SkillsTx Management Console Help
3.1 Send Survey invitation Emails & Request self assignment
Overview
This is a common task which has the same format and usage, even though the names may differ according to the Task group it sits under.
It applies to the following Tasks:
Request self assignment
Send Self-Assessment Invites
Send Self-Assessment Reminders
Send Endorser/Validator Invites
Send Endorser/Validator Reminders
Send Job/Role Definer Invites
Send Jo/Role Definer Reminders
For Workspaces that have been migrated & converted from SFIA7 to SFIA8, individuals that had NOT completed surveys prior to the migration, will be regressed to being Unassigned, and listed in the Available Individuals table once again. They will need to be re-assigned to complete a V8 survey set, and sent a new survey invitation email.
Page Contents
There are 3 sections to this task page:
The Select & Send Table of people for email sending
The email Invitation Templates
The historical Email log of emails sent
Overall step-by-step guide to using this task
These steps are iterative, and may need to be re-visited on various occasions
Check the default Invitation Templates
Change & Save the Invitation templates if required
Select the people for Emails
Send the Emails to the selected people
Check the Email Log for failures
Selection Table
Request self assignment differences:
The % entries for the self assignment Selection Table will show 100% after completion of the Self-Assignment survey has been completed by the individual, which is a single question survey. This is NOT an Indication they have also completed their resultant SFIA assessment survey as well.
You will need to use the Track Survey Progress task in this scenario to ascertain their completion of the actual SFIA surveys. Survey Progress will in fact show 2 entries for the same person, one for the self-assignment survey and a 2nd for the IT Professional (SFIA) survey set.
Selection Button | Usage |
|---|---|
Send Selected below | Will send the emails to all the people selected on the page that is showing |
Send All Pending (#) | Will send email to ALL people that have been allocated a survey, and have NOT yet been sent an email, AND have NOT completed their survey 100% Note: This is NOT limited to those only showing on the page currently Note2: The number in brackets (#) indicates how many people will be sent the invitation email |
Select Page | Will select everyone showing on the current page. This can be used with the Send Selected Below button |
Deselect Page | Reverses the Select Page button selection |
Select & Send step-by-step guide
Use the appropriate selection criteria
Use the appropriate button to send the emails
Check the status of the emails. Use the Status column and/or Email Log (Refresh the page to update the status')
Check for failed emails and resolve issues before re-sending. (Most common are invalid emails addresses)
Column Heading | Column Description and Usage |
|---|---|
Select | Contains the selection Boxes. Tick the boxes of the people you wish to use with the Send Selected Below button. Note: If a person has been allocated a survey, and they have NOT yet been sent an email, AND they have NOT completed their survey 100%, this box will be pre-ticked |
Name | The name of the person that has been allocated a survey |
The Email of the person that has been allocated a survey | |
Candidate | Whether or not that person is defined as a Candidate. If Candidate = yes, then the candidate Email Template would have been used to send their invitation email and most likely it was automatically sent via the self-provisioning functionality |
% | The percentage complete of the surveys in question for that person. (Refer the Note regarding differences for Request self assignment) |
Sent | The number of emails (of the kind this task is associated with) sent to that person |
Last | Date/Time stamp of the most recent email sent |
Status | The status of the email sent. (More detailed information is available in the Email Log) |
Often you will find people have already been selected when you open the page. (It is similar to a Pending status)
This occurs when:
The person was selected for completing a survey of some description
They have NOT yet been sent an invitation Email of this type before
They have NOT completed their surveys 100%
In some circumstances where you do not wish to include such people when sending the email you will need to unselect them first
Standard Email Templates
Email templates can be adapted (edited) to suit your own requirements. Both the Subject and the Message are able to be edited using the editing functionality provided
All words between $ signs are textually substituted by the data fields held in the system at time of sending the email.
Further textual substitution fields for use can be found the following Knowledge Item - Textual Substitution Fields
Email Templates edit step-by-step guide
Make the changes needed
Save the template using the Save button
Send yourself a test version of the email using the Send Test button. The email test will be sent to the Administrator making the changes.
Note: The $Link$ field will NOT contain a valid link for the test email
Check test email
Repeat above steps until happy with the final email if needed
Candidate Email Template
The only difference for the Candidate Email Template is that it includes an extra Approval Selection. This is due to the fact candidate Emails are sent automatically via the self provisioning functionality. The editing functionality is exactly the same.
Candidate Emails templates must first be approved before they are able to be automated.
Set this to Yes to allow automated Candidate emails to be sent.
Email Log
Filter | Description |
|---|---|
Failed | Shows all the Failed emails and includes the details of the failure Note: This is the default view and the main one to review |
Pending | Emails that have not yet been considered "delivered" |
Sent | Emails that have been delivered successfully |
All | shows all the emails tracking |
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