Skip to main content

Creating workflows (automatic re-enrolments)

  • Updated

Workflows automate re-enrolments in Form LMS. For example, if a course must be completed annually (such as GDPR training), you can set up a workflow to re-enrol learners automatically.

✅ Before you start: You need the Site Admin or Admin role.

You can also use workflows to assign a follow-on course after one is completed. For example, enrol learners onto Safeguarding Level 2 after they complete Level 1.

This guide covers workflows for digital training courses. The same approach applies to events. A guide to setting up an event workflow is also available.

Create a workflow

  1. Go to People → Workflows and click Create Workflow.
  2. Fill in the mandatory fields (marked with an asterisk):
    • Name: A name to identify the workflow.
    • Description: Describe what the workflow does.
    • When learners from: Select the target audience. Choose one or more groups or organisation units. You cannot select both in the same workflow.
    • Have completed: Select the source course. Completing this course triggers the workflow.
    • Enrol to: Select the target course. Learners are enrolled here after completing the source course and the set time period has passed.
    • Timeframe: Choose when the workflow triggers. 
      • Immediately: Learners are enrolled on the target course as soon as they complete the source course.
      • Scheduled: Set a delay between completion and enrolment. For example, 365 days (52 weeks) for annual re-enrolment. 
    • Status: Active by default. Set to Inactive to save the workflow as a draft without running it.
  3. Click Create at the top of the page.

Your workflow now appears in the workflows list.

Workflows menu

The workflows list shows the name and description of each workflow. You can search by name or keyword using the search box. Click Filter to reveal additional filter options.

Click Explore logs at the top to review which workflows have run. The log shows whether each run was successful. If a run failed, the log explains why (for example, insufficient licences for course enrolments).

Edit a workflow

Find the workflow you want to change and click Edit on that row. Update the settings as needed. You can also deactivate or reactivate the workflow. Click Update at the top of the page to save your changes.

Delete a workflow

Click the three-dot menu on the workflow row and select Archive. The workflow is removed from the workflows page.

Related articles