How to Manage and Send Notifications with Docebo

Learn how to create automatic E-Mail alerts

Last Updated

February 20th, 2018

Reading Time

10 min

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Introduction

The Notifications application allows you to create and send event-specific, dynamic-content notifications to your users. Notifications are received by targeted user audiences through email, the Notifications area in the platform, or via Docebo’s integration with Slack. This application can be managed by Superadmins and Power Users.

List of Notification Details

Notifications are automatically sent based on an event taking place in the platform and the event’s associated conditions. Each notification is tied to an event, and each event is tied to a schedule, an audience, and a recipient type.

LIST OF NOTIFICATION EVENTS AND CONDITIONS

Activating the Notifications App

Login to your platform as the Superadmin, access the Admin Menu from the gear icon in the top right corner, then select the Add New Apps button. Next, select the Additional Features tab. Find Notifications in the list of apps in this tab, then select the Activate App button in the app’s row. Read the information in the pop-up box, then press Activate Now.

Notification install now

The Notifications Main Page

Once you have activated the app, you can begin creating and managing notifications. To do so, access the Admin menu (gear icon). Then, in the Notifications section, press the Manage sub-item. You will land on the Notifications Management page, where you can create new notifications and manage a list of your existing notifications. notifications main page

Above your existing notifications, you will see a search bar, which allows you to search for a specific notification by its identifying code. To the right, with the Filter by event dropdown menu, you can filter through notifications by event.

Creating a New Notification

Near the top of the Notifications Management page, you will see an action bar with the New Notification button. Press this button to begin creating a new notification.

notifications create

In the pop-up window, you will see four tabs: General Settings, Email, Notifications, and Slack. Begin in the General Settings tab. The latter three tabs are inactive for now. In this tab, select a notification event from the Choose the Event dropdown menu. You can find a list of notification events detailed here.

Then, in the Code text box, enter an identifying code for this notification. This code can be composed of alphanumeric and special characters, and there are no restrictions on code length. While this field isn’t required, it’s recommended.

Composing an Email Notification

If you want to send an email notification, at the bottom of the General Settings tab, check the Email checkbox to active the Email tab. Now, access that tab.

At the top of this tab, type in the name and valid email address from which this email notification will be sent using the corresponding From (name) and From (email) text boxes. Since the LMS sends emails on behalf of the address in the From (email) text box, in order for your audience to receive emails successfully we recommend publishing a Sender Policy Framework (SPF) record according to our guidelines for the domain associated with the address. An SPF record is a special type of Domain Name Service (DNS) record, which, when applied, authorizes the LMS’ third party usage of this email domain.

Below, use the Language dropdown menu to select the language in which you want to compose this email notification. Email notifications can be composed in multiple languages, and are delivered to members of the audience based on individual language preferences. To compose multiple, language-specific versions of this email notification, after composing an email in the prior selected language, select a different language from the Language dropdown menu.

In the Subject text box, type the subject line of this notification. Use the Body text editor to create the body of message. You may notice that some notifications have pre-made templates that can be customized. Some formatting options are provided by the body tool bar. With the source code button, you can edit the body underlying HTML code.

notifications email

At the bottom of the tab, you will find a list of shortcodes that can be inserted into the Subject and the Body of the email. Each shortcode represents a datapoint tied to the notification’s event that is populated in the Subject and the Body with respect to each instance of the notification sent. These allow us to send dynamic-content notifications.The list of available shortcodes varies by the event, and only the shortcodes listed here may be used in creating notifications of the event.

Now, if you want to compose another type of notification, refer to the corresponding instructions in this article. Otherwise, at the bottom of this tab, select Next.

Composing an In-Platform Notification

If you want to send an in-platform notification, at the bottom of the General Settings tab, check the Notifications checkbox to active the Notification Area tab. Now, access that tab.

At the top of this tab, use the Language dropdown menu to select the language in which you want to compose this  notification. In-platform notifications can be composed in multiple languages, and are delivered to members of the audience based on individual language preferences. To compose multiple, language-specific versions of this in-platform notification, after composing a notification in the prior selected language, select a different language from the Language dropdown menu.

In the Subject text box, type the subject line of this notification. Use the Body text editor to create the body of message.You may notice that some notifications have pre-made templates that can be customized. Some formatting options are provided by the body tool bar. With the source code button, you can edit the body underlying HTML code.

notifications area subject

At the bottom of the tab, you will find a list of shortcodes that can be inserted into the Subject and the Body of the email. Each shortcode represents a datapoint tied to the notification’s event that is populated in the Subject and the Body with respect to each instance of the notification sent. These allow us to send dynamic-content notifications.The list of available shortcodes varies by the event, and only the shortcodes listed here may be used in creating notifications of the event.

Now, if you want to compose another type of notification, refer to the corresponding instructions in this article. Otherwise, at the bottom of this tab, select Next.

Composing a Slack Notification

If you want to send a Slack notification, at the bottom of the General Settings tab, check the Slack checkbox to active the Slack tab. Now, access that tab. At the top of this tab, flag whether the notification will be sent as a direct message to each Slack user or if it will be sent to a Slack channel.

If the notification will be sent as a direct message, the user will receive the message from Slackbot. If the notification will be sent to a Slack channel, choose the channel from the dropdown menu that appears below the flagged option. You can only send notifications to public Slack channels.

notifications slack subject

At the top of this tab, use the Language dropdown menu to select the language in which you want to compose this Slack notification. Slack notifications can be composed in multiple languages, and are delivered to members of the audience based on individual language preferences. To compose multiple, language-specific versions of this Slack notification, after composing a notification in the prior selected language, select a different language from the Language dropdown menu.

In the Subject text box, type the subject line of this notification. Use the Body text editor to create the body of message. To learn how to format the text of a slack notification, please press to the link directly above the text box, which will redirect you a Slack article explaining how to do so.

At the bottom of the tab, you will find a list of shortcodes that can be inserted into the Subject and the Body of the email. Each shortcode represents a datapoint tied to the notification’s event that is populated in the Subject and the Body with respect to each instance of the notification sent. These allow us to send dynamic-content notifications.The list of available shortcodes varies by the event, and only the shortcodes listed here may be used in creating notifications of the event.

Now, if you want to compose another type of notification, refer to the corresponding instructions in this article. Otherwise, at the bottom of this tab, select Next.

Schedule Notification with Respect to the Event

Now, set when this notification will be sent to recipients:

At the time of the event. By setting the notification to be sent at the time of the event, the notification will be sent to recipients immediately once the triggering action has been completed in the platform.

Before the event. By setting the notification to be sent before the triggering event or action takes place (i.e. before a webinar session begins), the notification will be sent to recipients a certain amount of time before the event. Once you flag this option, select how many hours, days or weeks in advance the notification will be sent. If you’re setting the notification to be sent number of days or weeks in advance, you can also set the exact hour that it will be sent (exact hour intervals only, not half hours).

After the event. By setting the notification to be sent after the triggering event or action is completed (i.e. after a learner has completed a course), the notification will be sent to recipients a certain amount of time after the event or action is completed. Once you flag this option, select how many hours, days or weeks afterwards the notification will be sent. If you’re setting the notification to be sent number of days or weeks afterwards, you can also set the exact hour that it will be sent (exact hour intervals only, not half hours).

When finished, press Next.

Setting the Notification’s Audience (Org Chart Branches)

On this page, select the branches and groups that will receive this email. Begin by flagging the option to select All groups and branches or Select groups and branches. If you flag the latter option, select which branches or groups you wish to assign to the notification by flagging the check box next to the group or branch’s name. Then, press Next.

notifications config

 

Setting the Notification’s Recipients (User Levels & Course Selection)

Now, select the target for this notification: Users, Instructors, Power users, or Superadmins. The target is who will receive the notification. For example, if you flag the audience as Power Users, you then need to select a Power User profile from the dropdown menu that appears below.

notifications audience

Press Next, then select which courses you want to assign to this notification, if any. Simply flag the option to select All courses, or Select courses. If you flag the latter option, select which courses or learning plans you wish to assign to the notification by flagging the check box next to the course’s or learning plan’s name. Then, press Next for a final time.

Saving and Activating the Notification

Finally, press whether you want to Save and Activate the notification, or simply Save the notification and go back to the list. Alternatively, you can go back to edit the details that you previously configured, or you can cancel the notification.

notifications complete

Notifications for Managers

Superadmins and Power Users can send specific notifications to users who manage other users, so said managers are aware when their managed users complete a specific action in the LMS. This applies to the following notifications:

  • Assignment to be reviewed since N hours
  • Learner completed a course
  • Learner has yet to complete a course
  • Learner submitted an assignment
  • User submitted a test and evaluation is needed
  • User waiting to be approved to a webinar session
  • User waiting to be approved to a ILT session
  • User waiting to be subscribed to course

notifications managers

For these notifications, you can flag the receiving audience as the manager when creating or editing the notification. To add a manager to a user profile, access the User Management page from the Admin Menu. Then, find the user in the list of users, and press the menu icon at the end of the user’s row. From the dropdown menu, select Edit. In the slideout panel, reach the Subordinates tab. In the Manager field, type in the username or email address of the manager that will manage this user. When finished, press Confirm.

Managing Existing Notifications

Once you’ve created your notifications, you can manage them using the list of notifications on the main Notifications page. Begin by finding the notification in the list. Then, you can press the item in the Scheduled column to edit the scheduling of the notification. Likewise, you can press the items in the Filter, Roles, or Associated Courses columns to edit the corresponding details of the notification.

notifications list

At the end of the notification’s row, you will see three icons: a check mark, a pen and paper, and a red X. Flag the check mark, turning it from grey to green, to activate the notification in your LMS. You can press the pen and paper icon to edit the details of the notification. Finally, you can use the red X to delete the notification. You will be asked to confirm the termination of the notification before the system deletes it.

notifications list icons

Digest Notifications

Digest notifications are notifications that group multiple notifications about the same type of event into one larger notification. For example, instead of receiving seven separate notifications about courses that are not yet completed by a learner, the user will receive one notification with a list of the courses that he or she has yet to complete.

notifications digest

Digest notifications are configured just like other notifications, with the only difference being that you configure frequency, rather than scheduling precisely when to send the notifications. They can be sent hourly, daily, weekly, or monthly. The digest notifications are:

  • User enrolled in a course. Triggers when a user is enrolled into a number of courses. This notification is not sent if the conditions are not met (no new courses into which the user is enrolled). Can set the frequency of the notification, or send it manually.

In the Advanced tab of the Advanced Settings area of the platform (Admin Menu, Advanced Settings item), you can flag the option to send an immediate notification digest for a massive enrollment action in your LMS. This could be for subscription plans or a general mass enrollment from within the platform.

  • Course has expired. Triggers when a number of courses in which a user is enrolled have expired. This notification is not sent if the conditions are not met (no courses are expiring in the time period).

In addition to setting the frequency, you can set how many days you want the notification to scan. For example, if you set a scan interval of seven, the notification will send a list of courses that expired within the next seven days. You can also flag the option to send the notification on the exact interval date. Using the example above, this means that the notification would only be sent on the seventh day.

  • Learner has yet to complete a course. Triggers when a number of courses in which a user is enrolled have not yet been completed by the user. This notification is not sent if the conditions are not met (no course have yet to be completed). You can send this notification manually, or by setting the frequency.

Tips and Tricks for Notifications

Please keep the following tips and tricks in mind when creating and managing notifications:

  • If you are having trouble receiving email notifications in your inbox, you may need to configure your SPF server. Refer to this article for more information.
  • When using shortcodes involving links to specific courses or sessions, please note that these do not work in the same way as deep links, meaning that the user will receive an error if he or she clicks on the link but is not enrolled into the course.

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