How to Create a Workflow How to Create a Workflow

How to Create a Workflow

Geordie Yang Geordie Yang

Creating a Workflow

This guide will teach Admin users how to create a Workflow. Workflows serve as a pivotal tool to automate, streamline, and enhance the learning experience for both administrators and learners.  If you want to learn more about the functions of each of the Workflows, then please read this article.

 

1. Navigate to Admin > Workflows.

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Note: if you are unable to locate the 'Workflows' page then please contact support to enable the Workflow feature on your site.

 

2. Create the Workflow by clicking Screen_Shot_2022-04-19_at_12.17.17_pm.png.

Fill in the required fields:

  • Name - This will be the title of the Workflow.
  • Description - This will be the description of the Workflow.
  • All Tenancies - Switching the toggle on will make this Workflow available on all tenancies on the LMS.
  • Tenancy Selector -  Allows you select which tenancy you are creating the Workflow in.
  • Workflow Type - Will let you select the type of Workflow you are creating. Please read this article for more information on the different Workflows.

 

3. Configure the settings for the Workflow type you have selected.

 

For a Due Date Workflow, configure the following settings:

  • Content Type - Select either Course or Live Learning. The Workflow can only be applied to the selected content type.
  • Due Date Period - Select a number to dictate the period of time.
  • Unit - Select a measurement of time (i.e. days, weeks, months).
  • Chronology - This will always be set to "After".
  • Trigger - this will dictate the triggering event for the Workflow
    • User Account Creation - The date that the user's account was first created in the LMS. This date will be different for each user.
    • Content Creation - The date that the piece of content was created. This date will be different for each piece of content that the workflow is applied to.
    • Later of Content or User Creation - The later of the above dates.
    • Enrolment - The date that the user was first enrolled in the piece of content. This trigger can only be used for Courses.
  • Prevent Unenrolment - Toggling this option on will see enrolled users not be able to unenrol themselves from the course.

 

For an Enrolment Workflow, configure the following settings:

  • Content Type - Only courses can be applied to the enrolment workflow.
  • Enrolment Period - Select a number to dictate the period of time. Enter 0 to enrol users as soon as possible.
  • Unit - Select a measurement of time (i.e. days, weeks, months).
  • Chronology - This will always be set to "After".
  • Trigger - this will dictate the triggering event for the Workflow
    • User Account Creation - The date that the user's account was first created in the LMS. This date will be different for each user.
    • Content Creation - The date that the piece of content was created. This date will be different for each piece of content that the workflow is applied to.
    • Later of Content or User Creation - The later of the above dates.

 

For a Refresher Workflow, configure the following settings:

  • Content Type - Select either Course or Live Learning. The Workflow can only be applied to the selected content type.
  • Refresher Period - Select a number to dictate the period of time.
  • Unit - Select a measurement of time (i.e. days, weeks, months).
  • Cut Off Date - select Cut Off Date for completions to expire at a specified date. 

 

4. Turning 'Include Emails' on

Sends an emails to users affected by the Workflow:

  • Due Date Emails - will be sent on the due date and again every month.
    • Turning 'Send Emails Retroactively' on will cause emails to be sent to users whose completions were overdue prior to the application of this workflow.
    • Reminder Emails can added by clicking Screen_Shot_2022-04-19_at_1.37.39_pm.png. A Reminder Email can be configured to remind users of an upcoming Due Date.
  • Enrolment Emails - Informs users that they have been enrolled in a Course.
  • Refresher Emails - Informs users that their completion for the Course or Live Learning has expired.
    • Turning 'Send Emails Retroactively' on will send emails to users whose completion expired prior to the creation of this workflow.
    • Reminder Emails can be added by clicking Screen_Shot_2022-04-19_at_1.37.39_pm.png. A Reminder Email can be configured to remind users of an upcoming completion expiry.

These emails are fully customizable. Within the text box, the "Add Fields" dropdown will let you add generalized fields that will be automatically populate when sent.

 

5. Restrict the Workflow to a Cohort by selecting Screen_Shot_2022-04-19_at_1.46.51_pm.png .

Note: Workflows that are restricted to Cohorts are only applied for users in the selected Cohort. Workflows that are not restricted to Cohorts will apply to all users in the tenancy.

 

6. Create the Workflow by clicking Screen_Shot_2022-04-19_at_1.49.31_pm.png.

 

You have now successfully created a Workflow!

You will now need to add the Workflow to a Course or Live Learning.

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