How to Add a Workflow to a Course
Attach a Workflow to a Course or Live Learning to automate enrollments, due dates and reminders.
Workflows automate enrollment, due dates, refreshers and emails for a Course or Live Learning. You can add more than one workflow of each type, and Acorn works out which one applies to each user.
To understand what each workflow does, see Workflow Definitions.
Note: Before you can add a Workflow to a Course, you will first need to create a Workflow. Enrollment Workflows can only be added to Courses.
How do you add a Workflow to a Course?
- Navigate to the Catalogue and open the Course you want to update.
- Click the administrator cog icon and select Update Course.
- Scroll down the page and select Add Workflow.
- Select the required workflow. Repeat to add more workflows.
- Click Update Course to save your changes.
What happens to users already in the Course?
Workflows apply to existing users straight away. You do not need to re-enroll anyone.
- Due Date: every user without a current completion receives a due date, and can show as overdue immediately.
- Refresher: completions older than the refresher period are archived at the next scheduled run, and those users are unenrolled.
- Enrolment: users the workflow covers who are not enrolled are enrolled once their enrollment date has passed. Users already enrolled are not affected.
Can you add more than one workflow of the same type?
Yes. There is no limit. Each user is governed by one workflow per type:
- Due Date and Enrolment: the workflow that gives the earliest date applies.
- Refresher: the workflow that asks users to refresh most often applies.
- Ties: the workflow created first applies.
Use cohort restrictions to control who gets which rule. To give a group a more lenient rule, restrict both workflows to cohorts that do not overlap.
What happens when you remove a workflow?
The workflow stops counting towards future due dates and refreshers. It does not undo what it already did: archived completions are not restored, unenrolled users are not re-enrolled, and users it enrolled stay enrolled.
How can you tell which workflow applies to a user?
Reports do not show which workflow governs a user. Check the Course's applied workflows, then match the user's cohorts to each workflow's cohort restriction. Where more than one matches, the earliest date or strictest refresher applies.