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Feature EP-3910 Comms - User Type Specific Templates
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  • Feature EP-3910 Comms - User Type Specific Templates

    recommend training screen changes

    Released in 5.14.0 on Oct 10, 2023

    Overview

    We have expanded our communication system to allow you to create tailored templates; specifically to amend based on user-type or guest-types.

    A user case would be you use the generic template for all users, with the exception of the apprentice, for this specific user type you could amend the template to exclude certain variables, or tweak the wording slightly to be more applicable to the apprentice user. All of the other users would receive the standard generic template.

    Changes to Functionality

    New and deprecated variables

    To improve the flexibility around which details are included in communication templates, we have introduced a range of new variables and deprecated some of the old variables. This provides further control over what information is provided to certain user types. For example, you may want the external assessment pin to be sent to the EPA, whilst the apprentice just receives information about who the provider of that online test is. Detailed below are the new variables that have been introduced and those which have been deprecated. The descriptions below are also available when editing a communication template.

    Deprecated variables

    Note:- the deprecated variables will still function as they did before, allowing for a phased transition to the newer variables over time.

    However, the deprecated variables will not be updated and may be removed in a future update.

    Variable

    Notes

    Variable

    Notes

    assessment_details

    this has been replaced by the external_assessment_* and external_proctoring_* variables

    external_link

    this has been replaced by the external_meeting_* variables

     

    New variables

    Variable

    Notes

    Variable

    Notes

    external_assessment_url

    Contains the URL to the external assessment test, if supported by the external provider. Blank if no external provider is selected.

    external_assessment_pin

    Contains the pin needed to access the external assessment test, if supported by the external provider. Blank if no external provider is selected or no test is booked.

    external_assessment_provider

    Contains the name of the external provider for this assessment. Blank if no external provider is selected

    external_assessment_reference

    Contains the reference for the test with the external provider. Blank if no external provider is selected or no test is booked.

    external_assessment_notes

    Contains additional notes for the external assessment provider which may contain additional details which do not fit into the other variables. Blank if no external provider is selected.

    external_proctoring_provider

    Contains the name of the external proctoring provider. Blank if no external proctoring is configured.

    external_proctoring_notes

    Contains any additional details about the proctoring provider that do not fit into the other variables such as the ProctorU text block.

    external_meeting_provider

    Contains the name of the external meeting provider. Blank if no external meeting is configured.

    external_meeting_join_link

    Contains a link to join the external meeting. Blank if no external meeting is configured.

     

    Communication Manager

    We have updated our communication template manager to allow for user-type specific templates to be created. Communications will now have a “Generic” template and then additional user-type/guest-type templates.

    Example for Assessment Booking

     

    The generic template will be the fall back if no other suitable user-type-based template has been configured and enabled. This means functionality will not have been changed with this release, as all existing templates will be moved to generic templates.

    To help with adding new templates for a certain user/guest type we have also added a new “Copy from template” dropdown is available.

     

    New screen layout with SMS content at end of page

     

    This will allow for a new template (Apprentice for example) to copy the generic template and then make any edits as needed.

    Note: This will not maintain a link between the two, so any changes made to one template, will not be applied to the others.

     

    Update Comms System To Use “User Type” Templates

    The comms system has also been updated, so that when an email or SMS is sent, epaPRO will check if the user type or guest type has a template enabled, if so, this template will be used instead.

    Otherwise, epaPRO will fall back to the generic template.

    As an example, this would allow for an apprentice to receive a tailored version of a communication, with everyone else receiving the generic template.

    Impacted Areas

    • Communication templates

    • Assessment element comms

      • Component Invitation

      • Component Cancelled

      • Component Rescheduled

      • Component Resit

      • External Assessment

    • Planning meeting comms

      • Meeting Cancellation

      • Meeting Invitation

      • Meeting Rescheduled

    • All email and SMS comms