With Smart Arena's workflow automation, you save time and reduce manual work.
The module lets you create rules using triggers, conditions, and actions to automatically enrolling a user in a course when their role changes or they move to a different branch.
How to Use?
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:
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.
Each automation is shown as a card, and contains:
Title (e.g., “On boarding”)
Description (e.g., “on created”)
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.
➕ How to create 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 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").
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.
If you want to add more available courses to the same automation, repeat this process for each course.
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 🎉
