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The purpose of this page is to clarify the understanding of the system logic and requirements in relation to the Automatic Processes that are used for or affect Notifications


Most notifications in the system come from the APMs. The common ones are the Learning Expiration and the Learning Plan Notifications. There are few other APMs that are rarely used. They are described briefly as well. In   System Admin  Automatic Processes , you can use automatic processes to execute recurring jobs that you want done by the system routinely in the background at a specified time and frequency. When you schedule an automatic process, you are setting a timer trigger that will fire at the scheduled time.

Main Notification APMs

  • Learning Plan Notification

In  System Admin  Automatic Processes Learning Plan Notification , the learning plan notification automatic process sends notifications to users when an item from the user’s learning plan is added, removed, or modified, and to supervisors when a learning event is recorded for one of their direct reports. That is, supervisors are notified even if the item is not on the user's learning plan. After you configure this automatic process, you must also access the Learning Plan Notification Settings ( System Admin   Configuration  User Settings ) and set the conditions under which users and supervisors receive these notifications. If you select the Allow User to modify learning plan notification settings check box ( System Admin  Configuration  User Settings ), then users can override your settings in the user interface. This automatic process uses the ApmStudentLearningPlanNotification (users) and the ApmSupervisorLearningPlanNotification (supervisors) templates.

The Learning Plan APM gathers  all assignments and removals since the last run in the PA_LEARNING_PLAN tables. Regardless of whether its enabled or disabled, the table still gathers the changes, and upon the next run, it sends the notifications out for all changes since the last run. It is strongly advised to keep it enabled if desired, to avoid confusion. Once enabled and ran, it populates the changes of learning plan assignments and removals since the last ran based on the PA_LEARNING_PLAN tables and pushes to the PA_MAIL table. Before the PA_LEARNING_PLAN is involved, there are other tables involved. As already mentioned, this APM looks at all the previous assignments prior to the last time APM ran. An example: Let's say the APM ran yesterday at 12:00 hours  and completed at 12:30 hours. From 12:30 hours to 12:00 hours the next day  it's going to look at PA_STUD_CPNT and PA_STUD_QUAL_CPNT and pick up items that were assigned within this time period. Since the last time the APM ran the system says this item was added, removed or modified send a notification. At this point the record is put in the PA_LEARNING_PLAN table. When the APM runs it basically assesses what time and what notifications should be sent in the PA_LEARNING_PLAN table. It will then create a snapshot in the PA_LEARNING_PLAN_NOTIFY table of the emails that were sent in the PA_LEARNING_PLAN table .These tables should not be confused as live tables (and also PA_LEARNING_PLAN_NOTIFY_TEMP). They can be considered as 'backup' tables of not only assigned, added, modified or removed items but items that the APM has either sent a notification or  should the next time it runs . Please note that these settings are controlled from the users side, Launch User Proxy Links  Options and Settings  Learning Plan Notification  and also from the Admin side  System Admin  Configuration  User Settings  Learning Plan Notification Settings . If the user is a Manager they will get the Manager Notifications on their surbodinates on whether they completed or did not complete an item.

The SendMailApm job (internal heavyweight APM) runs based on the frequency in the mail  settings (email frequency) and sends out mail based on the emailBatchCount  setting in  System Admin  Configuration  LMS_ADMIN .  For testing purposes, it’s best to set the email frequency in   System Admin  Configuration  Global Variables  Mail Settings  Email Frequency to 60 minutes and the LMS_ADMIN (  System Admin  Configuration  LMS_ADMIN ) emailBatchCount to 1.  That way 1 email will go out every hour.  If clearing PA_MAIL is required, it s best to have this done within the 60 minutes that the last SendMailApm job kicked off / ran, or 1 email will go out each hour, which minimizes possible problems with testing. With the average customer settings, 10000 emails will go out every 5 minutes. Also, with SuccessFactors Operations being required clearing the  PA_MAIL, its best to coordinate this properly with the Customer Support (who will liaise internally with the Operations team) before hand to ensure an available resource at the time the APM is ran.


  • Learning Expiration

In  System Admin   Automatic Processes   Learning Expiration , the learning expiration automatic process sends notifications when it finds an item or curriculum for a user where the number of days left to the required date ( Users  Users  Learning Plan tab ) for the item or the next action date for the curriculum ( Users  Users  Curricula tab ) is less than the number of days in the Threshold box. This automatic process uses the ApmTrainingExpiration template to send notifications.  The APM settings will have the Threshold and the Reminder Period. At this level we can say they are basically 'templates'. When the new item is created it would take the default values at the APM level.  The settings can be also changed at the item level. Please note item level settings override the APM/system level settings i.e. the system will take settings at item level and ignore the APM level ones.


Other Notifications

  • Evaluation Synchronisation

In  System Admin  Automatic Processes  Evaluation Synchronization , the Evaluation Synchronization automatic process performs two tasks: it will send notification to any user that has an item evaluation or a follow-up evaluation on their Learning Plan. Notifications are only sent if users have this item on their Learning Plan. If the item is not in the Learning Plan then it is advisable to check the Completion Status that was given when the Item was completed to see if the options shown here are checked. If these are checked and recorded this should be put in the Learning Plan. The Evaluation Synchronisation will send emails only if the SURVEY_STATUS_ID is ‘IN PROGRESS’ or ‘NOT STARTED’ in the Database table PA_STUD_SURVEY. This automatic process uses the ItemEvaluationAssignmentNotification template to send Item Evaluation email notifications to the affected users and uses the FollowupEvaluationAssignmentNotification template to send email notification to Follow-up Evaluation participants.

  • Assignment Profile Synchronisation

The emails generated by this APM are normally sent to the Admins. For example when an Assignment Profile Synch runs it will send an email notification to the email address(s) that is listed under System Admin  Automatic processes  Assignment Profile Synchronisation  Email address . This process uses the ApmSynchronizeStudentChangesAssignmentProfile template ID to create and send notifications. The assignment profile synchronization automatic process sends notifications when it finds that a user has been moved into or out of an assignment profile.

  • Instant Notifications

Some of the notifications in the system are instant. Most of them have to do with the Schedule Offerings. For example when a user is enrolled based on when they were enrolled and what settings are checked on Schedule Offering Registration  Settings .

The other section that will instantly send emails are when the users are enrolled with the Virtual Learning Service (VLS) provider e.g. for example WebEx or Adobe Connect. If there is a VLS meeting tied to it, not only would the users receive the SystemEnrollmentNotification but they will also get the VLE Notifications (whichever is relevant). When the course (scheduled offering) is not part of a program, the VLS enrollment happens at the time the assignment profile runs and makes its assignments. But when a program is part of a learning program, the enrollment is offloaded to the programs VLS enrollment process ( System Admin  Automatic Processes  Programs VLS Enrollment ).








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