Certain system functions and notifications are triggered by specific Automatic Process Managers (APMs). Each APM is scheduled to run at regular intervals (usually daily, weekly, or monthly, though some can run hourly). Every time an APM runs, it typically creates a log file and sends it to a specified contact email address. Depending on the process, it may generate email notifications when certain conditions are met, make changes to specific entities in the system, or clean up outdated processes.
To configure each necessary APM:
- Navigate to Learning Administration → System Administration → Automatic Processes → Open Content Network Content Synchronization.
- Schedule the Process: Select Schedule this Process checkbox.
- Set the Frequency: Choose the time of day and regularity/frequency (daily, weekly, monthly, or hourly if available) and enter any specific details.
- Provide a Contact Email: Enter an email address to receive the log file.
- Enter Additional Information: Provide any extra details such as thresholds or reminder periods, which may be unique to certain APMs.
Automatic Processes Managers (APMs)
This table lists the most commonly configured Automatic Processes:
| Automatic Process | Description |
|---|---|
| Assignment Profile Execute Updates | This process dynamically synchronizes the users’ memberships in assignment profiles (APs) based on changes to the users’ attributes. As new users are added to the Learning system, they will be added to any APs for which they qualify. When user attributes change so that they no longer qualify for an AP, they are removed from the AP and the assignments the AP made to them are also removed. |
| Class Request Demand Met Email Notification | This process will notify the Contact Email for an item when a certain number of requests has been reached (as determined by the item’s minimum registration field). |
| Course Feedback and Follow-Up Surveys Email Notification | Although assignment of a course feedback evaluation is done immediately when a history record is added, this process needs to run to send a notification to the user that they have surveys to complete. This will also assign and notify users when they have follow-up surveys. |
| Curriculum/Program Maintenance | When items are revised, this process will remove the earlier revision of the item from learning plans (if assigned as a free-floating item) and programs. If the item is part of a curricula, the old revision of the item will be re- moved on the effective date of the new revision. |
| Deny Expired Approval Processes | When approval does not take place prior to the start of an event, this process will notify the user that the request expired. |
| Exceeded Attachment Space Email Notification | When the size of all attachments reaches a certain percentage of the maximum allowed, this APM will notify an administrator. |
| Learning Expiration Email Notification | Sends notifications to users and/or managers when there are items approaching their due dates on the learning plan. The global default values may be set here and they may be over- ridden at the item level so that some items notify users more or less frequently than the de- fault. The threshold determines when the notifications will start (for example, if the item is due within the next 90 days) and the reminder sets the period for the frequency the notifications will continue (for example, every 7 days). The user will stop receiving notifications once they have completed the item successfully. Optionally, an overdue notification may be sent once the item is past the due date. |
| Learning Plan Email Notification | Based on global defaults (in the User Settings section) or specific settings for each user (if users are permitted to override the defaults) this process will send notifications when items are added, modified, or removed from the users’ learning plans and to managers when their subordinates successfully or unsuccessfully complete items. |
| Manager Email Notifications for Enrollment Digest | Sends periodic digests of enrollments to learning managers (including alternate managers) so that they aren’t overwhelmed with individual notifications. The digest contains up to 500 entries including those the manager added themselves. |
| Program VLS Enrollment/Withdrawal | This APM will enroll (or withdraw) users into VLS time slots of classes assigned by Programs. |
| Purge Class Requests | This process will remove requests that are still outstanding if they are older than a certain number of days. |
| Purge Deleted User Audit History | Not to be used in SAP SuccessFactors HCM (BizX) integrated environments, this is for standalone LMS customers only. Will purge the audit data for users that have been deleted for longer than the specified number of days. |
| Requested Class Availability Email Notification | When new classes have been added to the libraries of users who have chosen the Request a Class option to make a request, this process will notify them and include the link to register. If the user specified a "need by date" and/or is part of a specific Region, the APM will check that the new class occurs before the date and is in the same Region as the user and notify them only if it meets the criteria. |
| Reset Online Item Progress | If an administrator enters a number in an on-line item’s Reset User’s Progress After Inactivity field, this process will compare the number of days since the user started the online course to that number (for example, 30) and if it is equal or greater, the user’s progress (bookmarks and progress flags for the content objects in the item) will be reset and they will need to start the course over from the beginning. |
| Restart or Stop Approval Process | For online or instructor-led items with approval processes, this APM will stop the process when the user is unassigned to the item. If a user is re-assigned an online item, this APM will restart the approval process. |
| Upcoming Class Reminder Email Notification | Users who are already registered into classes will get a one-time notification a certain number of days before their class will take place. This notification will serve as a reminder/alert. |
| Move Users from Waitlist to Request List | After a class occurs, waitlisted users (who are not Registered/Enrolled) will be moved to the Request List for the item. |