Understand core workflow components

Workflow uses a set of core components to define how a workflow starts, evaluates information, and performs actions. Every workflow begins with a trigger and can include conditions, actions, delays, branches, and escalations. These components work together to automate business processes and reduce manual follow-up.

Prerequisites

Before you create a workflow:

• Identify the business process you want to automate.
• Determine the event that should occur after the workflow starts.
• Define the actions that should occur after the workflow starts.

Workflow components

Trigger

A trigger starts a workflow. When the trigger event occurs, the workflow starts and evaluates the configured logic. Every workflow must have a trigger. For more information on trigger types, refer to Understand trigger types.

Workflow supports multiple trigger types, including:

• User-related triggers
• Learning-related triggers
• Scheduled triggers
• Manual triggers
• Webhook trigger

Examples

• A new employee joins the organization.
• An employee's manager changes.
• An employee completes a course.
• A scheduled date is reached.
• An external system sends information through a webhook.

Condition

A condition evaluates information and determines whether the workflow continues. Conditions help you target specific employees, events, or business scenarios. The workflow evaluates the condition before proceeding to the next step.

Examples

• Check whether a completed course grants a certification.
• Check whether a training assignment is overdue.
• Check whether an employee's visa expires within a specific period.
• Check whether a compensation band changes.

Action

An action is the activity performed by the workflow after the trigger occurs and any conditions are met. A workflow can contain one or multiple actions.

Available actions include:

• Send Email
• Create Task
• Assign Course
• Assign Learning Path
• Create Goal
• Create IDP
• Assign Survey
• Award Discretionary Badge
• Award Discretionary Points
• Publish Webhook

Examples

• Send a welcome email to a new employee.
• Create a task for a manager.
• Assign a training course.
• Award a recognition badge after a learning path is completed.

Delay

A delay pauses a workflow for a specified period before the next step runs. Delays help you schedule reminders, follow-ups, and future actions without creating separate workflows.

Examples

• Wait 7 days before sending a reminder.
• Wait 30 days before creating a follow-up task.
• Wait 30 days before sending a follow-up survey.

Branching

A branch allows a workflow to follow different paths based on a condition. Branching helps you manage multiple outcomes within a single workflow.

Examples

• If a certification exists, continue with certification tracking. Otherwise, end the workflow.
• If additional courses remain in a learning sequence, assign the next course. Otherwise, complete the workflow.
• If a role qualifies for additional responsibilities, create a career progression task. Otherwise, end the workflow.

Escalation

An escalation performs an additional action when an expected activity remains incomplete after a defined period. Escalations help ensure that important tasks and processes receive attention.

Examples

• Remind an employee about overdue training.
• Notify a manager about an incomplete task.
• Escalate an unresolved issue to HR or department leaders.

How workflow components work together

The following example illustrates how triggers, conditions, actions, delays, and branches interact within a workflow.

The following example shows how workflow components work together:

1. Trigger: Employee completes a course.
2. Condition: Course is mandatory compliance training.
3. Action: Send a completion notification to the manager.
4. Delay: Wait 14 days.
5. Condition: Employee has not started the next required course.
6. Escalation: Send a reminder to the employee.
7. Branch:
• If the employee starts the course, end the workflow.
• If the employee does not start the course, notify the manager.