Updating an Email Notification Template - kmxadmin.onlinelearninghelp.com

Choose Your Template Editing Method

KMx supports two approaches to editing automated email messages:

Edit the Built-In Email Template

Select an existing notification and update its available subject and message fields using KMx.

Use a Formatted Microsoft Word Template (Optional)

Create a Word content record and associate it with the notification so the document replaces the message body.

Important: Make sure you are editing the correct notification event. Preserve the spelling and capitalization of KMx template variables exactly as documented below.

Part 1: Review and Update an Email Template

Open Email Template Administration

From Setup, select Review Email Template under Site Configuration, then click Next.

Setup → Site Configuration → Review Email Template → Next

Select the Notification Template

From the Select Template dropdown, choose the email notification you want to edit, then click Next.

Make the Required Changes

Modify the selected email template as needed. You can use documented variable placeholders to insert event-specific information into the message subject or body.

Help available: Select Email Template Help to review variable definitions and formatting instructions.

Part 2: Understanding KMx Automated Messages

The original KMx help article describes nine automated messages but names seven of them. The seven documented types are listed below.

Other available templates should be checked in your site's Select Template menu.

Template	When It Is Used
Receipt - Purchase Enrollment w/Credit Card	Receipt for a course enrollment purchased with a credit card.
Receipt - Purchase Enrollment w/Credit Card - Class	Receipt for a class enrollment purchased with a credit card.
Receipt - Purchase Enrollment w/Voucher	Receipt for a course enrollment purchased with a voucher code.
Receipt - Purchase Enrollment w/Voucher - Class	Receipt for a class enrollment purchased with a voucher code.
Waitlist Notification	Sent to the next waitlisted learner when a seat opens, if the class supports a waitlist.
New Class Enrollment Confirmation	Sent when a learner enrolls in a class that supports confirmations, except eCommerce class enrollments, which use purchase receipts.
Class Reminder	Sent before a class if reminders are enabled, according to the advance-notice period set by the class administrator.

Part 3: Using a Formatted Microsoft Word Template (Optional)

How it works: A Word document can replace the regular Message Body field. The template's subject and CC fields remain in use.

Prepare the Word Document

Create a Word document containing the email message as recipients should see it.

Insert supported KMx variables where appropriate.

For formatting, the original KMx instructions recommend using formatting from Word's Styles controls rather than the Bold, Italic, and Underline buttons in the Font section.

Create a Content Location for Email Templates

For organization, consider creating a K/S Table named Email Templates using Insert K/S Table Record.

The original instructions recommend setting Mask from Search to Yes.

Upload the Word File as a Content Record

Select Organize and Develop Content, then Insert Content Record.

Choose the email-template K/S Table, select MS Word, enter a descriptive title, and upload the completed document.

Associate the Word File with the Email Notification

Return to Review Email Template under administration.

Open the desired template, choose the K/S Table containing the Word document, and allow the page to refresh.

Select the uploaded MS Word document.

The Word document will replace the template's message body. The subject and CC fields configured in KMx continue to apply.

To stop using a Word document and return to the regular text-based message body, set MS Word Email Template to None.

Part 4: KMx Email Template Variable Reference

Placeholders are provided below exactly as named in the original KMx reference. Enter them in the subject or message body as applicable.

Availability and relevance vary by notification type.

Important: Do not translate, rename, or alter the capitalization of the variable placeholders. The original reference lists <foreign_catalog_key> twice with different descriptions; both entries are retained below.

Variable Name	Description
`<SenderName>`	Used to represent the sender's name in a signature block or other context. The sender is always the Organization Contact.
`<SenderEmail>`	Used to represent the sender's email address.
`<SenderPhone>`	Represents the sender's phone number.
`<OrganizationStudentURL>`	The return URL where students should access the LMS. This can be specified in the Organization Information area.
`<ReceiverName>`	Recipient's name.
`<CourseTitle>`	The Course Title.
`<course_cc_notification_address>`	Course CC notification email address specified in the course setup screen.
`<course_id>`	Course Unique Identifier.
`<ClassTitle>`	Class Title for scheduled classes. Intended for waitlist, class enrollment, and class reminder notifications.
`<ClassLocation>`	Class Location.
`<ClassStartDate>`	Class Start Date.
`<ClassEndDate>`	Class End Date.
`<class_cc_notification_address>`	Notification email address to include as CC on the message. Pulled from the class setup screen.
`<class_id>`	Class Unique Identifier.
`<InstructorName>`	Name of the instructor designated as responsible for a class.
`<InstructorEmail>`	Email of the instructor designated as responsible for a class.
`<InstructorPhone>`	Phone number of the instructor designated as responsible for a class.
`<EcommercePrice>`	Purchase price paid during an eCommerce transaction. Intended only for credit card receipts.
`<EcommerceTime>`	Date and time of an eCommerce transaction.
`<EcommerceTransactionID>`	Transaction ID for an eCommerce transaction.
`<VoucherCode>`	Voucher code submitted for a voucher purchase.
`<ClassRoomName>`	Classroom where a class session will meet.
`<foreign_catalog_key>`	The class ID code.
`<class_notes>`	Notes specific to the class.
`<activity_duration>`	Sum of all activity durations for the class in hours.
`<activity_summary>`	Summary of activity start dates, times, and durations.
`<expiration_date>`	Expired Enrollment Date.
`<member_customNN>`	Contents of a member_customNN field, where NN represents 01 through 20.
`<Manager_Email>`	Email address of the recipient's manager or supervisor.
`<foreign_catalog_key>`	Foreign Catalog Key.
`<course_duration>`	Course Duration.
`<enrollment_id>`	Enrollment ID.
`<ReminderIteration>`	Reminder Iteration.
`<enrollment_required_completion_date>`	Enrollment Required Completion Date.
`<coupon_code>`	Coupon Code.
`<coupon_title>`	Coupon Title.
`<price_modifier_title>`	Price Modifier.
`<waitlist_days>`	Waitlist Days.
`<time_zone_text>`	Time Zone.
`<EnrolledMemberName>`	Name of the member whose enrollment requires supervisor approval. Used only in the Supervisor Approval Request email template.
`<EnrolledMemberEmail>`	Email of the member whose enrollment requires supervisor approval. Used only in the Supervisor Approval Request email template.
`<CertificationTitle>`	Certification title. Used in Member Certification Notification.
`<course_notes>`	Course-specific notes.
`<activity_title>`	Activity Title.
`<activity_date>`	Activity Date.
`<activity_url>`	Activity URL.
`<assignment_overdue_note>`	Assignment Overdue Note.
`<directory_services_id>`	Directory Services ID.
`<course_customNN>`	Contents of a course_customNN field, where NN represents 01 through 06.
`<course_custom_intNN>`	Contents of a course_custom_intNN field, where NN represents 01 through 05.
`<class_customNN>`	Contents of a class_customNN field, where NN represents 01 through 12.
`<class_custom_intNN>`	Contents of a class_custom_intNN field, where NN represents 01 through 06.
`<enrollment_custom_textNN>`	Contents of an enrollment_custom_textNN field, where NN represents 01 through 06.
`<enrollment_custom_intNN>`	Contents of an enrollment_custom_intNN field, where NN represents 01 through 04.

Part 5: Review Before Finishing

Email Template Update Checklist

The correct notification template was selected. Subject, body, and applicable CC settings were reviewed. KMx variables were entered without changing their exact syntax. If using Word, the correct K/S Table and MS Word content record were selected. Changes were saved using the applicable controls on the KMx screen. The resulting message was reviewed or tested where supported.

Email Template Updated

After saving, review the selected template and confirm the correct content and variables are in place before relying on the notification for future events.

Article ID: 36, Created: 5/6/2019 at 2:56 PM, Modified: 10/29/2026 at 10:19 AM