Feature EP-3910 Comms - User Type Specific Templates
- Lisa Clancy
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 |
|---|---|
assessment_details | this has been replaced by the external_assessment_* and external_proctoring_* variables |
external_link | this has been replaced by the external_meeting_* variables |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 |
|---|---|
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.
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.
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