Understanding Workflows

Workflows Explained

‘Workflows’ are rules that can be set up on a per-program basis. In order to create a new rule (i.e. workflow), at least 3 elements are needed:

1. The ‘trigger’
   • What is the ‘event’ you want to incite an action (e.g. when an activity is completed)
2. The ‘time variable’
   • The duration after the ‘event’ that you wish the action to take place. This can be in days and/or hours.
3. The ‘action’
   • What action you wish to take place (e.g. add a refresher activity to the participant’s program)

‘Workflows’ functionality is flexible. Additional triggers, actions and variables will be added in the future. It was decided, however, to use ‘Refresher activities’ as the first use-case for the functionality. Using the initial set of triggers, time variables and actions, administrators will be able to build workflows that allow participants to receive new activity in their timeline, once they activate the selected trigger. These activities can be used as ‘refreshers’ (e.g. be added after a certain period of time to a completed program) or as ‘additional / timed learning materials’ (e.g. new activity is only added to participant’s timeline once they successfully complete a different activity).  

Setting and changing workflows only affects users in the selected program.

Is Setting up Workflows Mandatory?

No. All programs will continue to function as expected without workflows. Workflow rules can be added to enhance user experience, however, there will be many programs that do not require any automation. There is no limit to how many workflow rules each program can have, however it is advised not to create more than 10 rules in a program, since this could lead to confusion among participants. Having too many rules (e.g. more than 10) will also increase the difficulty of program management for administrators.