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Historical Certification data and emails

 
Daniel Bond
Historical Certification data and emails
by Daniel Bond - Tuesday, 9 September 2014, 3:57 AM
Group Helpful contributor 2024Group Most helpful contributor 2023

Hi,

Not sure if this is the intended behaviour or if there's anything we can do about it:

  1. I create a certification and assign an audience to it. The certification has::
    • a 1 year expiry and a 6 week recertification window
    • messages that go out when the window opens and when staff fail to recertify.
    I upload all previous completion dates to the certification, so for some people they are in date and some they are already expired.
    • Those who are in date and not currently at the recertification window get no email (as expected).
    • Those within the 6 week window get the "You have 6 weeks to recertify" message. Not ideal, because obviously some of them don't have 6 weeks, but can't be helped and exactly what would be expected.
    • Those who have already expired get the "you have 6 weeks to recertify" and "you have now expired" emails at the same time. This isn't exactly what you would expect, because the window hasn't actually opened because it's started of closed already.

So the question is, in the case of those who have prior completions but are now expired, should the Window Open email be going out at all, or should it just be sending out the Expired email? The obvious workaround is not to set up the Window Open email until after the prior completion records have been uploaded, but I was wondering if there was a better solution (or even if this is a bug).

Thanks

Dan

me
Re: Historical Certification data and emails
by George Angus - Tuesday, 9 September 2014, 9:13 PM
Group Totara

Hi Dan,

Im a bit unclear as to what the completion criteria actually is, and what dates you are uploading - can you send me copies? ill recreate and report back!

cheers,

George.

Daniel Bond
Re: Historical Certification data and emails
by Daniel Bond - Wednesday, 10 September 2014, 1:38 AM
Group Helpful contributor 2024Group Most helpful contributor 2023

Completion Criteria: Certification requires the learner to complete any of the courses. Recertification is the same set of courses. Assignment is via dynamic audiences, no completion requirement set.

The dates being uploaded: The last date when the learner completed the learning. This was previously recorded on another system, so the completions haven't all happened on Totara (hence the need to upload them rather than let Totara pick the dates up automatically from course completions).

The recreate this, I would imagine all you need to do is create a certification with messages for RECERTIFICATION WINDOW OPEN MESSAGE and FAILURE TO RECERTIFY MESSAGE. Set the expiry as 1 year and the recertification window to be 6 weeks before. Enrol a user into the certification and then use the "Site Administration > Courses > Upload Completion Records > Upload Completion Records" tool to upload a completion date for that user which is more than 1 year ago. That user (and their manager if the option is ticked in the Messages) should then receive the "Window Open" message and then the "Failure to Recertify" message at basically the same time.

It may be that a cron run or two is required, I'm not sure if the system actually sends them out at exactly the same time, but certainly within an hour or two of normal running.

Thanks for your help

Dan

me
Re: Historical Certification data and emails
by George Angus - Wednesday, 10 September 2014, 7:20 PM
Group Totara

Hi Dan,

Thanks for the clarification - I was able to recreate and I can confirm its a bug, Ill file a bug report. Thanks for bringing to our attention.

cheers,

George.

Rob Bloor
Re: Historical Certification data and emails
by Rob Bloor - Thursday, 11 September 2014, 2:27 AM
 

Hi

When we did a similar implementation we only uploaded the data as certification completion, not as course completion.  We then uploaded the historical course completions as "other evidence".  The only emails that were sent out when the certifications "kicked in".  I was informed that if we did upload course completion we also had to upload as certification too.

Hope this has some relevance to the thread.

Rob