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# How to Create a Workflow

# How to Create a Workflow

**In this article:**
* Overview
* How to create a workflow
* Things to keep in mind
* FAQs
* Who can do this

## Overview
Workflows automate the repetitive parts of running your learning programmes. Each Workflow pairs a **trigger** (the event that starts it — such as a new person joining or a Pathway being completed) with an **action** (what SuperPath does in response — such as assigning a Pathway or adding the person to a Team). Once a Workflow is active it runs automatically in the background, so your onboarding, compliance and upskilling programmes keep running without you having to lift a finger.

This article walks through creating a Workflow end to end. For a deeper look at the individual options, see *How to choose a workflow trigger* and *How to choose a workflow action*.

## How to create a workflow
1. Go to **Settings → Workflows**.
2. Click **Create workflow**. This opens the Workflow builder at a blank **Create new workflow** screen.

![](https://storage.googleapis.com/superpath-help-centre/how-to-create-a-workflow/01-list-create-button_984c6ddf.png)

3. Under **When**, choose a trigger from the dropdown (for example, **Person joins** or **Pathway is completed**).
4. If the trigger relates to a specific item, pick it next, for example the specific Pathway, Form, Event, Roadmap or Team. Some triggers also let you narrow the trigger with **criteria** (such as a person's Role, Manager or country), so the Workflow only runs for the people who match. A condition can list several values with **Is any of**, and with two or more conditions you choose whether a person must match **all** or **any** of them. See *How to choose a workflow trigger*.
5. Under **Then**, choose an action from the dropdown (for example, **Assign a pathway** or **Add to team**).
6. Select the specific item the action applies to — for example the Pathway to assign or the Team to add the person to.
7. For assignment actions, set any optional rules: **Notify people on assignment**, a **Start date**, a **Due date**, a **Recurring schedule**, and your choice under **For people who already have this learning** (**Assign only if completed (default)**, **Always assign** or **Never assign**).

![](https://storage.googleapis.com/superpath-help-centre/how-to-create-a-workflow/02-builder-when-then-filled-in_53c1d872.png)

8. Click **Create workflow** to save.

Your new Workflow is created as **Active** straight away, so it begins responding to matching events immediately.

> **Tip:** If you want to build and review a Workflow before it starts running, create it and then pause it from the Workflows list — see *How to pause or activate a workflow*.

## Things to keep in mind
* Workflows are only available on a paid (business) plan. If you don't see the feature, the Workflows screen shows an upgrade message with a link to contact SuperPath Support.
* You must choose both a trigger and an action, and select the specific item the action applies to, before the Workflow can be saved.
* If your trigger is **Profile is updated**, you must add at least one criterion — otherwise the Workflow can't be saved.
* A Workflow triggered by a change to a person's Role cannot use the **Change user role** action. That combination is blocked to prevent loops.
* New Workflows start out **Active**. If you're not ready for it to run, pause it after creating it.
* With **Recurring schedule?** on, an assignment action assigns as soon as the Workflow runs, then again every number of years you set in **Every** (1 to 10), up to the total in **Repeat for** (20 at most). The first assignment counts towards that total. The sentence under the fields spells out the cycle, for example *Assigned when the workflow runs, then every 3 years, 4 times in total.*

## FAQs
**Does my Workflow start running as soon as I create it?**
Yes. A newly created Workflow is set to **Active** and starts responding to matching events immediately. Pause it if you want to hold it back.

**Can one Workflow cover several job titles or locations?**
Yes. Use **Is any of** to list up to 10 values in one condition, or set the conditions to match **any** so that meeting one is enough. You no longer need a separate Workflow for each value.

**Can a Workflow repeat an assignment every few years?**
Yes. Turn on **Recurring schedule?** on an assignment action, leave **Repeat** on **Yearly** and set **Every** to the number of years between assignments. The first one is assigned when the Workflow runs.

**How many triggers or actions can one Workflow have?**
Each Workflow has a single trigger and a single action. To automate more than one thing off the same event, create additional Workflows.

**Will a Workflow apply to people who already met the trigger in the past?**
No. Workflows respond to events as they happen after the Workflow is active — they don't retroactively process historic events.

## Who can do this
Only **Owners** and **Admins** can create Workflows. **Managers**, **Content Managers**, **People Managers**, **Instructors**, **Employees** and **Restricted** users cannot. Workflows are also a paid-plan feature, so the option only appears for accounts where it has been enabled.