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Event monitoring allows admins and trainers to receive notification when certain events happen in Totara.

Learners may also be allowed to subscribe to rules if they are given the capability tool/monitor:subscribe. It is not recommended that they be allowed to create or manage rules.

To do this, a rule needs to be created for the event to be monitored and then a user, such as the admin or trainer will need to subscribe to it to be notified.

The rule will specify what the event is and how often it must happen before notification is sent to the subscriber. The notification may be pop-up, email, or other chosen methods.

A trainer can create a rule from Course administration > Reports > Event monitoring rules and an administrator can, additionally, create a rule from Site administration > Reports > Event monitoring rules.

You can subscribe to available rules from My profile settings > Event monitoring.

Enabling Event monitoring

Event monitoring is disabled by default because of performance issues. An administrator can enable it from Site administration > Reports > Event monitoring rules.

How to create or manage a rule

As a course trainer, go to Course administration > Reports > Event monitoring rules, or as an admin go to Site administration > Reports > Event monitoring rules.

Rule name: You can call the rule what you like but it should be something others will understand as they may wish to subscribe to the rule you created.

Area to monitor

When you select an area to monitor, for example, Forum, the Event dropdown menu below will then display the events you can select from.

Event: Once an area has been chosen, the events for that area will display here.

Description: You don't have to use a description, but if you do, it should be something meaningful to others as they may wish to subscribe to the rule you created.

Notification threshold: This means, how many times should this event happen before I get notified? For example the following setting would mean that if an event happens five times in 30 minutes then Totara will send you an alert:
 

Notification threshold screenshot

Notification message

When creating or editing a rule, you can embed placeholders to add details to notification messages. The use of placeholders is optional; you can use any personalised message, but if you wish to use placeholders, there are examples of use below.

The placeholders that can be used in a message template are as follows:

PlaceholderWhat it doesExample
{link}Direct link to the actual event, e.g. a forum discussion.http://YourTotara.com/mod/forum/discuss.php?d=2
{modulelink}Link to the module where the event has happened, e.g. a forum.http://YourTotara.com/mod/forum/view.php?id=8
{rulename}A name for the rule.Learner discussions.
{description}A description of the rule.I want to receive notifications when there is a large volume of learner posts in a discussion.
{eventname}The name of the event being monitored.Forum post created.

Example 1

The above example shows the placeholders for a rule to monitor the Forum post created event. The notification message using these placeholders would be as follows:

The rule {rulename}, monitoring the event {eventname}, has just been fulfilled. 
Click the following link to go to the forum discussion: {link}
Rule description: {description}

 

The result would display like this:

The rule learner discussions, monitoring the event Forum post created, has just been fulfilled. 
Click on the following link to go to the forum discussion: http://YourTotara.com/mod/forum/discuss.php?d=2 .
Rule description: I want to receive notifications when there are a large volume of learner posts in a discussion.

 

Example 2

Let's create a rule called Glossary entries to monitor when a new glossary entry is created:

The rule {rulename}, monitoring the event {eventname}, has just been fulfilled. 
Click the following link to go to see the new entry created: {link}
Rule description: {description}

 

The result would display like this:

The rule Glossary entries, monitoring the event Entry has been created, has just been fulfilled. 
Click on the following link to go to see the new entry created: http://YourTotara.com/mod/glossary/view.php?id=5&mode=entry&hook=1.
Rule description: I want to receive notifications when a new glossary entry is created.

 

Some events do not have a link. Course deleted and Course module deleted for example, would not display any link if {link} or {modulelink} is used.

How to subscribe to a rule

When events are created from Site or Course administration > Reports > Event monitoring rules, there is a link to the Event monitoring page which is in My profile settings

From here, you can unsubscribe to any events you are subscribed to already and you can subscribe to new events created by you or others.

Usage scenarios

The Event Monitoring system allows administrators to create alerts (or rules) for specific events occurring within a Totara Learn site.  Admins and trainers can then subscribe to these event notifications either at the site level or within selected courses.

Below are a few ideas on how to take advantage of this powerful tool.

Creating a rule so course managers receive messages for new enrolments

This notification would work best in smaller courses and could act as a prompt for course managers to send a personalised welcome message to learners as they join a course. This could also highlight late enrolments so course managers they could reach out and help learners get up to speed.

Building a rule so trainers receive an alert when an activity has been completed

This event subscription is particularly useful within a single activity course, allowing trainers to send a personalised message of congratulations to a learner or even an enrolment key or quiz password to provide access to a ‘secret bonus’ learning activity.

Configuring a rule for course completion and send an instant update to the HR team

This might be used again to send learners a personalised message of congratulations or it might be the trigger for an internal process such as bonus payment or an update to the Staff Directory to list the learner as a trained First Aider.

Set up an event notification rule so the L&D team can receive notification of course evaluation submissions

Feedback forms can be configured so the trainer in a course can receive notification of a submission, but often training teams are the ones who collate and process the results of these evaluations. Using Event monitoring, the L&D team can receive a note that a course evaluation has been submitted within a specific course.

Creating an event rule to receive an instant update when a learner registers their interest in a seminar event

A Seminar Event can be set to allow learners to register their interest in attending a training session before a date has been confirmed. By subscribing to this event notification, a trainer can send on relevant pre-reading or other resources prior to date confirmation and attendance.

Tracking access to an area within the site

In order to help Totara Learn administrators to assess which areas or learning items are popular and those which may not being viewed, you can create an event monitoring rule to track access to specific reports, activities and resources or for main menu items.

Creating an alert when a badge has been issued

Earning a badge not only indicates a learner has acquired a new set of skills or knowledge but may also correspond to new responsibilities, an updated job assignment or even a pay rise. Alerting the HR team when a badge has been issued can kick off any update process.

Creating an event rule so the HR team can receive a notification when external evidence has been added by a learner

When a learner uploads evidence of external learning, a validation process may be required so a learner’s competency rating may be adjusted accordingly. An event subscription could generate a message the HR Team to initiate this process and establish whether the learner is entitled to credit/RPL.

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