As a LearnPlatform administrator, you can can create workflows that trigger actions based on dates associated with those products. These actions can include changes such as tag changes, status changes, or sending email notifications.
Date-triggered workflows are useful for situations such as:
- Expiring contract or DPA notifications
- Reminding admins to request feedback six months after implementation
- Removing a new tag or automatically sending a product into an annual Review status
Note: You can also create product vetting workflows.
Open Settings
Click the Settings link.
Open Workflows
Click the Workflows tile.
Open Workflow Builder
Click the Workflow Builder drop-down menu [1]. Then, click the Contract End Date Template link [2].
Enter Workflow Details
In the first part of the Workflow Builder, enter details about the workflow:
- Name [1]: Delete the default text and enter an intuitive and meaningful workflow name.
- Description [2]: Enter a description that is visible only to LearnPlatform administrators.
- Workflow Type [3]: Set to Date-Driven.
To allow LearnPlatform administrators to view automatically-generated summaries after the workflow is completed, click the Enable AI-generated summaries for this workflow checkbox [4].
Select Starting Event
The workflow can start on, before, or after a date type.
Note: Dates must be applied to products for this workflow to be triggered.
Select Occurrence
To manage when the trigger occurs, click the drop-down menu and select the before, on, or after option [1].
For triggers before or after a date, enter the number of days ahead that the workflow should trigger [2].
Select Date Column
To manage the date to use, click the Date Column drop-down menu [1]. Then, select an existing date-related column name [1].
Alternatively, to create a new date column, click the Create New Date Type Column link [2].
Add New Column
To create a new column, enter a name for the new column in the Column Name field. Then click the Add Column button [2].
To view and manage the new column, view and manage the Products Management page.
Manage Automations
Automations [1] are the actions you want the system to perform when the workflow is triggered and as it progresses.
To add additional automation actions, click the Add Automation button [2].
You can also add steps beyond the starting event. To add steps, click the Add Step button [3].
To remove any automation, click the Delete icon [4].
Learn more about adding automations and steps to a workflow.
Note: Automations that happen at the beginning of the workflow happen immediately after the workflow is triggered. Automations that are added onto steps happen after the step is completed.
Preview and Save
After completing the fields in the Workflow Builder, you can preview the workflow or save it. To preview the workflow in a linear diagram, click the Preview button.
To save the workflow in an inactive state, click the Save Workflow button [2].
Note: If you navigate away from the workflow builder with unsaved changes, you will be prompted to save or discard the changes.
Publish Workflow
By default, saved workflows are inactive/unpublished. To activate/publish a workflow from the Workflows page, click the Active toggle button on.
The workflow is triggered once a day for all products that meet the triggering condition.
