Training Program - WebTMA 5

Path: Transactions > Training > Program

Use the Program window to define a broad category with which Training module classes are associated. The Program field is a required field on the Class window.

A Program record is associated with at least one Repair Center. Employees assigned to the Repair Centers affiliated with a program are eligible to participate in classes created for the program.

If an evaluation is required, mark the Survey Required check box and go to the Survey Tab to select questions. When a Class for this Program is closed, all participants receive an e-mail notice to complete the evaluation online. If the Class also has a Survey specified, the Class survey questions take precedence over questions on the affiliated Program survey.

Training Program Class Tab

Path: Transactions > Training > Program

When you add a Class record from the Transactions > Training > Class window, it displays automatically on the affiliated Transactions > Program > Class Tab.

At times, you may need to edit the Class dates from the Program window. Within limits, the dates can be changed either inline or using the pencil icon to open the Class Edit Dialog window.

The following restrictions apply when editing class start/end dates:

• Open classes can be edited. If the Close Date is populated on the Transactions > Training > Class window, the line is disabled, i.e., it remains visible in View mode, but displays no pencil icon or inline edit fields.
• In Edit mode, the Class Tab supports inline edit, but it does not have a deletion option. This prevents deleting a Class that has other training assignments linked to the class.
• If a Class with modified Start/End dates has open training assignments, WebTMA prompts with the message, "Do you want to re-send e-mail to trainer/trainee assigned to the class?" This is the same prompt displayed when you change a Class Start or End Date from Transactions > Training > Class.

How to Copy Training Programs

Path: Transactions > Training > Program

When needed, you can copy a Program and retain the assigned class names but revise the class dates, duration, capacity, and survey requirements.

The lines on the Class Tab for this new Program can be edited inline or by clicking the Edit icon for the line.

To copy an existing Program and keep the Class lines:

1. Open the record you wish to copy.
2. Click Copy on the WebTMA toolbar.
3. Click Yes on the popup that asks, "Do you want to copy the classes for this program?"
4. Type a new Program ID and Description.
5. Click the Class Tab.
6. Change the details either inline or using the Class Edit Dialog.
7. Click Save on the WebTMA toolbar.

Program Email Tab

Path: Transactions > Training > Program / Email Tab

The E-mail Tab is used for two purposes:

• Create custom text for automatic e-mail responses with variable tags
• Suppress e-mail responses

Each Subtab on the window displays templates to create responses for different types of actions for training assignments associated with the Program.

Use the Assign/Schedule Reply Subtab to create responses when technicians' training requests are accepted and assignments are made.

The Cancellation Reply Subtab includes text sent to technicians when a request is cancelled.

The Customer Survey Reply Subtab is used to create e-mail text for messages sent when a class ends. It includes a link to a survey that has the questions added on the Survey Tab.

You can add any text you like to both the Subject and Body fields and include keyword variable tags. These tags are place holders for information such as the request number, status, and date.

A Suppress Email check box at the upper right of each Tab gives you the option to suppress all e-mail responses defined by the given Tab.

How to Add Custom Email Responses

Path: Admin > E-Mail Settings

Adding a custom message to any of the templates follows the same general procedure. The differences are reflected in the Keyword choices available for the templates.

Keyword tags are used to insert information that relates to the actual record. When WebTMA sends the message, the tags are replaced in the actual e-mail with the information they represent. For example, the Service Request# tag is replaced by the actual request number. You can use any combination of tags more than once.

In Edit mode, each template includes Cut, Copy, and Paste icons for use in both the Subject and Body sections of the message.

In Add or Edit mode:

1. Start typing your message in the Subject field.
2. Click the Keyword field down arrow and select a variable when needed.
3. Click the Insert Keyword button to add the variable.
4. Follow the same process for the Body field.
5. Click Save on the WebTMA toolbar.

NOTE: Some keyword quirks are similar to MS Word. If you enter a variable at the beginning of a line and later try to add text in front of it, all text is underlined and the Keyword is "broken." Similar behavior can occur when inserting keywords in existing text lines. Deleting the offending line and saving, gives you a fresh start.

Training Email Key Word Definitions