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# How to use Roadmaps in Workflows

# How to Use Roadmaps in Workflows

**In this article:**
* Overview
* Where Roadmaps appear in Workflows
* How to assign a Roadmap when someone joins
* How to assign a Roadmap when someone's profile changes
* How to run an action when a Roadmap level is completed
* Best practices
* Things to keep in mind
* FAQs
* Who can do this

## Overview
Workflows let you automate learning across your organisation using a simple **When … Then …** rule. Because Roadmaps are wired into Workflows both as a trigger and as an action, you can put career progression on autopilot — assigning the right Roadmap level to the right people as they join or change role, and kicking off the next piece of learning when they complete a level.

Prefer to watch? Here's a quick walkthrough:

${frame}[](https://www.loom.com/embed/eda9cb3b4a5a450e9da9a5ba91d25c29)

## Where Roadmaps appear in Workflows
Workflows currently offers eight triggers and eight actions. Two of them relate to Roadmaps:

* **Trigger — Roadmap is completed.** Fires when a person's Roadmap level is marked complete. You choose the Roadmap and then the specific **level**, so the Workflow only runs for that step of the journey.
* **Action — Assign a roadmap.** Assigns a Roadmap to the person who set the Workflow off. You choose the Roadmap and then the **level** they should start on.

Any trigger can be paired with the **Assign a roadmap** action, and the **Roadmap is completed** trigger can be paired with any action — so the two combine freely with the rest of the Workflows library.

## How to assign a Roadmap when someone joins
1. Go to **Settings → Workflows**.
2. Click **Create Workflow**.
3. Under **When**, select the trigger **Person joins**.
4. Optionally narrow who it applies to under **matching the following criteria**. You can match on **Position**, **Role**, **Manager**, **Country** and **State**, list several values in one condition with **Is any of**, and choose whether a person must match **all** or **any** of the conditions.
5. Under **Then**, select the action **Assign a roadmap**.
6. Choose the Roadmap, then choose the **level** the person should start on.
7. Leave **Notify people on assignment** switched on if you want the new starter to be notified, and switch on **Due date** if the level should have a deadline.
8. Click **Create Workflow**.

![](https://storage.googleapis.com/superpath-help-centre/how-to-use-roadmaps-in-workflows/01-person-joins-assign-a-roadmap_bfbea1e9.png)

Every matching new starter is now given that Roadmap level automatically.

## How to assign a Roadmap when someone's profile changes
1. Go to **Settings → Workflows** and click **Create Workflow**.
2. Under **When**, select the trigger **Profile is updated**.
3. Add the criteria that describe the change you care about, for example a **Position** or **Role** value that marks a step up. If several job titles mark the same step, list them in one condition with **Is any of** rather than building a Workflow for each.
4. Under **Then**, select **Assign a roadmap**, then choose the Roadmap and the **level**.
5. Click **Create Workflow**.

People move onto the right Roadmap level as their profile is updated, without anyone having to assign it by hand.

## How to run an action when a Roadmap level is completed
1. Go to **Settings → Workflows** and click **Create Workflow**.
2. Under **When**, select the trigger **Roadmap is completed**.
3. Choose the Roadmap, then choose the **level** whose completion should set the Workflow off.
4. Under **Then**, choose what should happen next — for example **Assign a roadmap** (to move the person on to the next level), **Assign a pathway**, **Add to team**, **Change user role** or **Send a notification**.
5. Click **Create Workflow**.

![](https://storage.googleapis.com/superpath-help-centre/how-to-use-roadmaps-in-workflows/02-roadmap-is-completed-trigger_1c91d473.png)

> **Tip:** Chaining a **Roadmap is completed** trigger to an **Assign a roadmap** action is the cleanest way to walk someone up a Roadmap level by level automatically.

## Best practices
* **Use clear, consistent Position and Role values** on your people records, so your criteria match the people you expect.
* **Start simple.** Get one Workflow working end to end before layering more on top.
* **Test with a small group** — or a single test person — before you rely on a Workflow for everyone.
* **Chain Roadmaps thoughtfully** so people are not handed more learning than they can absorb at once.
* **Publish the Roadmap first**, so the same Roadmap can also be assigned by hand from the Roadmaps list.

## Things to keep in mind
* A Workflow is **active as soon as you create it** — it starts responding to matching events straight away. Use the pause icon on the Workflows list if you need to stop it, and the play icon to reactivate it.
* Both the Roadmap trigger and the Roadmap action are **level-specific**. Selecting the Roadmap alone is not enough; pick the level too.
* Assigning a Roadmap creates a **Roadmap level record** against the person, not a normal learning assignment — it appears on their **Roadmaps** tab rather than in their assignments.
* **A person can only be on one Roadmap level at a time.** If they already have a level in progress, assigning a new one automatically marks the in-progress level as complete. Bear this in mind when you chain Workflows together.
* If the level's competency cells have **Auto Assign** switched on, the learning attached to those cells is assigned at the same time. Knowledge articles are the exception — they cannot be assigned.
* Only the **Notify people on assignment** and **Due date** options apply to the Roadmap action. Start date, the **For people who already have this learning** choice and recurring schedules are not offered for Roadmaps.
* Workflows must be switched on for your organisation before the area appears in **Settings**.

## FAQs
**Do I have to activate the Workflow after creating it?**
No. New Workflows are created active. If you would rather it did not run yet, pause it from the Workflows list.

**Can I trigger a Workflow when a whole Roadmap is finished, rather than a level?**
The trigger works at level granularity — you pick a Roadmap and one of its levels. To act on "the end of the Roadmap", choose the final level.

**Does the person get told when a Workflow assigns them a Roadmap?**
Yes, if **Notify people on assignment** is switched on. They receive a notification saying a new learning Roadmap has been assigned, which links straight to it.

**What happens if they are already on a different Roadmap?**
Their current in-progress level is marked complete and the new level becomes their active one.

**Where do I see whether a Workflow has fired?**
The Workflows list shows each Workflow's status, and the Roadmap itself shows who has been assigned it — see *How to View Learners on a Roadmap*.

## Who can do this
Workflows live under **Settings**, which is restricted to **Owners** and **Admins** — they are the only roles that can create, edit, pause or delete a Workflow, and the only roles holding the manage permission on the Workflow subject. **Managers**, **Content Managers**, **People Managers**, **Instructors**, **Employees** and **Restricted** users cannot access Workflows, even where they are allowed to build or assign Roadmaps themselves.