Email templates

Last updated on Jul 14, 2023

The events in your training activity trigger emails that are sent to learners. You as an administrator can easily enable, disable, or modify these email templates.

Learning Manager application sends email notifications to multiple roles of users based on events.

As an administrator, you can customize email templates by adding or modifying content and sending notifications to users for various events triggered by learners, managers, and authors.

Administrators can also choose not to send email notifications for certain events.

Configure email templates

You as an administrator can easily enable, disable, or modify these email templates.

To access the templates, click Email Templates on the left pane. On this page you can see three different categories of templates, General, Learning Activity, and Reminders and Updates. There is a fourth tab, Settings, where you can configure the templates.

Categories of email templates
To view the list of email templates, click any tab.

Email templates in General tab

You can easily enable or disable any of these email alerts by clicking the toggle button.
To modify the contents of the template, click the template name. Here you can see that for different type of users you have different templates.

Preview of an email template
To modify the contents of this email template, click the body of the email. Now make the changes to the template. You can modify the text, and you can also use one of these variables in your email. The changes made to the body section can only be applied to this email template. However, if you make changes to the signature of this email, it can be applied globally to all the templates.

Hover your mouse over each icon to view the names.

Modify the email template

Note:

You can reset the body of the message to the default content by clicking the link Revert to Original above the template.
To confirm the changes applied to this template, click save. Now users can receive email notifications using the modified email template.

Customize settings of an email template

To open the settings page, click Settings. You can now customize your email templates.
To customize the name and email id from which the learners receive emails, edit the Sender Name and Address.

Contact Adobe Support to configure or change these details.
Customize your email banner from the Email Banner option. Change the color of the banner by selecting Banner Background.

You can use a custom image as banner by selecting the Custom Image option. Click Save after making the changes.

Solid color banner

Custom image as banner

Note:

The custom image size has to be 1240x200px and support .jpg, .jpeg and .png.
Edit your email signature by clicking Edit. Make the necessary changes and save the change.

Customize email signature
Edit your account URL by clicking Edit on the option Account URL .

The account URL link is shown in all emails, just before the signature. Enter the required URL and click Save. Note that this URL is only be visible to internal users.

Customize account url
Configure whether managers must also receive emails that are sent to their direct reports using the check box under Optional Manager Email option.

Set frequency of digest emails

On the Email templates > Settings page, the Admin can change the frequency of Digest Emails to be sent to learners.

In the Digest Email Settings section, click Edit.

In the drop-down, choose either Biweekly or Monthly.

Biweekly: If you set the frequency to Biweekly, learners receive the email once every two weeks.
Monthly: If you set the frequency to Monthly, learners receive the email once every month.

Note:

When you enable this option, the frequency is set to Biweekly for existing/new active accounts by default.

DND list of learners

Learners in a DND list cannot see user settings for digest emails. The option will remain disabled and learners will not receive any mails.

Sample digest email to learners

The following samples represent the mail that a learner receives.

Training activity

Recommended Trainings

Leaderboard

Download email access report

You can download the email access report by clicking the Download button. This report contains the number of users who have received the email, and the number of users who’ve opened and clicked on the links.

Customize email domain

To customize the email domain and email id from which your learners receive notifications, contact the Learning Manager support and provide the details of the domain you would like to add, and your new email id.

Your request would be processed and an email with confirmation link would be sent to you on the new email address which you specify. Click the verification link provided in the email to confirm and complete the verification process.

Configure Do Not Disturb email

As an Administrator, you can select users who can receive emails from Learning Manager and who cannot.

You can perform this by using the Do Not Disturb option under the Settings tab. Users can be added to this list using their name, email id, or unique user id.

Search for a user to add to the list.

Blocked emails

From the Blocked Emails drop-down list for each user to select the types of email to block for them.

The following are the available options:

Direct email to learner:This option restricts or allows emails sent to the learner.
Escalation emails to Learner's Manager: This option restricts or allows emails sent to the Learner's Manager.
About direct reports: This option restricts or allows incoming escalation emails sent to the users about their direct reports.
About skip level reports: This option restricts or allows incoming escalation emails sent to the users about their second level reports.

If you want to delete a user from the list, you can use the delete option available individually for each user in the user tab.

You can add users to DND list using CSVs. Include True/False/Blank values for each of the following coloums :

Block direct emails
Block user escalations
Block incoming direct escalations
Block incoming skip escalations

Enter true in the value field to block users from receiving emails for that selected option. If false is entered as the value, blocked users are unblocked. No changes to previous selections are done if the column is left blank.

Flexibility in customizing the templates

Email templates in Learning Manager now include fully editable sections, providing greater flexibility to customize email communications based on messaging and branding preferences.

The key enhancements to customizing email templates include the following:

Customize email salutation at account-level

Select Email Templates > Settings. Select Edit in the Email Salutation section.

You can also customize the following:

Email banner and email signature both at the Course-level and the Instance-level.
Edit the email footer. The footer area contains predefined variables for the account URL, the Signature, and any free-form text the user adds.

The templates also support advanced editing capabilities such that formatting is retained when content is copied and pasted from and to Microsoft Word.

Frequently Asked Questions

At present, in Learning Manager, it is not possible to disable Help in email templates.

As an Administrator, log in to your Learning Manager account.
On the left panel, click Email Templates and select the e-mail template that you want to modify.
To customize each template, click the text in the body of the template. You can insert variables in the text by clicking the appropriate icons as shown in the snapshot. Mouse over each icon to view the names and apply it to the template.
After making changes to the template, click Save.

At present, it is not possible to create custom email templates. However, you can edit and modify existing templates.

To turn off the e-mail template, select the template that needs to be disabled, and click the Yes/No circular toggle button.

To change the sender name and e-mail address, contact Adobe Learning Manager support.

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