Workflow Behaviors

Summary

Workflow Behaviors allow many different types of functionality to be attached to a Workflow Action button. They are often used to send notifications and trigger 3rd party integrations.

Overview

Workflows provide a powerful way of describing a data collection and review process, but real-world implementations need to do much more than that to be useful. Workflow Behaviors allow those data entry forms to be extended in many different ways, such as:

Sending email notifications to alert people of a change in status
Triggering other Workflow Actions, to chain business events together
Updating data attributes of the current Workflow that were not present on the data entry form (usually used in conjunction with Template attributes or comparison rules to implement custom business rules)
Updating other Workflows, to implement business scenarios that cut across multiple people or applications
Triggering 3rd party integrations

Behaviors can be attached to these aspects of a Workflow:

Workflow Actions
Workflow Steps (for scheduled execution)
Workflow Completion Status (for execution when the Workflow reaches a terminal state with a specific status)

Behavior triggers

Behaviors can be "triggered" in multiple ways:

Workflow Action Trigger: Behaviors can be attached to specific Actions and are executed whenever the Action is performed (either through the UI or programatically)
Completion Status Trigger: Behaviors can be attached to the terminal states (either successful or unsuccessful) and are executed whenever the Workflow is moved into that state
Scheduled Interval Trigger: Behaviors can be attached to specific Workflow Steps and are executed on a recurring basis (daily, monthly, etc) by the nightly "Scheduled Task" automation

Conditional execution

As of 10.4, Behaviors can be conditionally executed based on a Comparison Rule. See Conditional Behaviors

Behavior Types

(Note: some Behaviors apply only to specific Workflow Types)

Behavior Name	Function / Notes	Supported Triggers	Supported Workflows
Add Member Role to Print Queue	Adds the "owning Member Role" (which is different for each Workflow type) to a Print Queue, so that one or more printed documents will be generated. The target queue can be specified explicitly, or the queue name can be derived from a Workflow Attribute. The latter allows multiple credentials to share a Workflow, for instance, but have separate Print Queues for each credential.		Create Activity Complete Activity Complete Learning Plan Grant / Edit Role
Call External API	Calls an external API and stores the result in a specified Attribute	Workflow Action Completion Status Scheduled Interval
Generate PDF	Evaluates a System Template, converts the result to a PDF, and stores the file in an S3 File Library or an S3 Upload Attribute.	Workflow Action Completion Status Scheduled Interval	All
Issue or Replace Credly Badge	Issues a digital badge through the Credly Acclaim platform.	Workflow Action Completion Status Scheduled Interval	Create Activity Complete Activity Complete Learning Plan Grant / Edit Role
Perform a Bulk Activity Action	Triggers the processing of a specified Workflow Action for all matching Activities on a Learning Plan	Workflow Action Completion Status Scheduled Interval
Run Stored Procedure	Immediately executes a custom Stored Procedure. Note: the changes made by this procedure might not be immediately visible to other Behaviors that were triggered at the same time, depending on which entities are currently in memory.	Workflow Action Completion Status Scheduled Interval
Send a Group Email	Sends an email to a group of individuals with a specific Role.	Workflow Action Completion Status Scheduled Interval
Send Email to Assignee	Sends an email to an Assignee using a Workflow Step Assignee template. This email can contain a link for the Assignee to use to assess all assignments.	Workflow Action Completion Status Scheduled Interval
Send Email to Email Address	Sends an email to a recipient specified by an Email Address attribute.	Workflow Action Completion Status Scheduled Interval
Send Email to Member	Sends an email to either the Workflow Owner or to a member specified in a Member attribute.	Workflow Action Completion Status Scheduled Interval
Send Email to Offering Attendees	Sends an email to all members that have a selected the offering via a Seat Assignment Attribute . Can be filtered by Seat Assignment status.	Workflow Action Completion Status Scheduled Interval	Create Offering
Send Exam Eligibility to Pearson VUE	Sends an "Authorization to Test" notification to Pearson VUE, which establishes a candidate record and allows the member to schedule their exam.	Workflow Action Completion Status Scheduled Interval
Send Exam Eligibility to Prometric GEE	Sends an "Authorization to Test" notification to Prometric's Generic Eligibility Engine, which establishes a candidate record and allows the member to schedule their exam.	Workflow Action Completion Status
Send Exam Eligibility to PSI Atlas	Sends an "Authorization to Test" notification to PSI's "Atlas" system, which establishes a candidate record and allows the member to schedule their exam.	Workflow Action	Complete Activity
Send to Queue	Adds a custom message to a message queue for out-of-band processing. Commonly used to integrate with 3rd party APIs that do not have "first-class" support in LearningBuilder. This is an advanced configuration feature and often requires custom programming in the Integration Hub to process the messages.	Workflow Action Completion Status Scheduled Interval
Update Address Attribute From Profile Address	Updates an Address Attribute, populating it from a specified Profile Address.	Workflow Action Completion Status Scheduled Interval	Create Activity Complete Activity Complete Learning Plan Grant / Edit Role
Update Cycle and Reporting Dates for Learning Plan Instance	Updates the Cycle and Reporting Dates on a Learning Plan Instance	Workflow Action Scheduled Interval	Complete Learning Plan
Update Member Role Attribute	Updates an attribute on one of the Workflow Owner's Member Roles. The specific Role to update is specified in the Behavior configuration. Note: this behavior does not support Multi-Instance Member Roles.	Workflow Action Completion Status Scheduled Interval
Update Owner Profile	Updates properties of an underlying `Member`, setting them from specific attributes on a `Member Role`	Workflow Action Completion Status Scheduled Interval	Grant / Edit Role
Update Workflow Instance Status	Can modify the `Completion Status` and `Current Step` properties of a `Workflow Instance`. Multiple Behaviors can be added to a Save action, each with different Conditional Behavior rules, to dynamically modify the Workflow status.	Workflow Action	Create Activity Complete Activity Complete Learning Plan Grant / Edit Role
Update Workflow Instance Attribute	Updates a specified Attribute on the Workflow's "Write-To" entity	Workflow Action Completion Status Scheduled Interval
Update Member Role Attribute	Updates a Member Role attribute matching specified criteria	Workflow Action Completion Status Scheduled Interval	Create Activity Complete Activity Complete Learning Plan Grant / Edit Role
Update Member Role Attribute for Activity Instance	Updates a Member Role Attribute on all `Member Roles` that own a Learning Plan Instance that contains the triggering Activity Instance. This can be used to copy data from an Activity Instance to its owning Member Role(s).	Workflow Action Completion Status Scheduled Interval	Complete Activity
Update Member Role Attribute for Learning Plan Instance	Updates Member Role Attributes for the Member Role that owns a Learning Plan Instance	Workflow Action Completion Status Scheduled Interval	Complete Learning Plan
Workflow Step Action	Performs a Workflow Action as if a user had clicked the button (including executing any Behaviors attached to that Action)	Scheduled Interval
Send Exam Eligibility to Prolydian	Sends an "Authorization to Test" notification to Prolydian's system, which establishes a candidate record and allows the member to schedule their exam.	Workflow Action	Complete Activity
Send to Learning Hub	Publishes a Workflow's data to the Learning Hub	Workflow Action	Complete Activity