Employee promotion workflow

The Employee Promotion workflow triggers automatically when an employee's Job Title is updated to "Manager." The workflow evaluates the employee's department and assigns the appropriate course and survey. It monitors course and survey completion, sends reminders when deadlines are missed, and notifies HR when onboarding is complete.

Trigger: User Field Update — Job Title

Prerequisites

Before the workflow runs, ensure the following are in place:

The "Sales Leadership Essentials" and "New Manager Essentials" courses are published and available in the learning catalog.
The "First-Time Manager Feedback" survey is created and ready for assignment.
Each “Send Email” node has a configured subject line, body, and the correct recipients.
The employee's department and manager are accurately set in their profile.
The HR team's email address is configured as a recipient in the completion notification node.

How the workflow works

The workflow triggers when the “Job Title field” is modified to "Manager" and follows one of two paths based on the employee's department.

Stage	Condition	Action	Day
Trigger	Job Title changes to "Manager"	Workflow starts	Day 0
Department check	Sales	Assign "Sales Leadership Essentials" course + feedback survey (due in 7 days)	Day 0
Department check	All other departments	Assign "New Manager Essentials" course + send promotion notification email	Day 0
Course deadline	Course not completed	Send reminder email to employee	Day 14
Course deadline	Course still not completed	Send reminder email to employee; CC manager	Day 21
Course completed	—	Assign "First-Time Manager Feedback" survey	Upon completion
Survey submitted	—	Send completion notification to HR	Upon submission
Survey not submitted	Within 7 days	Send reminder email to employee	Day 7 after assignment

Workflow steps

Step 1: Trigger — Job Title modified to "Manager"

The workflow starts when the Job Title field in the employee's profile is updated to "Manager." No manual action is required to launch the workflow.

Step 2: Evaluate the employee's department

The workflow checks the employee's department and follows the appropriate path.

Branch A: Sales department

If the employee belongs to the Sales department, the workflow performs the following actions immediately on Day 0:

Assigns the "Sales Leadership Essentials" course to the employee.
Assigns a feedback survey to the employee. The employee must submit the survey within 7 days.

📒Note: The course completion deadline is Day 14 from assignment. Refer to Step 3.

Branch B: All other departments

If the employee belongs to any department other than Sales, the workflow performs the following actions immediately on Day 0:

Assigns the "New Manager Essentials" course to the employee.
Sends a promotion notification email to the employee and their manager.

📒Note: The course completion deadline is Day 14 from assignment. Refer to Step 3.

Step 3: Monitor course completion

The workflow monitors whether the employee completes the assigned course within the required timeframe.

Deadline: Day 14

If the employee does not complete the course by Day 14, the system sends a reminder email to the employee.

Deadline: Day 21

If the employee still has not completed the course by Day 21, the system sends a second reminder email to the employee and CCs their manager.

Step 4: Assign the "First-Time Manager Feedback" survey

When the employee completes the assigned course, the system immediately assigns the "First-Time Manager Feedback" survey.

Step 5: Monitor survey submission

The workflow monitors whether the employee submits the feedback survey.

If the survey is submitted: The system sends a completion notification email to HR.

If the survey is not submitted within 7 days: The system sends a reminder email to the employee.

End of workflow

The workflow ends after the survey is submitted and HR is notified. If the survey reminder is sent on Day 7 and the employee still does not submit, no further automated actions occur.