How to Manage Workflows

💡 Workflows allow admins to automate actions based on user activity. Instead of manually assigning learning paths or managing groups one by one, you can set up workflows that trigger automatically when certain conditions are met.

Accessing Workflows

To get started, go to Admin > Workflows in the left sidebar under Configuration.

From here, you can view all existing workflows, create new ones, and manage their status.

Creating a New Workflow

Click + New workflow in the top-right corner to create a workflow. You'll be taken to the workflow editor, where you can name your workflow and set it as active or inactive.

Setting a Trigger

Every workflow starts with a trigger. Click + Add a trigger and choose from the available options:

When a user joins [Your Organization]: This is ideal for onboarding new employees and assigning their first learning path right away. You can also narrow it down by clicking Filter and filtering by Job Title, User Groups, User Roles, or Activity to target specific users. For example, you could trigger the workflow only for users with a "Business Development" or "Account Executive" job title.
When a user completes a learning path: Starts the workflow when a user finishes a specific learning path. Select the completed learning path from the dropdown. This is great for creating sequential learning journeys where completing one path automatically leads to the next.
When a user is added to a group: Triggers the workflow when a user is placed into a specific group. Select the target group from the dropdown. Use this to assign content based on team or department groupings automatically.
When a user first matches custom filters: Triggers the workflow based on custom criteria. Click Filter to filter by Job Title, User Groups, User Roles, or Activity, and target the exact users you want. This trigger also lets you choose a Filter behavior:
- New matches: The workflow only applies to users who match the conditions after the workflow is activated.
- New and existing matches: The workflow applies to both new users and existing users who already meet the conditions.
- For example, if you want to assign a learning path to all Sales representatives, choose "New and existing matches" to include current team members. If you only want it for future hires, choose "New matches."

Once you've selected your trigger and configured the relevant details, click Save.

Adding Steps

After setting your trigger, click + Add a step to define what happens next.

Available steps include:

Assign a learning path: Automatically assign a specific learning path to the users.
Wait until user completes a learning path: Pause the workflow until the users finish the assigned learning path before moving to the next step.
Wait for a set amount of time: Add a delay before the next action. For example, you might want to wait a week after new users join your organization before assigning their first learning path.
Add user to a group: Automatically place the users in a designated group.

Once you've selected your steps and configured the relevant details, click Save.

You can chain multiple steps together to build more complex workflows. For example:

Trigger: When a user joins your organization
Step 1: Wait for 7 days
Step 2: Assign a learning path
Step 3: Wait until users complete the learning path
Step 4: Assign the next learning path

Managing Your Workflows

The Workflows table gives you an overview of all your workflows at a glance. For each workflow, you can see the name of the workflow, toggle to activate or deactivate the workflow directly from the table, the number of users currently enrolled in it, the number of users who have completed it, the admin who created the workflow, and when the workflow was last modified.

Sorting and Searching

Use the Search bar to quickly find a specific workflow by name. Click the Sort button to organize your workflows:

Editing, Duplicating, and Deleting Workflows

Click the three-dot menu (⋯) on any workflow to:

Edit: Open the workflow in the editor to make changes.
Duplicate: Create a copy of the workflow as a starting point for a new one.
Delete: Permanently remove the workflow.

⭐ Tips

You can set a workflow as inactive while you're building it, then activate it when you're ready.
Combine triggers and steps creatively to build learning journeys tailored to different teams or roles.
Use the "Wait for a set amount of time" step to space out learning path assignments so users aren't overwhelmed.

Workflows are a flexible way to automate and personalize the learning experience for your team. Whether you're onboarding new hires, building sequential learning journeys, or targeting specific roles, there are plenty of ways to put them to work. We encourage you to explore the different triggers and steps to find the combinations that best fit your organization's needs!