Email Notifications

Building and configuring emails to send on events, schedules, or on demand

There are several ways emails can be sent from Prosperity:  

• On an event – the event will be sent in real-time as the event occurs. Example: sending an email when a student signs up for a course.  
• On a schedule – a type of event we call a “reminder”. Example: sending an email when a course is due within 7 days. 

• On demand – the user sends an email at their convenience. Example: sending an email to a class roster to tell them lunch plans have changed😊. Or sending an email to all students from a particular business unit to announce a new course you’d like them all to look at.  

You can attach actions to these events so that the people you designate are notified by email automatically when the event is triggered. For each event, Prosperity can notify the student, company reps, instructors, and anyone with an email address. 

Automated email notifications are set up within each program. You can see the list of available events by going to programs, selecting a program, and then going to ‘Email notifications’ or ‘Events’. 

This section will cover what it takes to: 

• Allow Prosperity to send email using your domain (ex: admin@myuniversity.com).  

• Setting up email templates  
• Associate email templates to particular events and reminders 
• Designating recipients for those emails.  

   

Allow Prosperity to send email using your domain 

Setting up your email domain 

By default, emails going through Prosperity will be sent from a Ziiva.com domain. If you want your emails to be sent from your own domain (ex: admin@myuniversity.com), you will need to make sure your email server will allow us to do so.  Following these instructions will give Prosperity the permissions it needs to send emails using your domain.  

Prosperity Emails with From : support@ziiva.com  

 

As shown in the example below - if you plan to use the default From: email address of Support@Ziiva.com for Prosperity generated emails, then you shouldn’t have to make IT changes as emails are sent from Prosperity’s email server with a Ziiva.com domain. Your email server/provider should pass these emails through their spam / anti-virus filters. Sometime emails can look like spam even when they’re not.  To ensure delivery of Prosperity emails, you should whitelist the Ziiva.com and ZiivaInc.com domains in …. 

1. Your email service  

1. Either internally supported by your IT department – or---  

1. Your email provider ( that may require a service ticket to them )  

1. Your personal email applications. 

 

 

 

 

 Prosperity Emails with From : training@mycompany.com  

 

As shown in the example below, if you plan to use a different From: email address for Prosperity generated emails ( perhaps your training department’s mailbox), then you or your IT department will probably have to make some configuration changes to either the email’s domain ( MyCompany.com below ) or to the email server’s rules that is processing that domain’s emails.   

 

 

 

 

Most email providers (including your company’s, if they provide internal email support) will reject emails from Prosperity with emails set up as the above example.  This is a safety feature to prevent forging and spoofing by unauthorized users of your email domain. To get Prosperity’s emails to your students while using your email domain in the From: address, your domain administrator / email provider will need to make a small change that allows Prosperity’s email servers to send emails on your behalf.   

 

The IT staff will update the SPF record with an instruction similar to the example below… 

 

                                                       v=spf1  ip4:72.32.30.224 include:youremailserver.com ~all  

 

 

where Ziiva/Prosperity sends emails via the following IP address à72.32.30.224      ( domain is webapp3.ziiva.net ) 

 

 

 

 

More Information about SPF records  

 

Here’s a good site for more information about SPF records and how they help protect your email domain …  

 

https://www.open-spf.org            

 

  

 

Setting up email templates 

You can see, add, or edit the email messages that are sent as automated notifications. You can also compose and send emails on the fly to individuals or company/business unit groups. In some instances, data placeholders are available that can be used to personalize emails with relevant data as they are sent. 

1. Click Emails on the left menu. Existing email templates are listed here. You can either edit one by clicking the edit button next to it, or create a new one by clicking Add a New Email at the top of the page. 

1. For detailed help about email composition and placeholders, click “Show Instructions” at the top of the page. 

1. Whether you edit an existing email or add a new one, Prosperity will open an email editing page for you, with the following fields: 

1. Name: If you are saving this to use as an automated notification or for any future use, enter a name in the top box. 

1. To: If you are sending the message now, you can type a specific email address in the To box, or you can click the To button to search and choose recipients by either Company/Business Unit or individual Contact. 

1. From: A valid From address is required. Replies will go to this email address, so use one where your recipients can get more information if they have questions. 

1. Subject: A Subject is required. 

1. Message: Compose your message and signature using the WYSIWYG (What You See Is What You Get) editors.  

• TIP #1: Some default email templates supplied with your LMS will insert course, program, or student information as appropriate, even though placeholders are not visible. These are called “auto-placeholders,” and will appear between the body and the signature. You can tell which messages include auto-placeholders by looking at the text. If it says “the course described below” or “the following student” or something like that, that information will be placed in the message when it is sent. NOTE: Any placeholders you add to the message will cancel the auto-placeholders, and only the placeholders you added will be used. More on email placeholders is here. 
• TIP #2: If you are using placeholders, please manually type in the placeholder rather than copying and pasting from the help document, which could introduce invisible formatting codes that would interfere with placeholder operation. 
• TIP #3: if you are adding graphics to your message, there is a known issue when using the image insertion tool.  

 

  

1. Attachments: You may add or remove up to three attachments at the bottom.  

1. When you are finished filling in the page, click Save and/or Send Email, as appropriate. 

Email Placeholders 

What is a placeholder? 

A placeholder is specific text in your email will be replaced with a value when the email is sent. For example [?firstname] is the placeholder for the student's first name and when the email is sent will be substituted with the actual firstname of the student that the email is about. 

What emails can I use these placeholder in? 

Currently, the placeholders will work for Program Events and Order Confirmation email events. A receipt will still be displayed at the end of the order email. 

 
* Indicates the placeholder is not supported in the events Class Information Change, Class Schedule Change, Class Session Canceled, or Entire Class Canceled. 
 
What Reminder emails can I use these placeholder in? 
Currently, the substitutions are ONLY made for: 

• Class Reminder Emails 
• Course Certification Renewal Reminders 

• Course Due Reminders 
• Course OverDue Reminder 

 
I have added a placeholder to my email but value does not show up in my email just the placeholder? 
If the placeholder does not exist or if it is misspelled, it cannot make the substitution and the placeholder will show in your email. 

 
 
What is the list of placeholders that I can use in my emails? 
 

Student data 

PLACEHOLDER	VALUE
[?firstname]	Student's first name
[?middlename]	Student's middle name
[?lastname]	Student's last name
[?email]	Student's email address
[?phone]	Student's phone number
[?company]	Student's company name
[?customerid]	Student's company's customer id
[?username]	Student's username
[?password]	Student's password
[?employeeid]	Student's employee id

 
 

Order Information 

PLACEHOLDER	VALUE
[?creditcode]	Credit code if purchasing credits
[?orderdate]	Order date
[?ordercost]	Student's order total
[?orderpaid]	Amount paid
[?paymenttype]	Student's payment method
[?itemsinlist]	Lists the name of each item purchased in a comma delimited list

 
 

Registration Information 

PLACEHOLDER	VALUE
[?classdates]	Lists class start date and end date
[?classinfo]	Lists course id, class schedule, capacity and number registered
[?classinfodetail]	Lists program, course id, course name, start date, end date, schedule, and location
[?classinfobasic]	Lists program, course id, course name, start date, and end date
[?classschedule]	Lists class schedule as displayed on the classes information page
[?classesfuture]	Lists future dates for a class that has been cancelled
[?concentration]	Lists concentration
[?course]	Lists course name
[?courseid]	Lists course id
[?courseinfo]	Lists course id and course name
[?courseinfodetail]	* Lists program, course id, course name and end date
[?courseinfobasic]	* Lists program, course id, and course name
[?reg_enddate]	Lists registration end date
[?credits]	Lists credits
[?dailyschedule]	Lists class schedule by day and shows day and time
[?dailyscheduledetail]	Lists class schedule by day and shows date, room, location and time
[?enddate]	Lists class end date
[?instructors]	List of instructors
[?location]	Lists class location
[?classroom_address]	Lists physical address of classroom
[?program]	Lists program
[?startdate]	Lists class start date
[?courselink:Take This Course]	Adds a hyperlink for accessing a course's details directly. The hyperlink text of "Take This Course" can be changed.
[?participant_code]	The participation code (usually used for gotowebinar)
[?class_phone]	The phone number of the classroom.

 
 

Exam Information 

PLACEHOLDER	VALUE
[?grade]	Student's exam score
[?testdate]	Student's exam date
[?passfail]	Lists whether the student passed or failed the exam
[?testtime]	Student's total test time, calculated by the total time between the beginning of the test and the end
[?testclosedby]	Lists who closed the student's exam

 

Activity Information 

PLACEHOLDER	VALUE
[?activityexpires]	Lists activity expiration
[?activityname]	Lists activity text/name

 

Certificate Attachments 

PLACEHOLDER	VALUE
[?action:include_certificate]	Adding this placeholder will create and attach the relevent course or program completion certificate as a pdf to the email.  This is only applicable when you have created the certificate using the new certificates module.

 

Non-Event Information  

placeholds available for use on the "Emails" page only 

PLACEHOLDER	VALUE
[?coursesignup:CourseID]	Adds a hyperlink to get a particular course. The "CourseID" must match exactly.

 

Bundle Information  

placeholders available for use in the Bundle Registration, Bundle Registration Approved, and Bundle Registration Denied emails only 

PLACEHOLDER

VALUE

[?bundleinfo]

This placeholder only works for Bundle Registration, Bundle Registration Approved, and Bundle Registration Denied emails. The [?bundleinfo] email placeholder prints information about the online and classroom courses that are part of a program bundle. For online courses, this placeholder displays course id, course name, and end date. For classroom courses, this placeholder displays course id, course name, class capacity, total students registered, and the class schedule.

 

Associate email templates with events and reminders 

 

There are several Prosperity components involved in this process: 

• Emails (on the left menu under the Admin section) 

• Events (aka Email Notifications)  
• Company Reps (the tab at the top of the page when editing a Company) 

Here’s how they all work together: 

1. Events are triggered at the program level based on curriculum occurrences and calendar dates pertinent to the program and the courses within it. 

1. If an action is set up for that event in that program, the action is carried out when the event is triggered. 

To set up automated email notifications: 

1. You can set the actions for relevant events using the Events tab when editing a Program. You can choose: 

1. Who should receive an email 

1. Which email message they should receive. Each designee can receive a different message, if desired. 

 

1. The automated email messages themselves are in a bank where you can see, edit, and create new emails as needed. Placeholders allow you to create customized messages by inserting relevant information at the time of sending, such as the course name, student information, etc., depending on the event. 

 

1. You can designate Company Reps in up to four different roles who can receive emails when an event affects students in that Company/Business Unit.  

 

  

For details on how to do each of the above steps, see the sections below or click one of the above links to go directly to that section. 

  

What Events are Available? 

To see the list of Events currently available in your system, in the Admin portal: 

1. Click Programs on the left menu. 

1. Edit any program by clicking the Details button next to it. 

1. Click Events in the top menu bar.  

There are two sections on this page. The first section is regular curriculum events. Scroll down to see the section of reminder events.  

NOTE: When looking at this list, keep in mind that “Class” refers specifically to a live training class based on a classroom-type course in this program. “Course” refers to any course, whether a classroom or online type. “Enrollment” refers to the Program, and “Registration” refers to a Course in the Program. 

If your needs may require an event that doesn’t exist, please contact Project Management (padmin@ziiva.com) to discuss whether this would be a customization you’d like to add to your site. 

How do I set up an Event to send automated emails? 

You can set up email notifications for any event listed on the Events tab when editing a program. 

1. Click Programs on the left menu. 

1. Edit the program for which you want to set up the notifications by clicking the Details button beside it. 

1. Click Events in the top menu bar. 

1. Find the event in the list for which you want to set up notifications and click the Details button beside it. 

1. Check the box beside each person you want to receive an email. For example, check the Email Student box to send an email to the student when this event triggers. In order for Company Reps in any role to be designated, check the Email Rep box and then the box next to the Company Rep(s) you’d like to receive an email.  

NOTE: If you check Supervisor, the supervisor listed in the student’s profile, if any, will receive the message. If there is no supervisor listed in the Student’s profile, then the Company Rep in the Supervisor role for the student’s company, if any, will receive the email. 

For more information on Company Reps

click here