To deliver an assessment to a Practitioner, it must be launched through a workflow. Workflow configuration supports various business rules such as limits on attempts, retake waiting periods, assessment availability windows, and different behaviors based on assessment results.

Configuration Overview

The configuration steps include:

• Adding an Activity Type

• Adding a Create Activity Workflow

• Adding a Complete Activity Workflow

• Refining the Workflows to implement the Business Rules

• Completing the Assessment Setup

The sections below explain how to set up the necessary workflows and configure common business rules.

Add a New Activity Type

It is recommended to create a dedicated Activity Type for assessments. You may reuse an existing Activity Type if the assessment is a logical addition to the workflow.

Create a Create Activity Workflow

This workflow sets up the activity that will be assigned to the Practitioner. It typically consists of a single step with an Assessment attribute and other other meta data needed. Additional steps can be added if there is a review process for the activity

Step Setup

Add at least one Step.

• Include Instructions on the step to guide admins—for example, recommending that the activity name match the assessment name for reporting clarity.

• Make sure the workflow has the following actions:

  • Edit (Quick action to reopen workflow for admins)

  • Archive (aka. Deny; Red Complete Unsuccessfully)

  • Finish Later (Save progress)

  • Cancel (link)

  • Publish (aka. Approve; Green Complete Successfully)

Add Attributes

Add the following attributes to the workflow step. (Example names are provided.) Unless otherwise noted, these attributes should generally be set as required.

• Activity Title

  The name of the activity. This is often set to match the assessment name for consistency and easier reporting.

• Assessment Definition attribute (e.g., named Assessment)

  Determines which assessment will be delivered for the activity. See Assessment Definition Attribute

• Feedback attributes (e.g., named Pass Feedback, Did Not Pass Feedback)

  Long Text or Rich Text fields used to display conditional feedback after completion.

  Use these if different activities will display different feedback.

  If all activities of this type will use the same feedback, you can omit these attributes and instead configure static messaging on the Complete Activity Workflow.

• Additional Assessment Definition attributes (e.g., named Assessment 2, Assessment 3, etc)

  Include these if multiple assessments are part of the same activity.

• Other optional tracking or business rule attributes, such as:

  • Start Date / End Date

  • Units

  • Competency Classifications

  • Content Length

⚠️ Be sure to enable the workflow after configuring all attributes, steps, and actions.

Create a Complete Activity Workflow

This workflow handles delivery of the assessment and enforces business rules such as pass/fail logic and conditional feedback.

Step Setup

The number of steps in the workflow will vary based on business rules. At minimum, include a step to deliver the assessment. Depending on requirements, you may also add:

• A preceding step to manage access before an assessment window opens

• A following step to enforce a waiting period after a failed attempt

• A following step to manage retakes

• A following step for manual review or approval

Assessment Delivery Step

• Add a step to launch the assessment and display the correct post-assessment feedback.

• If desired, include separate conditional messaging for passing or failing based on assessment results.

Add Attributes on the Assessment Delivery Step

Add read-only attributes from the Assessment Defintion, if desired

• Activity Title

• Start Date

• End Date

• Activity Type

• Units

• Competency Classifications

Create new Input Attributes to manage the delivery of the assessment:

• Assessment Instance attribute (e.g., Assessment): launches the assessment and must be linked to the correct Assessment Definition attribute from the Create Activity workflow. See Assessment Instance Attribute

• Pass Feedback / Did Not Pass Feedback (template attributes): If you plan to display feedback that varies based on the assessment, create two template attributes that rendered the Pass Feedback and Did Not Pass Feedback from the Create Assessment workflow. These template fields can then be conditionally displayed based on the Assessment Pass/Fail extended attribute equals Pass or Fail.

Configure Actions

In addition to standard actions that support workflows, configure actions to handle the assessment result. These guide what happens when a Practitioner passes or fails the assessment.

Submit / Next Step Actions (Pass and Fail)

Create two actions with different internal names, but the same visible label if desired (e.g., both labeled Submit, or one labeled Submit, the other Retake):

• Configure visibility conditions so that each action is only shown based on the assessment result:

  • Pass Action → Visible when Assessment Result = Pass

  • Fail Action → Visible when Assessment Result = Fail

• Button color: Set both to orange, indicating they are the next logical steps.

• Schedule both actions to run nightly using standard schedule settings.

  This compensates for LearningBuilder’s current limitation: it does not automatically trigger actions based on assessment results.

• Include a “Set Completion Date” behavior:

  Add an Update Workflow Instance behavior to one or both actions to record the Completion Date (set to today()).

Other Optional Actions

• Reset - Consider adding an Admin Only Action to reset and assessment. This would have a behavior to clear the Assessment attribute (set it to blank).

Implementing Client Specific Business Rules

Retake Rules

Unlimited Retakes

• Use a Retake action on the same step.

• Add a behavior to clear the Assessment attribute (set it to blank).

• Set the action to perform a Save.

• Enable the option to keep the popup open.

• This will allow the Practitioner to launch the same assessment again immediately.

Waiting Period Before Retake

If a delay is required before the next attempt:

• Configure the Fail action to transition to a Retake Wait Step.

• Include a “Set Completion Date” behavior

• Create a Template Attribute to calculate waiting period

• Create a Scheduled Action to move the workflow back to the assessment delivery step (or a separate Retake step) once the waiting period has passed.

Limited Number of Attempts

When attempts are limited, do not reuse the same Assessment attribute. Instead:

• Create separate Assessment attributes for each attempt (e.g., Assessment, Assessment 2, Assessment 3).

• Configure each Retake Step to launch the next available Assessment attribute. This can also be done on a single step by only show the next assessment after the preceeding one has been completed.

Availability Windows

If an assessment is only available during a specific time window, add a step at the beginning of the Complete Activity Workflow to manage access before the window opens.

Variable Windows (Per Assessment)

• Store the Begin Date and End Date in the Activity using attributes (e.g., pulled from the Assessment Definition).

• Create daily scheduled behaviors on the initial step to:

  • Move forward when Begin Date ≤ today()

• Create a scheduled behavior on the Assessment Delivery Step to:

  • Close the workflow or move it to a holding step when End Date < today()

Fixed Windows (Same for All Assessments)

• Skip attribute-based date comparisons.

• Instead, create scheduled actions based on specific calendar dates to:

  • Open or close access according to the defined window.