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How To Add Learncycles

Learncycles can be described as a set of rules and conditions that you can create to then trigger a desired action/outcome in Wisenet.

Required LRM Access: Owner

Quick Tip: Open this Learncycle Examples and have it side by side as a reference guide when you are adding your Learncycles.

1

Navigate to LRM > Settings
  1. On the Left Navigation Bar, Click on Learncycles
  2. Click Add Learncycle

2

A. Select Trigger Conditions
  1. Name the Learncycle, i.e. Application Approved Process
  2. When, either:
    • Course Enrolment/Application is created, Or
    • Course Enrolment Status is – select from dropdown list, e.g. Pending;Current, etc…, And
    • Course Enrolment Status Reason is – select any status reason
  3. (Optional) – Click Add Condition to add further trigger conditions if required
B. Select Trigger Date

NOTE: Trigger Date cannot be scheduled for a Creation trigger condition. Schedules need to be set in a way that if the conditions no longer match, the learncycle would not trigger. Hence if we allowed schedule on creation events, there would be no way to stop the learncycle.

  1. Click Add Schedule
  2. Select either Exactly On or the number of Days, Business Days, Weeks, Months after/before a Selected Date
C. Select Audience
  1. Tick whether this learncycle will run for:
    • ALL Course Offers
    • or, for course offers within selected lists
D. Save Options

Choose whether you want to:

  • Save the Trigger Conditions without adding Activities, OR
  • Save and Add Activity
    • See Step 3 below on how to add activity

3

Add Activities
  1. Select Create Task from the dropdown list
  2. Give your task a Name
    • Note: there is a maximum character limit of 200
  3. (Optional) Priority is set to ‘Low’ by default, change to ‘Medium’ or ‘High’, as applicable
  4. (Optional) Status is set to ‘Not Started’ by default, change to ‘In Progress’, ‘Pending’ or ‘Completed’, as applicable
  5. Select who the task will be Assigned To
  6. Select who the task is Assigned By
  7. (Optional) Type a description in rich text
  8. (Optional) Upload documents if applicable
  9. Set Due Date if a Custom Due Date is applicable:
    • Exactly On when trigger condition is reached and select the trigger condition you want to set from the dropdown menu, Or
    • Enter a Custom Due Date by clicking on the dropdown menu and Select the number of Days; Business Days, Weeks, Months before/after trigger condition
  10. Enable toggle button is set to ON (Green tick) by default, click to disable if required
  11. Click Save or Save & Add Another

Note:

When the trigger condition is met, the task will be created and visible in the Logbook of the appropriate section.

  1. Select Send Email
  2. Tick to select the relevant recipient to Send To
  3. Choose which email address will receive the Reply To notification (if applicable)
  4. In the Message section, Select to:
    • Either, Compose an Email
      1. Enter a Subject
      2. Enter your message content in the Body section
    • Or, Select an Email Template
  5. (Optional) Attach Files if required
  6. The Enabled toggle button is set to ON by default
  7. Click Save or Save & Add Another

Note:

When the trigger condition is met, the email will be created and visible in the Logbook of the appropriate section and delivery will be tracked.

  1. Select Generate uReport from the dropdown menu
  2. Enter a Name
  3. Select your relevant uReport template type, i.e. Contracts, Letter of Offer, Training Plans
  4. Select your relevant uReport Template from the dropdown menu
  5. (Optional but recommended) Click on Preview to check that you have selected the correct template
  6. (Optional) In the Visibility section, Tick if you want enrolled Learners and/or assigned Trainers to see this document
  7. In the Email section select to either:
    • Not send the document as an Email attachment, Or
    • Send attached to an Email message:
      • Select Send To recipient
      • Select Reply To email
      • Compose a message or Select an Email Template
    • (Optional) Attach more files to the message (maximum 10 MB each) if required
  8. The Enabled toggle button is set to ON by default
  9. Click Save or Save & Generate Another

Note:

When the trigger condition is met, the uReport will be created and visible in the Logbook of the appropriate section and emails will be subsequently triggered if configured within the activity.

  1. Select Update Learner from the dropdown menu
  2. Select one or more Fields to update, i.e. Elearning Access; Learner App Access; Learner App Access End Date; Learner is Active; Sync to Xero
  3. Set Value to ‘True’ or ‘False’
  4. The Enabled toggle button is set to OFF by default
  5. Click Save or Save & Add Another

Note:

When the trigger condition is met, the fields you have configured to update will be processed.

  1. Select Update Course Enrolment from the dropdown menu
  2. Select the Field to update, i.e. Enrolment Learner App Access; Enrolment For Avetmiss Export; Learner App Access End Date; Enrolment Status; Enrolment Status Reason
  3. Set Value to ‘True’ or ‘False’
  4. The Enabled toggle button is set to OFF by default
  5. Click Save or Save & Add Another

Note:

When the trigger condition is met, the fields you have configured to update will be processed.

  1. Select Send SMS
  2. Send To: Learner Mobile Number is ticked by default
  3. Optional: Type a name to explain the purpose of the SMS, i.e. Upcoming Class Reminder
  4. Optional: You can use Placeholders in your SMS, i.e. #Client.FirstName#
  5. Type your message in the Body section (see screenshot below)
    • Notes:
      • As you type your message, you will see the Character Count increasing and the number of SMS Count. One standard SMS is 160 characters. After 160 characters, your message will become multi-part and it is 153 characters per part
      • If this is being sent in bulk, each recipient will receive their own copy of the SMS
  6. The Enabled toggle button is set to ON by default
  7. Click Save or Save & Add Another

Note:

When the trigger condition is met, the SMS will be sent to the learners and visible in the Course Enrolment Logbook.

Important Note: All Learncycle Activities will fire even if the learner is inactive.

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