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How To Add a Learncycle Activity

Activities can be described as a set of rules and conditions that you can create to then trigger a desired action/outcome in Wisenet.  In the Learncycle section of a Course Offer you can set the following activities.

Before you begin:

Required Knowledge: LearncycleuReport | Logbook

Required LRM Access: Admin

Required Pre-Steps: Set up a Course Offer

1

  1. Search and Open the relevant Course Offer
  2. On the Left Navigation Bar, Click on Learncycle
  3. From the Action Menu, Click and Select Add Learncycle Activity

2

Select Trigger Conditions
  1. When, either:
    • Course enrolment is created, Or
    • Course enrolment status changes to – select from dropdown list, e.g. Pending;Current, etc…, And
    • Course enrolment status reason changes to – select any status reason

3

Select Activity
  1. Click on the Then Do this dropdown menu
  2. Select Create Task
  3. The Enabled toggle button is set to ON by default
  4. Give your task a Name
    • Note: there is a maximum character limit of 50
  5. (Optional) Priority is set to Low by default, change to  Medium or High, as applicable
  6. (Optional) Select Task Completion Status from the dropdown menu as applicable
  7. Set Due Date to be either:
    • Immediately when trigger condition is reached, Or
    • Enter a Custom Due Date
      1. Click on the dropdown menu and Select the number of days after (up to 10 days)
      2. Select the trigger condition you want to set from the dropdown menu
  8. Assigned To, either:
    • A person, Or
    • A role, e.g. Learner
  9. (Optional) Type a description in rich text
  10. Click Save

Note:

When the course enrolment meets your trigger condition, the task will be created.  It will be saved in the Client Course Enrolment Logbook and it may be visible to others according to the task and portal settings.

  1. Click on the Then Do this dropdown menu
  2. Select Generate uReport
  3. The Enabled toggle button is to ON by default
  4. Select your relevant uReport template type, e.g. Contracts, Letter of Offer, Training Plans
  5. Select your relevant uReport Template from the dropdown menu
  6. (Optional but recommended) Click on Preview to check that you have selected the correct template
  7. (Optional) In the Visibility section, Tick if you want enrolled Learners and/or assigned Trainers to see this document
  8. In the Message section select to either:
    • Not send the document as a message, Or
    • Send attached to a message – to learner, staff or entered email addresses by either:
      • Selecting from active message templates,Or
      • compose a message
    • (Optional) Attach more files to the message (maximum 10 MB each)
  9. Click Save

Note:

When the Course Enrolment meets your trigger condition, the uReport document will be generated automatically with your Learner’s details substituted for the uReport template placeholders.  A file note will be saved in the Client Course Enrolment Logbook.  And, if you configured a message, the message will be sent out individually to the recipient valid email address, and the message will be saved in the Client Course Enrolment Logbook.

  1. Click on the Then Do this dropdown menu
  2. Select the Send Message activity
  3. The Enabled toggle button is set to ON by default
  4. In the Message section, Select to:
    • Either, Compose a Message Now
      1. Enter a Subject
      2. Enter your message content in the Body section
    • Or, Select a Message template
  5. Set message Scheduling by setting Due Date to be either:
    • Immediately when trigger condition is reached, Or
    • Enter a Custom Due Date
      1. Click on the dropdown menu and Select the number of days after (up to 10 days)
      2. Select the trigger condition you want to set from the dropdown menu
  6. Assigned To, either:
    • A person, Or
    • A role, e.g. Learner
  7. (Optional) Attach Files is required
  8. Click Save

When the Course Enrolment meets your trigger condition, the message will be created automatically and sent on your specified schedule.  The message will also be saved in the Client Course Enrolment Logbook.

  1. Click on the Then Do this dropdown menu
  2. Select the Update System activity.
  3. The Enabled toggle button is set to ON by default
  4. Click on the Update this field dropdown menu to select which field to update
  5. Select entity:
    • Either, Course Enrolment
      1. Select Field, e.g. Enrolment Status, Enrolment Status Reason, Enrolment ELearning Access
      2. Select relevant value from the To this value dropdown list, e.g. Pending, Awaiting Payment, True or False
    • Or, Client
      1. Select Field, e.g. Client Status
      2. Select relevant value from the To this value dropdown list, e.g. True, False
  6. Click Save

Note:

When the Course Enrolment meets your trigger condition, the field you specified will be updated according to the rule you set up.

Note that if you update Enrolment Status or Enrolment Status Reason, this can trigger other Learncycle activities. We recommend testing carefully before enrolling actual Learners.

4

Learncycle is triggered

Now that Learncycle Activities have been added, any changes to course enrolments linked to this course offer that meet the trigger logic will trigger the Learncycle.

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