How do I set up an automation trigger?

Modified on Tue, 12 Sep 2023 at 03:06 PM

From the LMS, you have the option of creating automation triggers. This is available for all managers with the permissions to ‘Manage settings’. You can use this to fully automate manually assigning learning items. You can for example make sure that all new employees are automatically assigned the learning track ‘onboarding’, and a handy micro learning will teach every new member in a team what is expected of them. You can have actions carried out on the basis of the triggers below.

  • New user joins the Academy

  • User joins a team

  • User becomes LMS manager

  • User completes a learning

  • When external offer request is confirmed

  • Job title for user is added



Creating a trigger
When creating a trigger, you go through a number of steps. You start by choosing one of the six trigger events. Then you determine which criteria set the trigger into action. You’re not required to use the criteria; these are extra options for specifying the target group. See the screenshot below for an elaboration. In this example, a new user who meets the criteria Dutch Language and Demo team will be assigned an item.


You determine what learning content is assigned when setting up the action. It is possible to automatically assign all types of learning items, qualifications and roles to an employee. In addition, you can also add an employee to a team and send an e-mail via a trigger. 

If desired, you can immediately set a deadline to this action so the user completes the learning item on time. If you prefer the learning item to be assigned after a few days, you can set a delay. 

In addition, when assigning learning items, it is possible to directly attach a deadline to this so that the employee completes the learning item on time.


Tasks logs

As soon as a trigger is activated, a log is kept of all tasks carried out in this trigger. You can then see exactly which user was assigned a learning item and when. If a trigger is not successful, this will be clearly indicated.

If applicable, the trigger administrator receives daily notifications containing the overview of tasks or tasks which could not be carried out. This allows you to take immediate action as an administrator. 

 
History

The history displays the complete version history of the trigger. You can always see who created the trigger and when. You can also see changes to the content of the trigger. Under ‘Date, you can see when the action was performed in the trigger.

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