Help Center

Custom Emails - Training Records

There are multiple types of email notifications you can configure for Training Records. 

1. Digest email for new training assignments, training assignment reminders based on flexible time triggers, and late training assignments that can be sent to the trainee and/or the trainee's supervisor. Configurable based on the instructions below.

Note: These are not immediate, but will be batched nightly to send a digest email that summarizes open training assignments.

2. Training Complete: Individual emails to the supervisor when a trainee completes a training assignment. Enabled by default. Can be disabled based on the instructions below.

3. New Training Assignment: Individual emails for each new training assignment to the trainee and/or the trainee's supervisor. Enabled by default. Can be disabled based on the instructions below.

4. Training Assignment Reminder: Individual reminder emails for each training assignment based on flexible time trigger to the trainee and/or the trainee's supervisor. Configurable based on the instructions below.

Our recommended best practice is to use methods 1 and 2.

How to Set-up Digest Emails

Turn on a single digest email, one for trainees and one for supervisors. Recommended over individual emails.

1. Go to Propel Setup -> Admin Settings -> Training Records and enable Deliver Training Notifications.

By default, trainees will receive a single digest email when a new training assignment is assigned, or any of their open training assignments is due in 3 days or due today.

By default, supervisors will receive a single digest email when any of their employee's is assigned a new training assignment, or any of the employee's have an open training assignment due in 3 days or due today.

To customize the trainee and supervisor notifications

1. Go to Setup

2. Type Custom into the search field

3. Select Custom Settings

4. Click the Manage link for Configuration

5. Click New to add a new setting, enter the Name and Value, and click Save & New

Name = "TraineeNotificationConfig"

Value = [The list of notification timing, for example "14, 7, 3, 0, -3"]

6. Enter the Name and Value, and click Save

Name = "SupervisorNotificationConfig"

Value = [The list of notification timing, for example ", 0, -3, -7"]

To stop the digest for supervisors when an employee has a new training assignment

1. Go to Setup

2. Type Custom into the search field

3. Select Custom Settings

4. Click the Manage link for Configuration

5. Click New to add a new setting, enter the Name and Value

Name = SupervisorNotificationSkipNew

Value = true

6. Click Save 

How to Configure Training Complete Emails

End the individual emails to the trainee's supervisor upon completion of each training assignment.

1. Go to Setup

2. Type Workflow into the search field

3. Select Workflow Rules

4. Click Continue to see the list of All Workflow Rules

Screen_Shot_2018-05-18_at_10.25.17_AM.png

5. Click the "Training Complete" link and click the Deactivate button.   

How to Configure Individual New Training Assignment Emails

Stop the email overload by turning off the individual new training assignment emails for both the Trainee and the Supervisor.

1. Go to Setup

2. Type Workflow into the search field

3. Select Workflow Rules

4. Click Continue to see the list of All Workflow Rules

Screen_Shot_2018-05-18_at_10.25.17_AM.png

5. Click the "Training Assigned Trainee" link and click the Deactivate button to stop sending emails to the trainee for every new training assignment.

6. To deactivate the emails for the supervisor, repeat steps 3 and 4 to return to the list of All Workflow Rules.

7. Click the "Training Assigned Supervisor" link and click the Deactivate button to stop sending emails to the trainee's supervisor for every new training assignment.

How to Set-up Time-based Reminders

Create workflow rule-driven emails with customized content and flexible time-based notifications.

1. Go to Setup

2. Type Workflow into the search field and then select Workflow Rules

3. Click Continue

Screen_Shot_2018-05-18_at_10.25.17_AM.png

 

4. On the next screen, click New Rule

Screen_Shot_2018-05-18_at_12.10.07_PM.png

 

5. Select Training Assignment object 

6. Click Next

Screen_Shot_2018-05-18_at_12.12.20_PM.png

7. Enter a Rule Name and Description

8. Check the box to evaluate the rule when a record is created, and any time it's edited to subsequently meet criteria

9. Select to run this rule if the criteria are met

10. Enter your Rule Criteria

a. Field=Training Assignment: Status, Operator=equals, Value=Open

b. Field=Training Plan: Status, Operator=equals, Value=Active

11. Click Save & Next

Screen_Shot_2018-05-18_at_1.47.42_PM.png

12. Under Time-Dependent Workflow Actions click Add Time Trigger

Screen_Shot_2018-05-21_at_11.25.41_AM.png

13. Enter details for the 1st Workflow Rule

  • 7 Days Before Training Assignment: Due Date 

14. Click Save

15. Click Add Workflow Action, and select New Email Alert.

16. Enter details for the Email Alert

  • Description: Enter your own description, like Pending Training Assignment Reminder
  • Email Template: Training Due in N Days (Trainee)
  • Recipient Type = Related User
  • Selected Recipients = "Related User: User"

Screen_Shot_2018-05-21_at_11.50.17_AM.png

17. Click Save

18. Click button Add Time Trigger

Screen_Shot_2018-05-21_at_11.31.10_AM.png

19. Enter details for the 2nd Workflow Rule

  • 2 Days Before Training Assignment: Due Date 

20. Click Save

21. Click Add Workflow Action, and select Select Existing Action.

22. Choose the same Email Alert you created for the 7 days before due date.

23. Click Save

24. Once you have entered all workflow actions, click Done

25. Click Activate to turn on workflow rule

If asked, Select a Default Workflow User that you want Salesforce to display with a workflow rule when the user that triggered the rule is not active.

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