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Learner assigned program notifications - No due date set

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Hello all

We are using programs to assign required learning to our users.

To assign a program, we first select an audience. After that, the program appears as Assigned, but it has no due date attached. Only then we can apply the due date (we used a fixed due date).

We set up a notification for Learner assigned in program; the notification includes a placeholder for the due date.

In some instances, the notifications do include the due date. In others, the learners get No due date in their notification (eg "This module is required to be completed by No due date set"). Looks like the notifications are sent before the due date is selected.

1. Are the notifications sent by the Process event-triggered notifications task (\totara_notification\task\process_event_queue_task)? This task runs every minute by default, so it explains that some notifications are being sent prematurely.

Has anyone run into this issue? We're thinking of adjusting the frequency of the task as a workaround, but it would be good to find a more elegant solution.

Thanks.

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Hi Natalia

In some cases the assigned due date may be different than the actual due date in the program for example

if the user has been assigned to the program through another assignment method with a realtive due date
there are time allowance exceptions that were resolved with set realistic time allowance
the due date at the time of the assignment for the user was changed

The task that sends the program due date notifications is process_scheduled_event_task is scheduled to run once every 24 hours.

The timings of the notifications is pretty complex as explained here

regrads

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Thanks, Craig!

We might be talking about different notifications. When a learner is assigned to a program, the notification goes out pretty much instantaneously, so I don't think it's the process_scheduled_event_task that does it. It's this notification:

The notification has the due date placeholder:

We assign the program to an audience, then set a fixed due date - it's a two-step process in Totara. So for a short time, there is no due date assigned and the notification goes out like this:

The timespan between selecting the audience and setting the due date is very short - one or two minutes, but sometimes the notifications go out before the due date is selected.

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Hi Natalia

This does sound like a timing issue -with the notification and the due date assignment process sometimes tasks like enrolling by audience is done immediately by ad hoc task if there aren't many records and sometimes by a scheduled task.

We would like to look at this in more detail though as it shouldn't happen - are you able to get a support ticket created with more information on the timings and size of the progam enrolment group.

regards

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Thanks, Craig, that's really helpful!

Thanks for pointing out that it can be either an ad hoc or a scheduled task - that'll affect our workflow. It sounds like we'll have to stay away from including the assignment due date placeholder in the notifications for now.

I've raised this issue with our Totara partner, and a bug report was created (HD-21519). I don't have visibility of that bug tracker, so I posted here to find out whether other members of the community came across this and what Totara people think of it. Happy to provide any more information if needed (via our partner or here in the forum).

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Hi Natalia

Thanks for the info on the related ticket - I have visibility of this and looks like it works for some users then stops working. We think it is a caused by one process not being fully completed before a related process that uses the unprocessed data is completed

The assigning of users to a program and then assigning them a due date is a two step process, so messages about program enrollment are already going out by the time the user has managed to assign a due date to user

regards

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