Create a Workflow

This guide will teach Admin users how to create a Workflow. If you want to discover what each of the Workflows achieves, then please read this article.

1. Navigate to the 'Workflows' page by clicking Admin > Workflows.

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

2. Create a new Workflow by clicking the button. 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 - This toggle will on be available to Acorn Admins. Switching the toggle on will make this Workflow available on all tenancies on the LMS.
• Tenancy Selector - This option will on be available for Acorn Admins. The dropdown will let you select which tenancy you are creating the Workflow in.
• Workflow Type - This dropdown 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.

A description of the Due Date Workflow will be displayed under the 'Trigger' setting. For example, "Completion will be due 1 months after User Account Creation".

For an Enrolment Workflow, configure the following settings:

• Content Type - Select either Course or Live Learning. The Workflow can only be applied to the selected content type.
• 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.

A description of the Enrolment Workflow will be displayed under the 'Trigger' setting. For example, "Users will be enrolled 0 days after Content Creation".

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. 

A description of the Refresher Workflow will be displayed under the 'Unit' setting. For example, "Completions will expire 12 months after content completion".

4. Turning the 'Include Emails' toggle on will see emails sent out to users affected by the Workflow:

• Due Date Emails - This email is sent on the due date and again every month.
  • Turning the 'Send Emails Retroactively' toggle on will cause emails to be sent to users whose completion became overdue prior to the application of this workflow.
  • Reminder Emails can added by clicking . A Reminder Email can be configured to remind users of an upcoming Due Date.
• Enrolment Emails - This email will inform users that they have been enrolled in a Course or Live Learning.
• Refresher Emails - This email will inform the user that their completion for the Course or Live Learning has expired.
  • Turning the 'Send Emails Retroactively' toggle on will cause emails to be sent to users whose completion expired prior to the application of this workflow.
  • Reminder Emails can added by clicking . A Reminder Email can be configured to remind users of an upcoming completion expiry.

These emails and the email subjects are fully customisable. They can be edited by clicking the text box. Within the text box, the "Add Fields" dropdown will let you add generalised fields that will be automatically populated when sent.

5. Restrict the Workflow to a Cohort by selecting the button.

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 the button.

You have now successfully created a Workflow! You will now need to add the Workflow to a Course or Live Learning.