Notifications for External Users

IntelliBoard makes it possible to send data to users who do not have LMS or IntelliBoard accounts. This article follows one use case of setting up missing assignment submission notifications for instructors who do not have IntelliBoard accounts, or are only accessing IntelliBoard via Teacher LTI. We will note in the instructions where the steps are to replicate this specific use case.

• Preparing the recipient list

• Creating an attachment report

• Designing a Notification

For the missing submission use case, we need a report that includes the columns:

1. missing learner submissions in courses

2. Course ID - this will give us one row per course, which will allow filtering to only let instructors see their courses

3. Instructor

4. Instructor Email

This ensures that instructors will only receive a notification if they teach a course where students have missed submissions.

You can create your own recipient list reports for different use cases, just ensure that there is a single row for each data element you want to filter the report by.

The attachment report is what information will get sent to the instructor along with the notification. In order for filters to work correctly, the attachment report should contain some of the same columns as the recipient report.

For our missing submission use case, this means we need the course name/section on both reports. This will make sure the data can be filtered to only courses with missing assignments, and instructors will only see the courses they are in charge of.

We should also include the student name, assignment name, and due date - so the receiving instructor sees who is missing an assignment, when the assignment was due, what assignment they are missing, and which course they are enrolled in.

Now that you have your reports set up, let’s create the notification. From IntelliBoard’s Apps menu, choose Notification Creator.

1. Sending Method: Here you’ll define where the notification gets the recipients from.

   1. For sending method, choose “Use Emails from a Dataset”

   2. For Dataset List, choose the recipient report we created earlier in the process

   3. Under Delivery Column, choose the report column that contains recipient email addresses

   4. Delivery Method cannot be changed, as email is the only option at this time.

2. Filters: These are optional, and can narrow the results from the report chosen in the previous step. For more information, check out our article on Filters.

3. Continue to Name and Description.

   1. Give the Notification a name for easy identification

   2. Enter a description

4. Continue to Message

   1. Create a subject and message for your notification email.

   2. Placeholders let you personalize messages and include relevant data. Choose these to add detail to your message.

5. Continue to Attachment

   1. “Send Empty Report” toggles whether a recipient will get an empty dataset or no attachment if they do not have data in the report

   2. Under Attachment, select the report from step 2 that contains the data you want to share.

   3. Choose the file type for the attachment

   4. Filter the attachment by LMS role: this option can apply additional filters for data that a user role should not have access to.

   5. Under Attachment Filter, choose any filters you would like to apply

6. Continue to Schedule

   1. Here, you can choose to send the notification regularly by setting a schedule.

   2. First, check the box if you would like a record of this notification added to InContact each time it’s sent.

   3. Last, choose start and end dates, when the notification will be sent, and at which time.

Congrats! You’ve set up a recurring notification that automatically alerts instructors when students miss assignment submission deadlines.