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Messaging refers both to automatic alerts and tasks from Totara about new forum posts, assignment submission notifications etc. as well as conversations created via the instant messaging feature.

Message and task alerts

Users can receive message and task alerts from Totara in a number of ways and for a number of reasons. Users may for instance receive instant messages via the Messages block, or they may be messaged by their course Trainer via the People block. A Trainer might receive automatic notifications of assignment submissions and Site Administrators might receive notification of problems with the site.

How these messages and others are received can be set by each user from the Messaging link on their Preferences page. Check boxes allow the user to select how they wish to be notified of incoming messages. See Messaging outputs for more information.

Alerts can be for a manager and/or Learner depending on how you set up the approval and request process. 

Read alerts are dismissed automatically from the Alerts block after 30 days.

List of task and alert notifications

 The following is a list of the messages that are added to the Message and Task block within Totara. Depending on the message output settings these may also be sent to the user's email.

FeatureNotesTypeDescription
Program managementRead more in the Add program messages subsection of the Managing programs page.

Task

Program extension.

Alert

Sent from the Messages tab:

  • Program enrolment
  • Exception reports
  • Unenrolment
  • Program due
  • Program overdue
  • Program completed
  • Course Set due
  • Course Set overdue
  • Course Set completed
  • Learner follow-up
CertificationsRead more in the Add certification messages subsection of the Managing certifications page.

Task

Certification extension.

Alert

Sent from the Messages tab:

  • Enrolment
  • Exception reports
  • Unenrolment
  • Program due
  • Program overdue
  • Program completed
  • Course Set due
  • Course Set overdue
  • Course Set completed
  • Learner follow-up
  • Re-certification window open
  • Re-certification window due to close
  • Failure to recertify

Appraisals

Read more on the Creating appraisal notifications page.Task

Set in the Messages tab:

  • Appraisal activation
  • Stage completion
AlertClose appraisal.
360 FeedbackRead more in the Requesting 360° feedback subsection of the 360 feedback page.

Task

Feedback request.

Alert
  • Cancel feedback request
  • Update system and external assignments
  • Feedback reminders
Learning Plans


Task

  • Plan requested
  • Item requested
Alert
  • Objective status creation
  • Objective status edited
  • Objective status deletion
  • Plan approved
  • Plan updated
  • Plan declined
  • Plan deleted
  • Plan comment made
  • Course completed
  • Course approved
  • Course updated
  • Course declined
  • Course completed
  • Competency approved
  • Competency updated
  • Competency declined
  • Competency completed
  • Objective approved
  • Objective updated
  • Objective declined
  • Objective completed
SeminarRead more on the Seminar notifications page (part of the Seminar management section).Task

Seminar approval.

Alert

All Seminar notifications:

  • Booking cancellation
  • Booking confirmation
  • Booking date/time changed
  • Booking declined
  • Booking reminder
  • Booking request
  • Session trainer cancellation
  • Session trainer unassigned
  • Trainer confirmation
  • Waitlisting advice
HR ImportRead more in the Notifications subsection of the HR Import general settings page.Alert

HR Import notifications:

  • Errors
  • Warnings
AudiencesRead more about setting up alerts as part of the steps for setting up set or dynamic audiences on the Audiences page.Alert
  • Notify users being added/removed
  • Broken rules in audiences notification
Totara Core-AlertUpdate temporary manager.
Feedback

Course feedback reminders (alert).

AlertReminder to complete course feedback.

List of email notifications

The following are the standard messages that can be sent out by email - these can be disabled using message output settings.

FeatureOutput nameNotesRecipients
AssignmentAssignment notifications

Sent when an assignment has been submitted.

Totara Learn only.

Trainers.
FeedbackFeedback notifications

Sent as part of a feedback activity in a course.

Totara Learn only.

Trainer, Feedback administrator.
Feedback reminder

Sent as part of a feedback activity in a course.

Totara Learn only.

Learner feedback activity non-responders.
Forum

Subscribed forum posts

Sent when a new post is created in a forum to which the user is subscribed.

Totara Learn only.

Anyone subscribed to a forum.
Subscribed forum digestsTotara Learn only.Anyone subscribed to a forum.
LessonLesson essay graded notification

Sent when a user's lesson essay is graded by a Trainer.

Totara Learn only.

Learner.
Performance activityPerformance activity notificationsTotara Perform only.Performance activity creator.
Performance activity remindersTotara Perform only.Performance activity participants.
Quiz

Notification of quiz submissions

Message that a Learner has submitted a quiz.

Totara Learn only.

Learners.
Confirmation of your own quiz submissions

Notice your quiz was successfully submitted.

Totara Learn only.

Learners.
Warning when your quiz attempt becomes overdue

Time limit for quiz has been reached.

Totara Learn only.

Learners.
SystemNotices about minor problemsNotice a minor error has occurred.Site Administrators.
Important errors with the siteNotice a major error has occurred.Site Administrators.
Available update notificationsNotice of new releases of Totara code.Site Administrators.
Backup notificationsAutomated backup schedule run completed.Site Administrators.
Course creation request notification

Notice a course has been requested.

Totara Learn only.

Defined in Quick-access menu > Courses > Course request > Course request notification.
Course creation request approval notification

Notice a requested course has been approved.

Totara Learn only.

Defined in Quick-access menu > Courses > Course request > Course request notification.
Course creation request rejection notification

Notice a requested course has been rejected.

Totara Learn only.

Defined in Quick-access menu > Courses > Course request > Course request notification.
Badge recipient notificationsNotice that badge has been awarded.User who is awarded a badge.
Badge creator notificationsNotify creator of a badge when it is awarded to someone.User who created the badge.
Comment posted on a learning planTotara Learn only.Learning plan subject.
Comment posted on a competencyTotara Learn only.Learner and manager.
WorkspaceNew items added to workspace library

Sent when a user adds a new content item (e.g. resources or playlists) to the workspace library.

Totara Engage only.

Workspace owner.
Member request accepted

Sent to the user when their request to join the workspace is accepted.

Totara Engage only.

User requesting to join a workspace.
Comments on discussion posts

Sent to the creator of the discussion post when another user comments on it.

Totara Engage only.

Discussion creator.
Request to join private workspace

Sent to the workspace owner when a user requests to join the workspace.

Totara Engage only.

Workspace owner.
User has been added to a workspace

Sent to users when they are added to a workspace by the workspace owner.

Totara Engage only.

Workspace users.
Workspace ownership has been transferred

Sent to the new workspace owner when workspace ownership is transferred.

Totara Engage only.

New workspace owner.
SurveySurvey votes

Sent to the creator of a survey when users vote on the survey.

Totara Engage only.

Survey creator.
Manual enrolmentsManual enrolment expiry notificationsTotara Learn only.Manual enrolees.
PayPalPayPal enrolment messagesTotara Learn only.PayPal enrolees.
Self enrolmentSelf enrolment expiry notificationsTotara Learn only.

Either:

  • Enroller only
  • Enroller and enrolled user
Inbound message configurationMessage to confirm that an inbound message came from you-Message recipient.
Warning when an inbound message could not be processed-Site Administrators.
Confirmation that a message was successfully processed-Site Administrators.
Event monitorNotifications of rule subscriptionsNotice of events that have a rule triggered.Site Administrators.
CompetenciesSync assigned users finishedTotara Perform only.Site Administrators.
No longer proficientTotara Perform only.The user who has lost proficiency in the competency.
Content marketplaceContent marketplace feature notificationTotara Learn only.Site Administrators.
Totara coreNotifications on mentionsSent when the user has been mentioned (tagged) in a comment or post.Tagged/mentioned user.
LibraryComments on your resources

Sent to the user when another user comments on their resource.

Totara Engage only.

Resource creator.
Replies on your resources

Sent to the user when another user replies to a comment on their resource.

Totara Engage only.

Resource creator.
New items shared with you

Sent to the user when a new Totara Engage content item (e.g. a resource or playlist) is shared with them.

Totara Engage only.

Authenticated users.
Resource 'likes'

Sent to the creator of a content item when another user likes the content.

Totara Engage only.

Resource creator.
Totara messagesAlert notificationsAppears with the Alerts block.All users.
Task notificationsAppears with the Tasks block.All users.
PlaylistPlaylist ratings

Sent when a playlist you have created receives a rating.

Totara Engage only.

Playlist creator.
Comments on your playlists

Sent when another user comments on your playlist.

Totara Engage only.

Playlist creator.
Replies on your playlists

Sent when another user replies to your comment on a playlist.

Totara Engage only.

Playlist creator.
Inappropriate contentInappropriate content removed

Sent when a Site Administrator removes inappropriate user-created content.

Totara Engage only.

Creator of content that has been removed.
TopicsTopic's notificationTotara Engage only.Site Administrators.
User data managementManual user data purge finished-Site Administrators.
Export of own user data finished-Site Administrators.

Instant messaging

To set how you receive instant messages, please see Message outputs.

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