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How to Create a Workflow

Create workflows to automate enrolments, due dates, refreshers, and notifications.

Note: Acorn’s workflow automation has been expanded and updated. If you are setting up new automation, we recommend also reviewing the Workflow Overview and the Automated Enrolment Workflows articles for the most current guidance.

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. To learn more about the functions of each Workflow type, see the Workflow Overview.

Creating a Workflow

  1. Navigate to Admin > Workflows.
    Note: If you cannot locate the Workflows page, please contact support to enable the Workflow feature on your site.
  2. Select CREATE WORKFLOW.
  3. Fill in the required fields:
    • Name — The title of the Workflow.
    • Description — A description of the Workflow.
    • All Tenancies — Toggle on to make this Workflow available across all tenancies.
    • Tenancy Selector — Select which tenancy you are creating the Workflow in.
    • Workflow Type — Select the type of Workflow. See Workflow Overview for details.

Due Date Workflow settings

  • Content Type — Course, Live Learning, or Partnered Content.
  • Due Date Period — Number of time units.
  • Unit — Days, weeks, or months.
  • Chronology — Always set to “After”.
  • Trigger — User Account Creation, Content Creation, Later of Content or User Creation, or Enrolment (courses only).
  • Prevent Unenrolment — Prevents enrolled users from unenrolling themselves.

Enrolment Workflow settings

  • Content Type — Courses only.
  • Enrolment Period — Enter 0 to enrol users as soon as possible.
  • Unit — Days, weeks, or months.
  • Trigger — User Account Creation, Content Creation, or Later of Content or User Creation.

Refresher Workflow settings

  • Content Type — Course or Live Learning.
  • Refresher Period — Number of time units.
  • Unit — Days, weeks, or months.
  • Cut Off Date — Force completions to expire at a specific date.

Email notifications

Enable the Enable emails setting to trigger email notifications associated with your workflow. Emails are fully customisable — use the Add Fields dropdown to insert dynamic fields such as user name, course name, and due dates.

Cohort Restrictions

Workflows restricted to Cohorts apply only to users in the selected Cohort. Workflows without cohort restrictions apply to all users in the tenancy.

Click CREATE WORKFLOW to save. You will then need to add the Workflow to a Course.

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