Understand workflow trigger types

A trigger is the event that starts a workflow. When the trigger event occurs, the workflow starts and evaluates the configured logic. Every workflow must have a trigger. Understanding trigger types helps you choose the appropriate starting point for your business process.

Trigger types

Workflow supports the following trigger types:

• Event-based trigger
• Scheduled trigger
• Manual trigger
• Webhook trigger

Event-based trigger

An event-based trigger starts a workflow when a supported event occurs in the system. These triggers automatically respond to activities such as user updates, profile changes, and learning events.

Use event-based triggers when a workflow needs to respond immediately to a business event.

Example: When a new employee joins the organization, the workflow automatically assigns onboarding tasks, enrolls them in training, and notifies their manager.

Best for: Employee lifecycle events and learning activities that require immediate action.

Scheduled trigger

Scheduled trigger starts a workflow on a specified date, time, or recurring schedule. These triggers help automate recurring processes that require regular monitoring, follow-up, or notifications.

Use scheduled triggers when the workflow should run at predefined intervals instead of waiting for a system event.

Example: On the first of every month, the workflow flags employees with certifications expiring within 30 days and sends them a reminder.

Best for: Recurring tasks, reminders, compliance checks, and periodic reviews.

Manual trigger

Manual trigger starts a workflow when a user initiates it. Unlike event-based and scheduled triggers, manual triggers do not run automatically.

Use manual triggers when an admin or authorized user needs control over when the workflow starts.

Example: An HR admin manually runs a workflow to assign a leadership development program to a selected group of employees.

Best for: One-time initiatives and situations where administrators need full control over when the workflow starts.

Webhook trigger

Webhook trigger starts a workflow when an external application sends information to workflow. These triggers help automate processes that involve data or events from external systems.

Use webhook triggers when workflow execution depends on information received from another application.

Example: When a new hire is added in the ATS, the workflow automatically receives that information and kicks off onboarding, no manual data entry needed.

Best for: Organizations integrating Engagedly with external HR or business applications.

Choose the right trigger

Selecting the right trigger is the first step in building an effective workflow. Once the trigger starts the workflow, you can use conditions, actions, delays, branches, and escalations to automate the rest of your business process.