Automatic Triggers – How to Set Up an Automatic Trigger

With automatic triggers, you can smartly automate processes within your academy. For example, you can automatically assign learning items, qualifications, or roles based on a specific action or change. In this article, you’ll learn step by step how to set up a trigger.

Step 1: Go to Workflows

• Go to Administration > Workflows.

• Open the “Automated Triggers” tab.

• Click “Create” in the top right corner to create a new trigger.

• Give the trigger a name. You can change this later if needed.

Step 2: Set the Trigger Action

Choose a trigger action and the corresponding criteria. Fields marked with * are required.

You can choose from the following actions:

• When a request for external training is approved (criterion: learning intervention)

• Job title of an employee is added (criterion: job title)

• Employee becomes LMS manager

• Employee completes a learning intervention (criteria: learning type, learning intervention)

• Employee registers for an internal event session (criterion: learning intervention)

• Additional employee information is updated (e.g., shirt size or dietary preferences)

• New employee joins the academy

• Employee joins a team (criterion: team)

• Employee with a qualification requests new external training (criteria: qualification, qualification assignment, qualification status)

Step 3: Optional Employee Criteria

You can further refine the trigger with optional criteria such as:

• Language – actions apply only to employees with specific language settings

• Job title – actions apply to specific job titles

• Team – actions apply to employees in certain teams

Step 4: Add One or More Actions

You can choose from the following actions:

• Assign learning items
  Select the learning type and intervention. Set a deadline (e.g., 10 days after assignment) and optionally a delay (e.g., 5 days after the trigger is activated).

• Assign a qualification
  Select the desired qualification. Specify whether it’s mandatory or optional. You can also set what happens if the employee no longer meets the criteria (for example, after changing teams).

• Assign a role
  Select the role to assign. You can also set a delay and define what happens if the criteria are no longer met.

• Add to a team
  Select the team. You can also set a delay here.

• Send an email
  Choose an email template, sender, and reply address. You can also add additional recipients such as a manager. Optionally, preview the email and set a delay.

• Assign personal budget
  Give the budget a name, choose whether it’s limited or unlimited, and set a start and expiration date. You can also add a delay here.

Need help setting up triggers?
Feel free to contact our support department.