🧠 SmartArena Workflow Automation – Quick Introduction
With SmartArena's workflow automation, you save time and reduce manual work. The module lets you create rules using triggers, conditions, and actions to automatically perform tasks — for example, enrolling a user in a course when their role changes or they move to a different branch.
This guide will walk you through creating, editing, and managing automations in just a few simple steps – from choosing a trigger to assigning an action.
Ready? Let’s go!
How to Use
Step 1: Viewing and Managing Automations
Once you navigate to the Workflow Automation module, you’ll land on the Index page. Here’s what you can do:
🔍 Overview of the Index Page
Title & Description: At the top, you’ll see a description of how workflow automation works – it helps streamline repetitive tasks by assigning conditions and actions to triggers.
Tabs:
My Automations: Displays automations you've created.
Automation Templates: (Coming soon) Use pre-built automation templates.
📋 Understanding Automation Cards
Each automation is shown as a card, and contains:
Title (e.g., “On boarding”)
Description (e.g., “on created”)
🛠️ Available Controls for Each Automation
On the right side of each card:
Toggle On/Off: Enable or disable this automation.
✏️ Edit: Modify existing automation settings.
🗑️ Delete: Permanently remove the automation.
➕ Creating a New Automation
Click the + New Automation button on the top-right to begin creating a new rule.
👉 This will take you to the Create Wizard (Step 2).
🛠️ 2. Step-by-Step Wizard: Creating or Editing a Workflow
After clicking + New Automation or the ✏️ Edit button, you'll enter a wizard that guides you through the automation setup in 4 clear steps.
➤ Step 1: Basic Details
This step sets the identity and purpose of your automation.
Name: A short and descriptive title for the automation (e.g., "Sales Onboarding", "Role Change Compliance").
Description: A few lines explaining what this workflow does (e.g., "Enroll new users from the Sales branch into the onboarding course").
💡 Tip: Choose names and descriptions that help your team quickly recognize what the automation does.
Click Next to continue.
➤ Step 2: Trigger – When should the automation activate?
This is the event that starts your automation. Only one trigger can be selected per automation.
Available Triggers:
Trigger Value | Description |
| When a new user is added to the system |
| When a user is moved to a different branch |
| When a user’s location changes |
| When a user’s workplace changes |
| When a user is assigned to a new group |
| When a user’s role is updated |
What to do:
Click on the desired event.
A blue outline and checkmark will show your selection.
💡 Note: You can use different triggers across different automations to handle onboarding, compliance, or training flows.
Click Next when you’ve selected a trigger.
➤ Step 3: Conditions – Who does the workflow apply to?
This step lets you filter the users the workflow should apply to — so it's not triggered for everyone.
Common Conditions:
Condition | Description |
| Target users in specific branches |
| Target users in specific locations |
| Target users in specific workplaces |
| Target users who belong to certain groups |
| Target users with specific roles |
| Target users where their email contains a string |
How to use:
Click on a condition card (e.g., Branch).
A popup opens with a searchable and paginated table.
Select the value you want (e.g., “Sales” branch).
Click Add – the condition appears in the list below.
You can:
Add more conditions
Choose AND/OR operators between them
Edit or delete existing ones
💡 Examples:
"Users in Branch = Sales AND Role = Manager"
"Users in Group = Onboarding OR Location = HQ"
Click Next when you’ve finished adding your conditions.
➤ Step 4: Actions – What should happen when conditions are met?
This defines what the system does when the automation is triggered and the user matches the conditions.
Current Action:
Action Type | Description |
| Automatically enroll the user in a specific course |
How to use:
Click the “Enroll in Course” card.
A popup with all available courses appears.
Select the course and click Add.
The action appears below with its title.
You can edit or remove it anytime.
💡 You can only select one action per workflow for now. More action types may be added in future versions.
Click Review to preview your automation.
🔸 Final Step: Review
You’ll see a clear summary of your automation:
Name
Description
Trigger
Conditions (each with logical operator)
Actions
Make sure everything is correct. You can go back to any step to make changes.
Click Finish to save the automation 🎉
