Admins can use automation to trigger workflows within the organization, initiating a series of automated actions based on specific conditions they set. Learn more in Add and manage automation workflow.
Automating courses and learning paths helps admins by streamlining training processes, saving time, ensuring consistency in content delivery, and enabling easier tracking of learner progress and completion.
You can add workflows for assigning courses and learning paths automatically to the employees of your organization.
You can assign manage workflows permission to any employee of the organization, allowing them to manage all workflows and view a list of courses and learning paths in the organization.
Note: Users with this permission alone cannot create or edit courses and learning paths. They must have the appropriate module permissions to perform these actions.
Learn more in the Overview of user management to assign roles and permissions.
Contact our support team for documentation to understand each role with the user capabilities.
Navigate to Settings > Automation.
- Click Add Workflow and type the workflow title.
- Select a trigger point to trigger the automation.
The following trigger types are available:
- If you select Time Based, set the period and frequency. You can set frequencies to daily, weekly, monthly, quarterly, or annually.
- If you select the User actions, select a trigger point Added, Updated, or both.
Note: If you select the trigger point as Updated, ensure that you update the user profiles, allowing the workflow to run according to the set conditions.
Click + Add Condition to add multiple conditions as required.
You can select multiple conditions, including default and custom employee fields, such as job title, reporting manager, date of hire, departments, and business units as required.
Note: After adding a workflow, if certain employee fields associated with a workflow condition are deleted or archived, you will receive an error message when manually running the workflow and adding or updating the users' profiles, directing you to check the configurations of the employee fields.
4. Toggle the button to All or Any to automate the workflow when these conditions are satisfied.
When you select
- All: The trigger should satisfy all the specified conditions.
- Any: The trigger should satisfy any of those conditions.
5. In the Actions field, click the drop-down and select Assign course or Assign Learning Path as required.
6. Select the courses or learning paths as required and click Save at the bottom right.
You can view all the courses and learning paths that are
- pushed to the library.
- authored by you and authored by others.
7. Enable the Due Date for the course or learning path being assigned if required, and select the period.
Click + Add Action to add multiple actions as required.
8. In the Schedule field, toggle the button to Yes to assign the courses or learning paths after the specified period of the trigger point, which is optional, and set the period.
9. Click Save at the top right.
The learnings get automatically assigned to the employees based on the specified trigger points, conditions, and actions that you have set.
After adding the workflows, you can view them in Workflows. You can edit, pause, run, and delete them as required. Learn more in Add and manage automation workflow.