Note: This information does not apply to workflows activated before October 16th 2025. If the workflow was activated before this date and this update is required, it is recommended to re-activate the impacted workflow which will then be updated so the information below will be apply, but please note any jobs in progress within the reactivated workflow will not be impacted.
This feature helps you manage user lifecycles and ensure data compliance by automatically handling in-progress tasks when a learner is deleted or expires in the Learning Experience Platform (LXP).
What This Workflow Does
Automatic Job Termination: When a learner is deleted or expires, any running automated workflows (jobs) associated with that learner in Automation can be instantly and automatically stopped.
Deletion Trigger: A new trigger is available to start a custom workflow whenever a user is deleted, allowing you to build offboarding processes.
Benefits and Use Cases
| Benefit | Description |
|---|---|
| Data Compliance | Automatically stops all running workflows for a deleted user, ensuring no personal data remains active in the system's processes. |
| User Offboarding | Use the trigger to automate cleanup tasks like notifying managers, archiving learning records, or cleaning up data in connected systems. |
| Data Control | Gives administrators a setting to choose whether or not to automatically terminate these in-progress jobs. |
Job Termination setting
You can control the automatic job termination behavior in Tenant Settings.
Job Termination Enabled (Recommended for Compliance):
Result: When a user is deleted or expires in the LXP, any workflows currently running for that user in Automation will be automatically and immediately ended.
Job Termination Disabled:
Result: When a user is deleted or expires, any workflows currently running for that user will continue to run until completion.
Note: The setting for automatic job termination does not affect the new deletion trigger. The new "When a user is deleted" trigger will always fire when a user is deleted, regardless of this setting.
Workflow Trigger: "When a user is deleted"
A trigger is available to help you build custom offboarding processes.
This trigger starts an Automation workflow as soon as the LXP sends the user deletion event.
It fires every time a user is deleted, even if you have disabled the automatic job termination setting.
Example Use: Use this trigger to send a notification email to your compliance team or start a workflow that archives the user's data in a separate system.
Behavior for Expired Users
Once a user reaches their expiry date:
No New Workflows: They will no longer trigger new Automation workflows.
Job Termination: If the automatic job termination setting is enabled, any workflows that were running before their expiry will be terminated.