Overview

Workflows represent a process that modifies a “thing” in the system.

That "thing" is the Workflow's Write-To Entity. When a user fills out the form on a Workflow Popup, those values are written into the Attributes of this Write-To Entity.

Each Workflow also has read-only access to one or more Reference Entities.

When configuring a Workflow, you can generally access any Attribute that is defined for the Write-To or Reference Entities, although you can only modify the Attributes of the Write-To Entity.

Examples

Workflow Type	Example use case

Workflow Type

Example use case

Create Activity

Creates / modifies data for a Course.

Write-To Entity is the Activity Definition being modified.

Reference Entities are:

The Provider Member Role that owns the Activity

Complete Learning Plan

Creates / modifies data for a specific user’s application for a specific Credential.

Write-To Entity is the Learning Plan Instance being modified.

Reference Entities are:

The Member Role that owns the Learning Plan Instance
The Learning Plan Definition that defines the application process
The Tenant that the Credential relates to

Workflow Type / Entity Matrix

Workflow Type	Purpose	Activity Definition	Activity Instance	Member Role	Learning Plan Definition	Learning Plan Instance	Tenant

Workflow Type	Purpose	Activity Definition	Activity Instance	Member Role	Learning Plan Definition	Learning Plan Instance	Tenant
Create Activity	Creates a new Activity	Modifies	No Access	References	No Access	No Access	No Access
Complete Activity	Records that a Practitioner has completed a specific Activity	References	Modifies	References	References	References	References
Grant / Edit Member Role	Grants a new Role to a Member, or edits and existing Member Role	No Access	No Access	Modifies	No Access	No Access	No Access
Configure Learning Plan	Add Extrinsic Attributes to a Learning Plan Definition	No Access	No Access	No Access	Modifies	No Access	No Access
Complete Learning Plan	Practitioner submits an application for review	No Access	No Access	References	References	Modifies	No Access
Configure Tenant	Manage additional attributes for all Tenants	No Access	No Access	No Access	No Access	No Access	Modifies

References (added in 12.4)

See below for the business rules governing the reference Member Role, Learning Plan Definition, Learning Plan Instance, and Tenant for an Activity Instance.

Reference Entities for an Activity Instance

Most of the Reference Entities documented in the matrix above come from one-to-one relationships.

Activity Instances are special in that they can exist on 0, 1, or more than 1 Learning Plan Instances, depending on system configuration.

The rules for identifying the “Reference Entities” for an Activity Instance are defined below.

As of Release 12.4, these references are only supported by System Templates on “Call External API” style Behaviors.

Reference Entity	Rules	Safe to use in all configurations?

Reference Entity	Rules	Safe to use in all configurations?
`Activity Definition`	An `Activity Instance` is associated with one and only one `Activity Definition`.	Yes
`Member Role`	If all of the `Learning Plan Instances` that contain the `Activity Instance` are owned by the same `Member Role`, then it is the “Reference Member Role”. If the `Activity Instance` is associated with zero or more than one `Member Roles`, then the “Reference Member Role” is undefined.	No This reference can be “undefined” in some cases. Any attempt to access Attributes from an undefined Reference Entity will result in an error.
`Learning Plan Instance`	If the `Activity Instance` is associated with exactly one `Learning Plan Instance`, then it is the “Reference Learning Plan Instance”. If the `Activity Instance` is associated with zero or more than one `Learning Plan Instances`, then the “Reference Learning Plan Instance” is undefined.
`Learning Plan Definition`	If all of the `Learning Plan Instances` that contain the `Activity Instance` have the same `Learning Plan Definition`, then it is the “Reference Learning Plan”. If the `Activity Instance` is associated with zero or more than one `Learning Plan Definitions`, then the “Reference Learning Plan” is undefined.
`Tenant`	If all of the `Learning Plan Instances` that contain the `Activity Instance` have `Learning Plan Definitions` with the same `Tenant`, then it is the “Reference Tenant”. If the `Activity Instance` is associated with zero or more than one `Tenants`, then the “Reference Tenant” is undefined.

LearningBuilder Documentation

Workflow Types

Overview

Examples

Workflow Type / Entity Matrix

Reference Entities for an Activity Instance