Create a workflow

Workflow automation allows you to automate HR processes by connecting triggers, actions, delays, and conditions into a sequential flow. Admins can build a workflow in two ways: manually, by adding and configuring each node yourself, or using the AI assistant, which generates a workflow structure from a plain-language description.

Prerequisites

Before you create a workflow, ensure the following are in place:

• You have admin access to Engagedly.
• The courses, surveys, and email templates you plan to use are created and published.
• Employee profiles include accurate data such as department, manager, and job title.
  

Method 1: Create a workflow manually

Use this method when you need precise control over each step, condition, and delay in your workflow.

Step 1: Open the workflow builder

Navigate to Apps > Workflow > Workflows.

1. Click + Create Workflow at the top right.

The workflow builder opens with a blank canvas.

Step 2: Name your workflow

1. Click the Untitled Workflow field at the top of the page.
2. Enter a name for the workflow.
3. (Optional) Click Add a description and enter a brief description.

Step 3: Add a trigger

1. Browse or search the trigger list from the trigger panel on the right.

Available triggers include:

     2.   Click the trigger that matches your use case.

The system adds it to the canvas.

Step 4: Add nodes

After you add a trigger, use the node toolbar below the trigger to build the workflow.

The toolbar contains four node types:

Node	Icon	Purpose
Action	Lighting bolt	Executes a task such as assigning a course, sending an email, or assigning a survey
Delay	Clock	Pauses the workflow for a set number of days before moving to the next step
Condition (If/Else)	Help	Checks a rule and routes the workflow based on whether the condition is met
Branching (Case routing)	Arrows	Routes the workflow across multiple paths based on case-based conditions

1. Click the appropriate icon in the toolbar to add a node.
   

The node appears on the canvas, and the configuration panel opens on the right. Configure the node settings based on the selected node type.

Step 5: Configure action nodes

When you add an action node, select the action type from the configuration panel.

Available actions include:

• Assign Course: Assigns a course to the user; optionally set a due date.
• Assign Survey: Assigns a survey to the user.
• Send Email: Sends a custom email to specified recipients (To, CC, BCC).
• Assign Learning Path: Assigns a learning path to the user.
• Create Goal: Creates a goal for the user.
• Create IDP: Creates an IDP for the user.
• Award Badge / Points: Awards a badge or discretionary points.
• Create Task: Creates a task for the user.
• Send Webhook:

Step 6: Configure delay nodes

When you add a delay note, specify the duration for which the workflow execution pauses before continuing.

Step 7: Configure condition nodes

When you add a condition node, set the condition from the configuration panel.

1. Click the condition node on the canvas.
2. In the configuration panel, click + Group.
3. Select a Field, Operator, and Value to define the condition.
4. (Optional) Add multiple rules within a group.
5. (Optional) Add multiple groups within the condition.
6. Click Save Details.

Step 8: Configure condition nodes

When you add a branching node, add cases to define the branching.

Step 9: Save and publish

1. Click Save to save the workflow as a draft.
2. Click Test Run to validate the workflow.
3. When ready, click Publish to activate the workflow.

Method 2: Create a workflow using AI

Use this method when you want to quickly generate a workflow structure from a plain-language description. The AI suggests the appropriate triggers, actions, delays, and conditions based on your input.

Step 1: Open the workflow builder

Navigate to Apps > Workflow > Workflows.

1. Click + Create Workflow.
   The workflow builder opens with a blank canvas.

Step 2: Name your workflow

1. Click the Untitled Workflow field at the top of the page.
2. Enter a name for the workflow.
3. (Optional) Click Add a description and enter a brief description.

Step 3: Open the AI assistant

1. Click Build with AI at the bottom of the right.
   The AI assistant panel opens.

Step 4: Describe your workflow

1. Enter a prompt describing the workflow you want to create, then click the Send icon.

Example
Create a workflow for new joiners. Assign a survey on day 5. If not submitted within 3 days, send a reminder on day 8. Assign a course on day 10 with a deadline of day 16. Send reminders on day 17 and day 21 if not completed. CC the manager on the day 21 reminder.

The AI processes your request and displays a suggested workflow structure with a list of nodes in sequence. Review the steps to confirm they match your requirements.

Step 6: Apply the suggested workflow

1. Click Use this to apply the suggested structure to the canvas.
   The system adds all nodes automatically.
2. Click each node to review and complete its configuration.

Step 7: Save and publish

1. Click Save to save the workflow as a draft.
2. Click Test Run to validate the workflow.
3. When ready, click Publish to activate the workflow.

When to use each method

After creating a workflow, you can validate it before it runs on live data. For more information, refer to Test a workflow.