Creating and managing workflows

Summary: From the workflow menu within a campaign you can create, edit, pause, and copy workflows.

Introduction

Once you've created a campaign, you'll want to populate it with workflows. This guide explains how to create your workflows, to learn how to edit and configure your workflows see the Designing workflows guide. 

Creating a new workflow

To create a workflow, click the Create new workflow button in the top right of a campaign. 

You will then be taken to the Create new workflow page where you will configure your workflow.

Default email template: Select an email template to be applied by default to all the emails sent by your workflow. See our guide on Customising your emails to find out more.

Integrations: Select which connected integration you want to trigger your workflow. You should choose this based on where the data relevant to your workflow will come from. 

Use a wizard: Click here to create a workflow based on an existing template. Templates are explained later on in this guide.

Empty workflow: Click here to create a workflow that is a blank slate. If you select this you will also need to select a trigger before you click Create.

Selecting the default email template

If the automation will be using the "Send email" or "Send email via SMTP" workflow items, it can be helpful to identify the Default email template to be used. For more information on creating and managing email templates, see the "Customising your emails" article.

Selecting the integration

Select which connected integration you want to trigger your workflow. You should choose this based on where the data relevant to your workflow will come from. 

Note: If you are an LXP customer and see both the "LRS" and "LXP" integrations available, you should always select the "LXP" integration. This offers more features in terms of the global variables available and the amount of information provided within the workflow. It will also allow the Automation backend to know that the user that triggered the workflow is on the LXP, meaning that it can pull up-to-date information and make better decisions with the data.

Selecting the workflow trigger 

Triggers determine what a learner must do in order to be enrolled on the workflow. They appear at the top of every workflow and feature a green banner with a white flag. 

The specific triggers available for selection will vary slightly based on the Integration selected for the workflow. For the "LRS" integration, the following triggers are available:

• "When a user enrols on a course or LX" (Note: once added to the Workflow, this trigger can be configured to activate based on “All enrollments”, “Only recurrence enrollments” or to “Exclude recurrence enrollments”. See the article on Configuring Your Trigger for details on using the "When a user enrols on a course or LX" trigger.)
• "When a user completes a course or LX"
• "When a user passes a course or LX"
• "When a user fails a course or LX"
• "When a user resumes a LX"
• "When a user passes an Adapt module assessment"
• "When a user fails an Adapt module assessment"
• "When a custom xAPI statement is received" (Use this if you are comfortable with xAPI and the LRS. See the article on Configuring Your Trigger for details on using the Custom xAPI trigger.)

If using the "LXP" integration, the following trigger is available in addition to all of the triggers noted above:

• "When an LX has been updated"
• "When an LX has been deleted"
• "When a user receives a notification"
• "When a user receives a notification for object progress ready for sign off"
• "When a user receives a notification for manager sign off"
• "When a user receives a notification for tutor sign off"
• "When a user receives a notification for tutor rejection"
• "When a user receives a notification for managers comment on object progress"
• "When a user receives a notification for managers comment for managers on object progress"
• "When a user receives a notification for user comment on object progress"
• "When a user receives a notification for object comment reply"
• "When a user receives a notification for manager comment reply on object progress"
• "When a user receives a notification for mention in object comment"
• "When a user receives a notification for object thread reply"
• "When a user receives a notification for enrollment due date"
• "When a user receives a notification for manager enrolled user"
• "When a user receives a notification for learning approval request"
• "When a user receives a notification for manager approval requested"
• "When a user receives a notification for access request approved"
• "When a user receives a notification for access request rejected"
• "When a user receives a notification for CPE/CPD requirement assigned"
• "When a user receives a notification for CPE/CPD requirement completed"

If using Event Management with the LXP and "LXP" integration is selected, the following triggers are available in addition to all of the triggers noted above:

• "When a learner attends an Event Management event"
• "When a learner registers for an Event Managment event"
• "When a learner unregisters from an Event Management event"

Note: Event Management triggers are not available by default. If using Event Management with the LXP, please contact Learning Pool support to have these triggers made available.

Note: Once a workflow has been created, the trigger cannot be changed.

Using the wizard

If you use the wizard when creating a new workflow, you’ll be asked to fill in a few details which will then be used to create a workflow containing preconfigured workflow items.

There are four types of workflow:
• Escalate: Sends the learner an email ‘nudge’ to remind them to complete some specified learning, once the time has elapsed an escalation email is sent.
• Nudge: Sends the learner an email ‘nudge’ to remind them to complete some specified learning when a given period of time has elapsed.
• Auto Enrol: Auto enrol learner on learning experience and nudge learner once to complete learning.
• Space Practice: Creates a workflow containing up to three reminders.

The wizard will guide you through various details that you can add and edit to customise the workflow for your needs. This includes email templates that you can tweak to personalise them.

Once you’re finished, you will be taken to the workflow designer and can edit your newly created workflow like you would any other workflow.

Note: When using the Escalate Template, the final email will prompt you to add in the attribute information of the managers email address on Learning Locker. This is because each admin may name the attribute in a different way. For example, Campaign Manager 1 may have the attribute field on Learning Locker named ‘Managers Contact Email’ and Campaign Manager 2 may have it named ‘Managers Email Address’.

Copying a workflow

Hover over the workflow that you would like to copy and select Copy.

After copying the workflow, you will be taken to the Copy workflow screen where you can change the name and select the campaign that you want the copied workflow to be moved to.

Pausing a workflow

Pausing a workflow will prevent learners from joining it. The workflow will continue working for learners who have already joined it.

To pause a workflow hover over the workflow name and select the pause option.

To reactivate the workflow, go into the workflow designer page and click Activate in the top right hand corner.