❗️ This feature is only accessible to Super Admins. Automation rules can be very useful but also a bit tricky at first. If you've never used these rules, we recommend you read this article thoroughly and then test the rule setup before activating it for your end-users. For further assistance on how to set up automation rules, please contact your Customer Success Manager at Learnster.
About Automation Rules
Automation Rules are used to automate processes and workflows related to your users in Learnster. An example is to automatically push the right courses to the right users at the right time.
Automation Rules are based on conditions and actions. When a condition is true, it triggers an action. For example: if condition X is true, then action Y is executed.
How to create an Automation Rule
Go to Learnster Studio.
Click Automation in the left side menu.
Choose Advanced Rules.
Click New Automation Rule.
5. Choose a Rule name.
6. Add condition(s).
7. Add action(s).
8. Set Status to ON.
9. Click Save Changes.
10. Now you can find your active Automation Rule in the menu to the left.
ℹ️ This is a simple example of an Automation Rule. It states that; if a user has completed the course "Onboarding 1" then that user will be added to the course "Onboarding 2". Be sure to explore the rest of this article to understand the full utility of automation rules.
Advanced Automation Groups
You are able to create folder-like groups to easier oversee and manage your automation rules. This helps if you find yourself with a large quantity of automation rules. Groups can also be created for Tags.
Create groups and add automation rules:
Open Studio, choose Automation in the left menu and click Advanced Rules.
Hover over the Advanced Automation Groups headline in the automation menu and click the + symbol that appears next to it.
Name your new group and click Submit.
Go to Advanced Rules and click on the rule you want to add to a group.
Click Add to group and choose group to add the rule to and click Save Changes.
Now the rule is shown in the group under Advanced Automation Groups.
When creating an Automation Rule you always start with stating the condition for the rule. The rule condition is what decides when certain actions should be carried out. Simply put; if the condition is true it will trigger an action.
💡 Try the logic of your condition by putting an imaginary 'if' before your condition. For example: the condition
'User has tag X' can be read as 'IF user has tag X'.
If the condition is true, then your actions will trigger.
You can choose from the following Conditions:
New user - this condition is true when a new user is created in Learnster. This condition triggers once, and only once, when the account is created and not when the user logins for the first time. A typical use case for this condition is to create an onboarding flow for new employees.
User has tag - this condition is true when a user is assigned the specified tag.
User has title set to - this condition is true when a user is assigned with the specified title.
User company set to - this condition is true when a user is assigned with the specified company.
User has office set to - this condition is true when a user is assigned with the specified office.
User has country set to - this condition is true when a user is assigned to the specified country.
User is enrolled on the course - this condition is true when a user is enrolled on the set course.
User has completed the course - this condition is true when a user has completed the set course
User is enrolled on a course in the category - this condition is true when a user is enrolled on a course that is part of the specified category.
User's course progress is more or equal to X percent - this condition is true when the course progress for a user changes and the progress is more or equal to set percentage for the specified course.
User's course progress is less or equal to X percent - this condition is true when the course progress for a user changes and the progress is less or equal to set percentage for the specified course.
User is member of the team - this condition is true when a user is added as member to the specified team.
User was created before this date - this condition is true when a users is added to Learnster before set date.
User was created after this date - this condition is true when a users is added to Learnster after set date.
Condition is always true - this condition is always true. Hence, it will always trigger the action. This is a useful condition if you have an action that should always trigger for all users.
Tag Rule conditions are true - For more advanced conditions you can create a separate automation rule that only contains conditions, but no actions. Then you can link to those conditions in other automation rules to create more complex automation flows.
You can create rule conditions that consist of several rows of conditions combined into one. To add a new condition row, click the +button to the right. You need to link the conditions together by adding the words AND, OR, NOT to state the concluded condition for the Automation Rule. This is done by drag & drop (see video below).
Combining conditions using AND, OR, NOT could look something like this:
if condition X AND condition Y is true, then action Z should be executed.
if condition X OR condition Y is true, then action Z should be executed.
if condition X is true but NOT condition Y, then action Z should be executed.
❗️ Please note that it's not possible to combine several conditions using both AND & OR in the same rule. If you want to create a condition that requires this, feel free to contact your responsible customer success manager at Learnster for assistance.
Now, after you've stated your condition for the rule, you need to define the actions that should be carried out when the rule condition is true. These actions will only affect the users that are subject to the stated condition of the rule.
You can choose from the following actions:
Add user to a course - this action will add users to a specified course
Remove user from a course - this action will remove users from a specified course
Add users to Tag - this action will assign a specified tag to users
Remove user from a tag - this action will remove the specified tag from users
Set course progress to 0% - this action will set users course progress to 0% for a specified course
Set course progress to 100% - this action will set users course progress to 100% for a specified course
Set course as passed - this action will set a specified course as passed for users
Set course as failed - this action will set a specified course as failed for users
Add user to a team - this action will add users to a specified team (flip the switch to make users Team Managers of the team)
Remove user from a team - this action will remove users from a specified team
Set user as Instructor for a course - this action will set users as Instructor for a specified course
Set user as Content Designer for a course - this action will set users as Content Designer for a specified course
Set user as inactive - this action will inactivate users
Delete user - this action will delete users
Remove scheduled action - this action can be used to clear actions that has been scheduled to run in the future but has not been executed yet.
Send notification - this action will send a defined custom message to users
Schedule the actions
You can choose to "Schedule the action" if you want the actions of the rule to be carried out at a certain time and date. This will only affect the date of when the actions are carried out and not whether the condition is true or not until the set date.
For example: If you activate an automation rule on January 1st that has the condition
"User has tag X" and the action
"Add user to course Y". Then if the actions are scheduled for February 1st, all users that have been assigned the tag X from January 1st will be added to the course Y on February 1st. Users that is assigned with the tag X after February 1st will be added immediately to the course Y.
ℹ️ You can choose to schedule the actions both to a specific date or after a certain number of days. Click "Save Changes" and then click "Schedule Actions" to schedule the actions.
Reverse actions when not true (only actions done by this rule will be reversed)
By enabling the "Reverse actions when not true" setting, executed rule actions will be reversed when the rule's conditions are not true any longer.
For example, if you have a rule with the following conditions and action:
This adds all employees that are project managers to the "Project Managers" Team. If "Reverse actions when not true" is enabled, employees that have been assigned to the "Project Managers" team by this rule will automatically be removed from this team if they change position (tag) from project managers to a different role.
For some conditions, it's convenient to be able to automatically click the "Run Actions button" on a periodical schedule. To do this, check the Periodic box and choose how often to run the actions.
ℹ️ Periodic only applies to "Run Actions". Continue to read below to understand how the functions can be combined 💡
One of the nifty things with Automation Rules is that they only apply to events that happen in the future. For instance, if you activate a tag rule with the following conditions;
IF user has the tag
Employee AND user has company set to
=> Add user to course
then users that already has the tag
Employee and company set to
Learnster won't be affected by this rule. The rule will only be evaluated and trigger actions when future changes happen to users' tag assignments or company attribute. For example when someone is added to company Learnster.
However, sometimes you don't only want a rule to be applied for future conditions, but also for current state. For this, we have the "Run Actions" button, which evaluates the current state of the system and applies the rules according to the current state of the users.
ℹ️ To run actions, click Save Changes and then click Run Actions. Please note that sometimes it can take a while to run the tag actions through the entire system. You can always leave the page while the tag actions are running.