As the licence administrator of your licence, you have have the ability to change the content of the standard messages to fit your needs. The messages you can change are the ones sent in relation to activation of flow, missing hand-in, assessor start or missing assessments among many others.
You can add institution specific information, dynamic fields with additional information or just make your licence messages more personal.
- Overview of license messages
- How to change the behavior for the flow types
- How to customise the content of the message
- How to change back to standard content
Overview of license messages
Navigate to the License administrator tab and click License messages under License overview.
This will bring you to the overview of all the license messages available.
- Here you can search for specific messages using the 3 search fields
- This is the title of the message
- This is the status for each flow type on the message. Green is for standard, blue is for a customised message and grey indicates the message has been disabled for this flow type.
- The column here shows who the receivers are for the message
- Click the edit button to customise the message for you license
When you click the edit button you will get the following screen and this example shows an unmodified message with standard content.
How to change the behavior for the flow types
The default behavior for a message is to be sent on all flow types. But that might not suit your institution, so you have the option to change it. Or you can add different options for each flow type.
Activate or disable a behavior
You can change the state of a flow type or the default one by clicking the small button with the 3 dots.
This will allow you to activate or disable the message for either the default one or a flow type.
Don't forget to click save after you have selected the desired behavior in the drop down menu.
When you disable a flow type or the default one, the circle will be greyed out and the name will have a strike through. In the following example I have disabled the default message, so no flows will receive this message. But at the same time I have added an exception by adding and activating FLOWassign as a flow type.
Add a behavior for a flow type
You may want to have a different behavior or message for certain flow types and this is done by clicking the Add button.
You will then be presented with a window with 2 drop down menus, where you select a flow type and the desired state for the flow type.
Delete a flow type behavior
If at some point you need to remove a flow type again, you can click the menu for the chosen flow type.
This will open the window where you can change behavior for the flow type, but there is now a new button for deleting the behavior. Only flow type behaviors can be deleted. The default can only be disabled, never deleted.
Note: Deleting a flow type behavior will also delete any customised content the flow type had. Please be careful when you delete flow types with custom content as they can't be recovered.
How to customise the content of the message
As a license administrator you have the option to customise all the messages on your license or choose to use our standard messages.
We have already looked at the behavior part, and they impact the content in a couple of ways. First, disabled types doesn't have the option to change the message content, as no message will be sent. Secondly, each flow type and the default one can have their own separate messages. In the image below you can see that default and FLOWlock is using the standard content, and that FLOWassign has been changed to custom content.
Customise the content of a message
If you want to customise a message, you just select a flow type or the default and then click on the Customise content button. There will be a warning that you are about to switch to customised content and you will have to confirm this, as you can see on the picture below.
After you have activated customised content on a message, you will noticed that all the languages have gone and only your default language on the license is there. You can then change the content for the default language and add other languages, which you can customise as well.
Note: If you don't add a specific language and a user on your license has chosen that language on their profile, they will receive the default custom message.
Click on the Edit content button to change the message to your liking.
This will open a window, where you can edit the message in question.
- The message subject
- The message content. Items with the  around them are dynamic fields, that will be translated when the message is sent.
- Dynamic fields that can be inserted by clicking the field you need.
When you are done making changes, click on Save to save the new custom message.
Add another language to a custom message
As mentioned, you will only get the default license language, when you activate custom content. But you have the option to add more languages and customise those as well. Click on the large Add button next to the default language and choose the language you want to add. After saving the new language is added and the content will be a copy of the defaults content.
How to change back to standard content
If you want to remove the custom content for message, you can click the Use standard content button.
This will give you a warning that you are about to delete all the customised content for the message and will ask you to confirm that you want this change. Please be careful about removing custom content as this cannot be recreated after it has been deleted.