Totara Learn Open Discussions

Is there a way to resend welcome emails

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Can you please let me know if there is a way to resend welcome emails to users?

Regards

Victoria

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Hi Victoria,

Could you be a bit more specific about which Welcome emails, and why they need to be resent?

cheers,

George.

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Yes of course, so when a user account is created and a welcome email is sent to them with a temp password link for them to sign in. Can this be sent again.

As I've heard of people not logging in for over a week and then the temp password no longer works.

Kindest Regards

Victoria

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Hi Victoria,

You can use HR sync to upload new passwords & another email with the new password will be sent out. Or you could edit the user's profile and email the new password direct to them.

Is this happening frequently?

cheers,

George.

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Hi George

Thanks for coming back to me, I'm sorry can you let me know where/how to use the HR Sync?

I think it's happened a few times for my client and they wondered if the welcome email with the temp password could just be sent again as they have been sending reset password emails, and I wanted to check if that was the correct way to deal with it.

Kindest Regards

Victoria

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Hi Victoria,

HR Sync can be found under Site Admin>HR Import. This tool was renamed a few versions ago so those folks who have worked with Totara Learn a few years sometimes still use it's maiden name (myself included!) ;)

There are comprehensive help docs covering HR Import at https://help.totaralearning.com/display/TL12 and I'd recommend checking out the Totara Academy course on Creating users in Totara Learn V12 as HR Import has just a little bit of configuration set up required.

Cheers,

Meredith

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Hi Meredith

Many thanks for this, I've looked at these previously and they don't advise about resending welcome emails with temp passwords. (unless I'm missing something)

Kindest Regards

Victoria

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Hi Victoria,

You can't resend the Welcome messages, they only get sent to new accounts once - on creation of the account.

As I understand it the problem is there are some users who don't have valid passwords -but they will have seen the original Welcome & tried to login.

The solution seems to me to send them new passwords so they can access Totara, but do they really need another welcome message?

The Sync will reset the passwords and send out an automatic email containing it - but it will not be a Welcome message.

My feeling is the best way forward would be to identify those users who have expired passwords, create an audience of them - download the audience then upload again with new passwords, and use the audience you've created to send them another Welcome message (if you think its necessary).

About how many users do you think have expired passwords?

cheers,

George.

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Hi George

Many thanks for confirming that the welcome message can't be sent again.

I don't know how many users it effects I don't it's too many.

Kindest Regards

Victoria

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Hi Victoria,

You should be able to it out using a couple of filters in a User report - something like this:

Create a report which includes a column for the User creation time, and a User last login.

Filter out the users who haven't logged in & export the report to excel.

You should be able to work out which users have expired passwords from the dates, if you know the expiry period.

You can sort out these users and create a new HR sync file for them (and include new passwords in it).

Run the sync and new password emails will be sent out to them.

If you need any further assistance in doing this - Ive sent you an invite to our helpdesk. If you submit a ticket we'll resolve this for you :)

cheers,

George.

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Many thanks for your help George

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