Creating a Product Vetting Workflow

Administrators can create workflows that will trigger a product vetting process that includes assigning reviewers, and actions like tag changes, status changes, or sending email notifications. This is useful for creating more automation for repetitive steps in a vetting process.

In this guide we will cover:

  • Creating Product Vetting Workflows
  • Adding Automations
  • Assigning Steps
  • Publishing the Workflow

Creating Product Vetting Workflows

Only LearnPlatform Organizational Admin have access to configure workflows. Navigate to Settings > Workflows> Workflow Builder> Product Vetting Template. The Product Vetting Template gives you a base to make status changes, send notifications, and assign steps.

Note: Custom Workflow Builder allows you to select either a date driven or product vetting workflow.

Using the Workflow Builder

There are several field to complete in the Workflow Builder:

  • Name: The workflow name will be used to manage workflow runs and be visible in workflow notifications so choose a name that will be clear to all workflow participants. Example: New Product Workflow
  • Description: add additional details about your workflow. This is visible to LearnPlatform Admin only. Example: This workflow will be used for any products that are new to our district library and have never been vetted before.
  • Workflow Type: Product Vetting
  • AI-generated summaries: This summary is only visible to the LearnPlatform Admin once a workflow has been completed.
  • *Starting event: This workflow will begin when a Form is submitted to request a product from the library.
    • NOTE: Forms are assigned to products by status (see article How to Customize a Form) This allows you to customize the questions and workflows per status. For example: Products not in Library or Reviewed & Denied can have different forms, and workflows.
  • *Add Automations: Automations are the specific directions you would like the system to carry out when workflow is triggered.  Actions may include the following:
    • Changing an approval status
    • Changing a privacy status
    • Adding a tag
    • Removing a tag
    • Sending a notification (email)- Use embedded wildcards to personalize the message
  • *Add Step: add a step to assign a reviewer. Example: Privacy Review

*more details covered later in this article

Preview and Save

After completing the fields in the Workflow Builder, you can chose to preview the workflow, or save it.

  • Save Workflow- All changes will not take effect until the workflow is saved.  If you navigate away from the workflow builder with unsaved changes you will be prompted to save or discard the changes.
  • Preview - This preview will show your workflow in a linear diagram. Steps, conditional steps (indicated with a yellow diamond on the step), and automations (indicated with a lightning bolt) are represented.

This is an example Preview of a two-step, product vetting workflow that contains three automations.

Publishing Workflows

Publishing a Workflow to make it active.

Workflows may be configured and saved without being active or published.  Enabling the toggle in the Active column of Workflows page activates the workflow, and the workflow will be triggered once a day for all products that meet the triggering condition.

Adding Automations

To add an automation, select “Add Automation” and then select and configure the type of action that you would like the system to carry out when the conditions are met.

Note: Automations that happen at the beginning of the workflow happen immediately after the workflow is triggered. Automations that are added onto steps happen after the step is completed.

  • Set new status to This will change the approval status of a product. Use the drop down menu to select the status.
    • Example:  Change product approval status from “Approved” to “Needs Review” when a product nears its contract renewal date
    • Note:  Only one status change action can be assigned for each step.
  • Set new privacy status to This action will change the privacy status of a product. Use the drop down menu to select the status.
    • Example: Change the privacy status of a product from “Approved” to “Not Approved” when its DPA expires
    • Note:  Only one privacy status change action can be assigned for each transition.
  • Add new tag This action will add a new tag to a product.  
    • Example: Adds “Reviewed in 24-25” so that you can search/filter to see all the products that were reviewed that year.
    • Note:  Multiple tags can be added at one time.
  • Remove tag This action will remove a tag (if present) from a product that meets the triggering condition.
    • Example: Removes “New” tag 120 days after its Implementation date.
    • Note:  Multiple tags can be removed at one time.
  • Send notifications This action sends an email notification to the selected recipients. 
    • Example:  Send to "Requester(s)" a notification that you received their request, and again at the end of the workflow when a decision has been made.
    • Note:  All recipients for notifications must be members of your organization.
    • Note: Multiple notifications can be added.

Sending Notifications

Notifications can be configured as an action so that the selected recipients receive an email with the message that you create. Embedded text can be used to customize your message.

Notifiation Template

Once you have selected the action type of “Send Notification…”,  you can configure the template of the message that will be sent.  The fields in the notification template include:

  • Select Recipients [1] - Select from any members of the organization, a Group that you’ve created, or the Requester(s) of the Product.
    • Note:  External users and ad hoc email addresses are not supported with notification actions.
  • Subject Line [2] - This will show as the subject of the email and supports the use of embedded text.
  • Message [3] - This makes up the body of the email and supports the use of embedded text

Embedded text is useful to create notifications that are specific to the product, workflow and person receiving the notification.  Swap specific details with the wildcard listed below as you are composing either the Subject or Notification Text.

Wildcard Text Content Embedded by Wildcard
<name> Recipient’s Full Name (First + Last)
<first> Recipient’s First Name
<last> Recipient’s Last Name
<email> Recipient’s Email Address
<org-name> Name of Organization
<step> Completed Steps Name 
<next step> Next Steps Name 
<product> Product's Name 
<status> Product’s Approval Status


For Example.  Saying “Head’s up, <product> is about to expire” will be substituted with “Head’s up, Acme Math is about to expire” when the date for Acme Math matches the trigger criteria.

Note: Selecting the trash icon will remove the action.

Associate the Form

Product vetting workflows are triggered by forms assigned to a product status.  You may assign forms that are associated with a workflow by using the drop down menu in workflow builder to select existing form.

Note: a new form can be created in the settings (see article: Create Custom Forms)  or you can use the System Default Form

Add a Step

There are several field to complete in each Product Vetting Step:

  • Name: The step name will be be visible in workflow previews, and in workflow notifications so choose a name that will be clear to all workflow participants.
  • From: Use the drop down menu to select the form that will be assigned to this step. A form contains questions and additional guidance for the Reviewer assigned to the step to complete. Create a custom form or use the system default form.  
  • Add Reviewers: Use the drop down menu to select User or Group from your organization. Groups must be created beforehand. See Create Groups
    • Note: If a group is assigned to a step, only one person from the group needs to submit the form to complete the step.
    • Note: If multiple individual users are added as reviewers, each assignee needs to submit the form to complete the step.
  • How long should this task take to complete?: Use the drop down to select the number of days that is dedicated to this step of the workflow.
    • Note: A task can still be completed past its due date, but it will be marked "Past Due".
  • Add Automations: Automations are the specific directions you would like the system to carry out when the step is completed. Actions may include the following:
    • Changing an approval status
    • Changing a privacy status
    • Adding a tag
    • Removing a tag
    • Sending a notification (email)- Use embedded wildcards to personalize the message
      • Note: Best practice in product vetting workflow is to send notifications to the "Requester(s)".

Use the kabob menu on the upper right hand corner of the step to move the step up or down, add condition, delete step.

Note: See article "Creating Conditional Steps in a Workflow" COMING SOON