Automations

Overview

Automations allow you to automatically trigger actions based on specific conditions. Instead of manually enrolling learners, you can set up rules that take action automatically when certain events occur.

Automations consist of three components:

• Source: Where the trigger originates from (Arist platform events or user metadata)

• Trigger: The condition that must be met

• Action: What happens when the trigger fires

Creating an Automation

1. Navigate to Automations in the left sidebar

2. Click Create New

3. Give your automation a name

Step 1: Select Source and Trigger

Arist (App Events) triggers include:

• User created - When a new user is added to your organization

• Course completed - When a user finishes a specific course

• User added to cohort - When a user is added to a specific cohort

• Survey question answered - When a user responds to a specific survey question

• External course IDs matched - When a user's external course IDs match specified conditions

Data from file upload (User Metadata) triggers include:

• User data matched - When user metadata matches specific conditions (equal to, not equal to, contains, starts with, ends with)

For metadata and external course ID triggers, you can check "Include all existing users with matching data" to apply the automation to existing users who meet the criteria.

Step 2: Select Action

Enrollment actions (available for all triggers):

• Enroll user - Enroll the user in a specified course, with optional delay in days after trigger

• Enroll manager - Enroll the user's manager in a course

User attribute actions (available for survey triggers only):

• Update user's timezone, preferred delivery method, or language

Step 3: Save and Activate

Click Save, then toggle the automation On from the Automations page to activate it.

Managing Automations

Click the toggle switch to turn automations on or off. Click the pencil icon to edit (automation must be turned off first). You cannot delete automations, but you can disable them at any time.

Important Behavior

Automations cannot re-enroll users in the same course. Once a user is enrolled in a course via automation, that automation won't enroll them again, even if the trigger fires multiple times. To enroll the same user again, you must change the automation to enroll in a different course.

Common Use Cases

• Territory-based training: Trigger on Country contains "USA" → Enroll in US-specific training

• Role-based training: Trigger on Role equals "Manager" → Enroll in leadership course

• Course progression: Trigger on Course Completed → Enroll in advanced course

• Department training: Trigger on Department starts with "Sales" → Enroll in sales course

Need Help?

Contact your Customer Success Manager or [email protected] for assistance with automations.