Course Email Tab | PowerSchool ERP

Use this tab to define the information that will appear on the email notifications that will be sent to approvers, instructors, and participants when a course is submitted, approved/denied, or changed. Each workflow type can have a notification set up with its own subject and body. You can use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field will display as either the subject line of the email or description of the activity.

The Reminder email, in addition to the subject and body fields, has a Remind Every field, which allows you to enter in hours/days, how often you want approvers to be notified that they have outstanding approvals.

In general, Professional Development Course workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification the action has been taken. Since the course approval allows for different types of actions to be taken, workflow allows notifications to be set up for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Professional Development > Course

Action Buttons

The following action buttons display on the tab:

Apply	Saves your settings.
Undo	Resets any changes you made prior to the last time you clicked Apply.

Variables

You can use the variables defined on the Course Email tab in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. You are not required to use variables, so you can choose to use as many or as few as you want.

Following are the variables available for Course Email Workflows:

_CourseID	The course ID number.
_CourseName	The course name.
_CourseTitle	The course title.
_CourseStatus	The course status.
_Comment	Course denial comment.
_Location	Course Location.
_Room	Course Room.
_MaxSize	Maximum class size.
_ClassDateTime	Class date and time.
_InstructorName	Instructor's name.
_URL	The link to the Course page in PowerSchool ERP.
_CrLf	Use this to designate new line characters if your browser does not let you enter them in the fields below.

Course Workflow Types

Following are the different types of workflow notifications that can be configured in the Course Email tab using settings from the Course Forms tab. For details on these settings, refer to the next section, Course Forms Tab.

Course Needs Approval	This workflow is initiated when a course is submitted. The workflow type is a notification to approvers that requires an action.
Course Approved	This workflow is initiated when a course is approved. The workflow type is a notification to instructors that the course has been approved.
Course Denied	This workflow is initiated when a course is denied. The workflow type is a notification to instructors that the course has been denied.
Course Canceled	This workflow is initiated when a course is canceled. The workflow type is a notification to instructors and participants that the course has been canceled.
Reminder	This workflow is initiated when a course is submitted and no action has been taken on the course since the Course Needs Approval notification was sent. This notification is sent to approvers based on the time entered in the Remind Every field. This workflow type requires an action.
Course Location Changed	This workflow is initiated when a course location is changed. The workflow type is a notification to instructors and participants that the course location has been changed.
Course Size Changed	This workflow is initiated when a course maximum or minimum size is changed. The workflow type is a notification to instructors and participants that the course size has been changed.
Class Date/Time Changed	This workflow is initiated when a class date/time is changed. The workflow type is a notification to instructors and participants that a class date/time has been changed.
Class Location Changed	This workflow is initiated when a class location is changed. The workflow type is a notification to instructors and participants that the class location has been changed.
Course Completed	This workflow is initiated when a course is completed. The workflow type is a notification to instructors and participants that the course has been completed.

Fields

Field	Description
Remind Every	The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type. Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent.
Subject	Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type.
Body	Text that will appear in the body of the email notification. You can define a different body message for each workflow type.

Field

Description

Remind Every

The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type.

Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent.

Subject

Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type.

Body

Text that will appear in the body of the email notification. You can define a different body message for each workflow type.