How to Create Evaluation Emails

Activity-related emails

IMPORTANT: The evaluation email for an Activity will be ready to be created and to go out once the below criteria are fulfilled:

  • There is an Evaluation case containing a Case Evaluation part selected on the Basics tab of an Activity.

  • A video has been recorded for the Learner.
    OR

  • Data has been submitted for the Learner even if there is no recording.


The data submitted can be:

  • SP part

  • Pre-Encounter Learner part

  • Post-Encounter Learner part

  • FON data entry

Data entry must be a full submit; a partial submit is not satisfactory in this case.

If the Activity contains more than one Case, the above conditions have to be met for each Case.


To set up an evaluation email:

Access the Emails tab in the Edit Activity pop-up window for the desired Activity.

If any criterion is not met, the Evaluation e-mail button remains deactivated (gray).


See the criteria described in the System Manager, Emails tab.



If all criteria for an evaluation email are met, the Evaluation e-mail button will activate (turn blue).


  1. To begin creating an evaluation message, select the Evaluation e-mail button. The Evaluation Email pop-up window opens.

  2. Select via the From drop-down the email address the email will be sent from.

  3. Select via the Destination group drop-down the addressees the email will be sent to (only necessary in case of Manual email sending).

    This step can be skipped if the Send automatically option is activated. In this case, the email will be sent only when the conditions are met (video and data entry for all Cases are present) and only to learners who meet the conditions.

  4. Fill out the Subject field.

  5. Write up your email with the help of the available templates, using the Insert merge tags feature with:

    1. Generic fields (recipient-related fields)

    2. Email-specific merge tags (Activity-related merge tags)

  6. Once finished, activate the Send automatically setting next to the Destination group drop-down or use the Send now option.


If this setting is switched on, the evaluation email will be sent automatically once all criteria are met. If deactivated, the evaluation email can be sent out manually any time after all the criteria are fulfilled.




The link within the email (based on 'EVENT_URL' ) will be directed to the URL (web address) for personalized access to the Evaluation Checklist of each learner:


For further information, visit our Activity Manager, Activity - How to pages and view our Activity Manager Training Videos.