In this help article, we will look at commonly asked questions.
Important information đ„
Whether content without an automation is visible depends on one setting: Control > Settings > Features, then "Hide modules and journeys without rules". Check the setting on your platform, because the date the platform was created does not decide it.
With the setting off, an activity that is in no journey and no automation is assigned to every user and appears under Other in My progress.
With the setting on, the same activity is assigned to nobody.
A journey without an automation opens as an empty page and does not appear in My progress or search, whatever the setting, because its activities get no assignment through it. An activity inside such a journey counts as having no automation too, unless the journey is unlocked with Unlock all activities ticked. With the setting on, the journey is not shown at all.
Hiding this content helps prevent users from accidentally seeing content they shouldnât, especially on platforms using Remote SCORM, where unwanted access could cause completion issues.
How can I set up automations for an exam, where passing will result in the user getting a certificate, but failing will mean they get put in a new group and get additional content?
How can I set up automations for an exam, where passing will result in the user getting a certificate, but failing will mean they get put in a new group and get additional content?
To grant a certificate when a user has successfully passed an exam, create an "Activity is completed" automation. Add the conditions "Is group" and "Is activity in event". In the "Is activity in event" condition, add the exam and indicate that the exam is completed and the passing score (e.g., above 80% means the user passed). Finally, add "Grant certificate" as an action.
To add a user who failed the exam to a new group, follow the same steps for creating the automation and adding the conditions. Now, instead of completed and a passing score, indicate that the exam is incompleted and the failing score (e.g., below 80% means the user failed). Finally, as an action, add "Add user to group" and include the new group the user should be in.
đĄ Note: keep "Is activity in event" with the exam in both automations, combined with AND. Without it, the automation reacts to every activity a group member completes.
Why don't my users see the sections and activities within a journey even though the journey is unlocked for them?
Why don't my users see the sections and activities within a journey even though the journey is unlocked for them?
Unlocking a journey for users doesnât automatically unlock everything inside it.
To make sure users can see the sections and activities within the journey, check the automation that unlocks the journey.
Make sure that one or both of these boxes are checked:
â Unlock all sections
â Unlock all activities
How can I transfer progress from one activity to another for my users?
How can I transfer progress from one activity to another for my users?
You can create a "check periodically" automation. You will need to define the conditions under which the progress should be transferred for the users (e.g., you can add "is journey/section" and choose the specific journey, and mark that it needs to be completed + add a user/group condition). Finally, as an action, you can choose "Complete module" and choose which module should be set as completed for the users.
đĄ Note: you should first make the new activity/journey available to the users before creating and enabling the automation. The automation will not apply to the users if they do not have access to the new activity.
What happens when I enable an automation that completes or resets an activity?
What happens when I enable an automation that completes or resets an activity?
When you enable the automation, the completion or reset runs at once for every user who meets the conditions, and only once per user. Completions made by an automation count in reporting like real completions.
đĄ Note: a completion or reset cannot be undone. Check the number of matching users with the eye icon before you enable the automation, and try it on a test group first.
Why does my unlock automation on an event apply to everyone, and not only to the user in the event?
Why does my unlock automation on an event apply to everyone, and not only to the user in the event?
"Is activity in event" and the other "in event" conditions are meant for one-time actions such as a badge, certificate, notification, to-do or adding a user to a group. For Unlock and Lock actions the platform ignores them, because access is calculated from the state conditions (group, time, "Is activity completed" and programme).
This means an event automation that unlocks content with only an "in event" condition unlocks it for every user. With a group condition next to it, it unlocks the content for the whole group, whether or not they completed the activity. Programme and smart group actions on an event automation do nothing at all.
đĄ Note: to unlock content after a completion, use Check periodically with "Is activity" set to Completed, instead of "Activity is completed" with "Is activity in event".
How long does a "check periodically" automation take before it's applied to the relevant users?
How long does a "check periodically" automation take before it's applied to the relevant users?
When you save an enabled "check periodically" automation, all its actions run at once for everyone who meets the conditions at that moment.
After that the platform runs the check once an hour. The exact minute differs per platform, so a new match can wait up to an hour.
Unlocked content appears for a user the next time their access is calculated, which is when they log in or open the platform, or within a day. Content whose time window has ended disappears in the same way, at the user's next visit after the window closes rather than at the minute it closes.
Does a "check periodically" automation trigger only once or multiple times per user?
Does a "check periodically" automation trigger only once or multiple times per user?
Each action runs once per user. A user who meets the conditions gets the notification, the reset or the group change once, not every hour.
This means you donât have to worry: users wonât receive 10 notifications after 10 hours
If the user later stops meeting the conditions and meets them again, the action does not run a second time.
Unlock and Lock actions, smart groups and programme access are different. They follow the conditions and are withdrawn when the user no longer meets them.
Will automations apply to users who met the conditions in the past?
Will automations apply to users who met the conditions in the past?
Yes, for a "check periodically" automation. When you enable it, its actions run right away for everyone who meets the conditions at that moment, including users who met them long before the automation existed. After that the platform checks every hour who newly meets the conditions.