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# How to use Workflows to Automate your Learning Activities

# How to use Workflows to Automate your Learning Activities

**In this article:**
* Overview
* How a Workflow works
* Build a Workflow to automate learning
* Managing your Workflows
* Example learning automations
* Things to keep in mind
* FAQs
* Who can do this

## Overview
Workflows automate the repetitive parts of running your learning programmes. Rather than manually assigning the next course, enrolling people in a session, or sending out a survey each time, you set up a rule once and SuperPath does it for you — reliably, in the background, every time it applies. This keeps your onboarding, upskilling and compliance programmes moving without needing your constant attention.

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## How a Workflow works
Every Workflow pairs a **trigger** (the event that starts it) with an **action** (what SuperPath does in response). You choose the trigger under **When** and the action under **Then**.

The triggers most useful for automating learning are the completion events:

* **Pathway is completed**
* **Content is completed** (a single Library item)
* **Event is attended**
* **Form is submitted**
* **Roadmap is completed**

You can also trigger off people and Team changes — **Person joins**, **Profile is updated** and **Person is added to team** — which is handy for onboarding automations.

The actions you can take include assigning more learning or moving people around:

* **Assign a pathway**
* **Assign a content**
* **Assign an event**
* **Assign a form**
* **Assign a roadmap**
* **Add to team**
* **Change user role**
* **Send a notification**

For the full list of options and how to narrow a trigger with criteria, see *How to Choose a Workflow Trigger* and *How to Choose a Workflow Action*.

## Build a Workflow to automate learning
This example auto-enrols people into a follow-up course once they finish an onboarding course.

1. Go to **Settings → Workflows**.
2. Click **Create workflow** to open the Workflow builder.

![](https://storage.googleapis.com/superpath-help-centre/how-to-use-workflows-to-automate-your-learning-activities/01-workflows-list-create-button_b7a568ca.png)

3. Under **When**, choose the trigger — for this example, **Content is completed** — then search the Library and select the content the learner must complete (for example *Sales Onboarding*). You can narrow it further with criteria such as level, type or tag.
4. Under **Then**, choose the action — for this example, **Assign a content** — then search for and select the content to assign next.

![](https://storage.googleapis.com/superpath-help-centre/how-to-use-workflows-to-automate-your-learning-activities/02-workflow-builder-when-then-filled_8775ec83.png)

5. Set any optional assignment rules: **Notify people on assignment** (on by default, so the learner is told about the new enrolment), a **Start date**, a **Due date** (a fixed date or a number of days after assignment), a yearly **Recurring schedule**, and your choice under **For people who already have this learning** (**Assign only if completed (default)**, **Always assign** or **Never assign**).
6. Click **Create workflow** to save.

Your Workflow is created as **Active** straight away and begins responding to matching completions immediately. For the full end-to-end walkthrough, see *How to Create a Workflow*.

## Managing your Workflows
Your Workflows appear on the **Settings → Workflows** list, with a **Status** column showing whether each is **Active** or **Disabled**.

* To pause a running Workflow, click the **pause** icon in its row; to restart a paused one, click the **play** icon.
* To change how a Workflow behaves, edit it — your changes take effect immediately.
* To remove a Workflow permanently, delete it.

![](https://storage.googleapis.com/superpath-help-centre/how-to-use-workflows-to-automate-your-learning-activities/03-workflows-list-status-actions_018376f2.png)

See *How to Pause or Activate a Workflow*, *How to Edit a Workflow*, *How to Duplicate a Workflow* and *How to Delete a Workflow* for the individual steps.

## Example learning automations
* When someone **completes an onboarding course**, assign the next course in the sequence.
* When someone **completes a Pathway**, assign a **Form** as a post-learning survey.
* When someone **attends an Event**, assign a follow-up Form to capture feedback.
* When a **new person joins**, assign the code-of-conduct course to review.
* When someone is **added to a Team**, assign that Team's onboarding Pathway.

## Things to keep in mind
* Workflows are only available on a paid (business) plan. If you don't see the feature, contact SuperPath Support to enable it.
* Each Workflow has exactly one trigger and one action. To automate more than one thing off the same event, create additional Workflows.
* Workflows respond to events as they happen once active — they don't retroactively process people who already met the trigger in the past.
* New Workflows start out **Active**. If you want to review one before it runs, pause it after creating it.

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

**Will a Workflow apply to people who already completed the learning before I set it up?**
No. Workflows only act on events that happen after the Workflow is active.

**Can one Workflow do several things at once?**
No — one trigger, one action per Workflow. Build several Workflows to chain multiple outcomes off the same event.

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