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Workflows

Messaging workflows send training invitations and reminders to a target group. A workflow combines relevant contents, target group rules, messages, delays, schedule settings, and results tracking.

Messages are sent only when the workflow runs. A workflow can be run manually or scheduled to run automatically.

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Scheduled workflows include a safety check. When the number of new first-message recipients increases above the workflow safety threshold, scheduled execution is paused until the increase is confirmed manually.

In this section​

Create a new workflow​

New workflows start with general workflow information and a workflow template.

The General section contains:

  • Name – the workflow name.
  • Short description – a short description of the workflow purpose.
  • Relevant contents – one or more contents that the workflow invites or reminds users about.
  • Permission labels – the relevant
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The Workflow template section contains:

  • Invitation – a workflow with a single invitation message.
  • Invitation with a follow-up reminder – a workflow with an invitation, a delay, and a reminder for users who did not complete the training within the delay.
  • Invitation with follow-up reminders to the trainee and their manager – a workflow with user reminders and a manager reminder.
  • Invitation with follow-up reminders to the trainee, their manager and HR business partner – a workflow with user, manager, and HR business partner reminders. This template appears only when HR business partner recipients are enabled.

Messages and delays can be added to or removed from the workflow after creation.

Edit a workflow​

The workflow page shows summary cards for Target group, Completion rate, Open rate, and Click rate.

Available workflow actions can include:

  • Delete – deletes the workflow when the administrator has permission and the workflow is editable.
  • Add message – adds a message step to the workflow.
  • Add delay – adds a waiting period before the next message.
  • Add delay and repeat last message – adds a repeat step for the previous message.

Managing the workflow is divided into:

  • Workflow – status, general information, owner, and schedule.
  • Target group – context filters, additional filters, target users, and excluded users.
  • Message – message selection, recipient type, message types, previews, processed targets, and next targets.
  • Delay – waiting period before the next workflow item.
  • Delay and repeat last message – waiting period followed by resending the previous message.
  • Results – workflow outcome metrics and users that passed through the workflow.

Workflow​

The Workflow section contains the Status, General, Owner, and Schedule tabs.

Status​

The Status tab contains:

  • Validation – detected errors and warnings. Errors must be fixed before the workflow can be started.
  • Scheduled execution – current schedule state, estimated recipients, safety-threshold information, Start scheduled execution, Stop scheduled execution, and Confirm increase in targets when applicable.
  • Run workflow – current run state, estimated recipients, Run workflow immediately, and Stop workflow when applicable.

General​

The General tab contains:

  • Name – the workflow name.
  • Short description – a short description of the workflow purpose.
  • Relevant contents – the contents used for target group filters and message variables.
  • Permission labels – labels controlling access to the workflow.

Owner​

The Owner tab contains Scope and Ownership information.

Workflow scope limits who can receive messages. For example, if the workflow owner's user scope is limited to Finnish users, the workflow cannot send messages to users outside that scope.

The Owner tab can include:

  • Current workflow scope – the user scope currently attached to the workflow owner.
  • Update scope – updates the workflow scope to the current owner's scope.
  • Claim ownership – makes the current administrator the workflow owner and replaces the workflow scope with their current scope.

Even when the owner scope already limits recipients, define the intended target group explicitly under Target group. Owner scope can change later.

Schedule​

The Schedule tab controls automatic workflow execution.

Schedule options include:

  • manually – no automatic schedule.
  • daily – runs every day.
  • weekly – runs every week on the selected weekday.
  • bi-weekly – runs every even week on the selected weekday.
  • monthly – runs every month on the selected day.
  • on a certain date – runs once on the selected date.

The schedule form can include Day of week, Day of month, Date, Hour, Time Zone, and End date depending on the selected schedule.

After defining a schedule, use Start scheduled execution on the Status tab to activate it.

Target group​

The Target group section contains Context filters, Additional filters, Target group, and Excluded tabs.

Context filters​

Context filters define the initial recipient group from the workflow's relevant contents.

The Assignment section contains:

  • Include mandatory assignees – include users assigned as mandatory.
  • Include recommended assignees – include users assigned as recommended.
  • Include optional assignees – include users assigned as optional.

If no assignment options are selected, the initial group can include all users in the

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, subject to the other filters and owner scope.

The Completion section contains:

  • Exclude users who have an active completion for all selected contents – exclude users who already completed the relevant contents.
  • Include only users whose completions have expired – include only users with expired completions.

The Miscellaneous section contains:

  • Include only users haven't gotten a message about all of the selected contents before – limits the group to users who have not previously received a message about all selected contents.

The Owner section shows how the workflow owner's user scope further restricts the target group.

Additional filters​

Additional filters narrow the context-filter target group by user fields. This tab uses the assignment/filtering interface, including Filter by rule, Filtering results, Manual filtering, and Manually filtered sections where available.

For example, a workflow can include mandatory assignees for a training and then narrow them to users in Finland.

Target group list​

The Target group tab lists users currently included in the workflow target group.

Excluded​

The Excluded tab lists targets excluded from the workflow and includes Exclude current target group when the administrator can edit the target group.

Excluded targets do not receive further messages from this workflow, even if they received earlier messages. Excluding the current target group is useful for workflows such as welcome messages, where existing users are excluded and only new users entering the target group receive future messages.

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Excluding users from the target group cannot be undone.

Sending messages only to a predefined target group​

To send a workflow only to a predefined target group, make sure the group is included by both content access and workflow filters:

  1. Assign the relevant content to the predefined group, or verify that an existing assignment already covers it.
  2. In Context filters, include the assignment types and completion state that allow the predefined group into the initial workflow target group.
  3. In Additional filters, define the predefined group with the assignment/filtering interface.
  4. In Target group, verify that only the intended users are included.

Message​

The Message section contains Message, Preview, Processed targets, and Next targets tabs.

Message settings​

The Message tab contains:

  • Message or template – the message or template selected for this workflow step.
  • New message – creates a new message from the workflow step.
  • Target user – sends the message to the user, the user's manager, or the user's HR business partner when that recipient type is enabled.
  • Message types – Send email, Send push notification, Send SMS, or Send SMS when email address not available, depending on enabled messaging features.

Manager and HR business partner recipients receive one message that can list all relevant target group users.

Preview​

Preview shows how the workflow message looks as email, push notification, or SMS with sample variable values.

Processed targets​

Processed targets lists users already processed by the message step. The table can show when the message was sent, whether it was opened, whether a link was clicked, and which message types were sent.

Open and click information can be affected by privacy protection and mail client behavior.

Next targets​

Next targets lists users who will receive the message the next time the workflow runs.

Delay​

Delay gives recipients time to complete the content before they move to the next workflow item.

The Delay section contains:

  • General – the delay length.
  • Delayed targets – users currently waiting in the delay step.

Different users can be at different points in the delay depending on when they received the previous message.

Delay and repeat last message​

Delay and repeat last message works like Delay, but resends the previous message instead of moving to a later message.

The section contains:

  • Delay – how long the user has to complete the contents before the previous message is repeated.
  • Repeat – how many times the previous message can be repeated, from 1 to 10.

Results​

Results show workflow outcome metrics and users that have passed through the workflow.

The Results section includes:

  • Total messages sent – total sent workflow messages.
  • Incomplete still in workflow – users still incomplete and still moving through the workflow.
  • Incomplete after workflow – users still incomplete after reaching the end of the workflow.
  • Overall completion rate – completion rate for the workflow target group.

View existing workflows​

Use Messaging > Workflows to review existing workflows.

The Workflows table shows columns such as Name, Status, Scheduling, Has errors?, Targets, Completed, Opened, Clicked, and Updated.

Status values include:

  • Stopped – the workflow is not sending messages.
  • Starting – the workflow is about to start running.
  • Running – the workflow is running and may send messages.

Scheduling values show whether automatic execution is on or off. Has errors? indicates whether the workflow has validation issues. Targets, Completed, Opened, and Clicked summarize the current target group and messaging results.

Available actions can include Add for creating a new workflow.