals at the time specified in the notification setup for upcoming compliance periods and status.
      Learning Plan Assignment Automatic, Manual Sent to professionals when they are assigned a learning plan, or when their learning plan assignment has been modified by an administrator through the Manage Users menu.
      Learning Plan Deadline Automatic, Time Specified Sent to professionals when they have an upcoming learning plan deadline.
      Learning Plan Registration Automatic Sent to professionals when they register in a learning plan, which summarizes what the professional enrolled in within each milestone.
      License Expiration Time Specified Sent to applicable professionals at the time specified in the notification setup for upcoming License Expiration dates, set in the user’s jurisdiction profile.
      Program Assignment Automatic Sent to professionals when they are assigned to a program, or when their program assignment has been modified by an administrator through the Programs Action menu.
      Program Expiration Notice Time Specified Sent to professionals at the time specified in advance of an upcoming program expiration. (Specific to Multisite Subscriber sites only).
      Program Invitation Manual Sent to selected professionals in Program Actions when applying the "Invite" action.
      Program Technical Review  Time Specified Sent to selected professionals at the time specified in advance of or past a programs technical review date. This can be used to send reminders to technical reviewers, or can be used to send reminders of a technical review's expiration to the administrator. 
      Send Evaluation Automatic, Manual, Time Specified Sent to professionals upon completion of a session with a Passed status or sent to professionals with a Passed, Enrolled, Incomplete, or Failed status at the scheduled end time of a session, or if an administrator applies the "Send Evaluation" action via Manage Attendees. An administrator can designate if this notification should be sent for any or all Evaluation Templates.
      Session Enrollment Automatic, Manual Sent to professionals when they enroll in a session, or if an administrator enrolls a professional in a session via the "Session Enrollment" action in Manage Attendees.
      Session Invitation Manual Sent to selected professionals in Manage Attendees when applying the “Session Invitation” action.
      Session Passed Automatic, Manual Sent to professionals when they successfully completes a session, or if an administrator has sent a Session Passed notification via Manage Attendees.
      Session Reminder Time Specified Sent to professionals enrolled in a session at the time specified in the notification setup.
      Session Unenrollment Automatic, Manual Sent to professionals when they un-enroll in a session, or if an administrator unenrolls a professional via  the "Session Unenrollment" action in Manage Attendees.
      Session Update Manual Sent to selected professionals in Manage Attendees when applying the “Session Update” action.
      Session Waitlist

      Automatic, Manual

      		 Sent to professionals when they enroll in a session that has met user capacity, or if the administrator has applied the action of “Waitlist” to a professional for a session via Manage Attendees.
      User Assignment Due Date Notification Automatic, Time Specified Sent to professionals when they are assigned a program with a due date. An administrator can trigger this notification [x] days prior to that deadline or can send a ‘past due’ by triggering the notification to send [x] days after that deadline.
      Waitlist Session Unenrollment Automatic Sent to administrators when a professional un-enrolls in a session with a manual waitlist, such that a seat becomes available.

       

      Add a Notification

      Although there are different types of notifications that are possible to create and customize, the overall process is similar across all notification types.

      Under the Organization hub, you will find the Notifications area.

      To add a new notification, select Add Notification.

      Three required fields must be filled out to successfully create the notification.

      • Name is the name of the notification and how it will appear on the list of saved notifications. This name will only be viewable from any administrators that have notification access.
      • Event is the specific notification type.
      • Email Subject is the subject line of the notification that professionals will see when receiving this email.

      If you select a notification that meets the “Automatic” criteria, a message will appear in the upper right-hand corner asking you to confirm if you would like this notification to be automatic.

      Select Yes to generate a list of parameters you can define. If a professional meets the criteria, they will automatically receive this notification.

      Note: You must select recipients and at least one filter to successfully send an automatic notification.

       

       

      Tip! Best Practices for Scheduling Automatic Notifications.

      Please note that the scheduled time configured in LCvista is the time that the process is set to kickoff automatic notifications. It is not the time the email should be expected to be received by the professional.

      For notifications which have been scheduled to send, please note that it can take 5 minutes from the scheduled session time, for emails to be sent. We recommend considering this as you are determining the time before, or after, to schedule an automatic notification.

       

       

       

       

      Email Message

      Once you have selected the necessary criteria, you can format an Email Message. To dynamically populate information relevant to the notification, copy and paste the corresponding format tags.

      Finalize the notification by selecting Save. Once saved, the notification will be active and available for future use.

      Below is an example of what a professional will receive if the above notification was saved and enabled:

       

      Administrators can format the text in the Email Message area as desired. Additionally, images can be added by selecting the image icon. Choose to upload an image or provide an image URL. 

      Tip: Alt Text must be provided in order for the image to be added to your Email Message.

       

      Manually Send a Notification through Manage Attendees

      Notifications that are not automatically sent, or need to be sent again, can be manually sent through the Manage Attendees tool.

      Tip: It is important that these notifications are set up in the Notifications hub prior to sending via Manage Attendees.

       

      Once you have located the professionals that will require a notification, you can trigger a notification after applying an action. The following actions will prompt a notification:

      • Enroll: Enrolling a professional enables you to trigger a notification email, select the notification type, and choose a notification template (if multiple exist).

       

      • Invite: Inviting a professional enables you to trigger a notification email, select the notification type, and choose a notification template (if multiple exist).

         

       

      • Send Evaluation: Sending an evaluation to a professional enables you to trigger a notification email, select the notification type, and choose a notification template (if multiple exist).

        If an Evaluation template has not been previously created or attached to the specified session, you will be prompted to proceed creating the evaluation template or attaching the existing evaluation template to the session. 

       

       

      • Send Email: Sending an email to a professional enables you to trigger a notification email, select the notification type, and choose a notification template (if multiple exist).

      Manually Send a Notification Prompted by Session Updates

      When modifying a session with enrolled professionals, you will have the option to Send email notifications.

      Selecting this option allow you to trigger the Session Update notification from the session page after making edits.

      Tip: Session Update notifications will always be manual, and an administrator will always have control over when these are sent.

      Automatically Send an Evaluation Notification

      You can configure the Send Evaluation notification to go out automatically.

      When adding or editing a Send Evaluation notification, view the Options in the upper-right hand corner of the page.

      If you would like this notification to be automatic, select Yes to populate a separate list of necessary parameters you must define. When a professional meets the selected criteria, they will automatically receive this notification.

      Trigger Options

      • Send upon completion: The notification will be sent only to Passed professionals upon completion of the session.
      • Send at scheduled end time: The notification will be sent to Passed, Enrolled, Incomplete, and Failed professionals a few seconds before the session’s scheduled end date and time.

      Filters

      • ALL Evaluation Templates: The notification will be sent for all evaluation templates in your organization.
      • Filter by Evaluation Template: The notification will only be sent for the selected evaluation templates in your organization.

      Caution: At least one filter must be selected to automatically send notifications.

      Note: If you utilize Manage Attendees to pass a professional for a session that has an evaluation template associated to it, and the evaluation template is linked to a Send Evaluation notification that is scheduled to be sent automatically, then the Send Evaluation notification will not be generated.

       

      Configure the Program Expiration Notice

      If you are a Subscriber utilizing LCvista's Multisite functionality, and a Publisher has chosen to use the Program Expiration Date with content shared to your firm, your team of administrators can choose to set up this notification to be notified in advance of an upcoming program expiration.

      Triggers

      When set to send automatically, choose to trigger in advance of the expiration date, or after the fact. Determine the time before, or after, the trigger set.

      In the example above, this notification is set to send 60 days before the upcoming program expiration date. 

      Recipients

      Recipients can include professionals with a session record status, and the notification can be filtered to send to recipients based on multiple session record statuses.

      You can also choose to send this notification directly to an email address. In the image below, this notification will send to users with a status of Invited, Enrolled, and Incomplete.

      In this example, this notification will also be sent to our support administrator.

      Filters

      Lastly, for a site subscribing to multiple Publishers, you can filter your notification based on Publishing site.

      Note: This notification is dependent on the use of a Program Expiration Date set by a Publisher site. If a Publisher is not using this date for the programs for which you are a Subscriber, this notification cannot be triggered.