Creating a Rule for the Automation App

Learn how to create rules for Docebo’s Automation App.

Last Updated

October 18th, 2019

Reading Time

16 min

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Introduction

With Docebo’s Automation App, you can set specific rules and triggers in your platform in order to allow some processes to be automated.

This article will outline how to create and manage different processes using the conditions and actions outlined for rules in the Automation app. To learn how to activate the app and manage created rules, please refer to the main Automation App article in the Knowledge Base.

Please Note: When you’re creating a rule using at FTP, note that Docebo only supports FTP, SFTP with credentials, and SFTP with pre-shared keys.

Creating an Automated Rule

In the automation app, you will be configuring rules to trigger under certain conditions. The rules are divided by two options, unscheduled rules and scheduled rules. Unscheduled rules will be triggered to execute upon immediately meeting the condition. Scheduled rules will executed at the time you specify. By scheduling the rule, the triggering process will occur at the same time either daily, weekly, or monthly.

To configure the app, access the Admin Menu, the select the Manage item in the Automation section. On the Automation page, select the New Rule button at the top to create a new rule. In the pop up box, insert the name and description of the rule, then press Next.

Flag whether you want to schedule the rule or allow the rule to trigger in real-time when certain conditions are met. If you choose to schedule a rule, use the corresponding dropdown menus to set the parameters of daily, weekly or monthly and the time to execute the rule (scheduled in 24 hour time). Press Next to continue.

When pulling a file from a File Transfer Protocol (FTP/SFTP), your folder-file path can only be written to a 2nd or 1st level. See examples below:

  • Correct: home/HRISusers
  • Not correct (3 levels): home/NorthAmerica/HRISusers/

Please refer to the corresponding sections below for the process of each condition or action.

Condition: User Logged In

This condition will set the trigger for the rule to be a user logging in to the platform. Once you have selected this condition, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue. Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: User Expiration Date

Once this condition is selected, use the drop down menu that will appear below to select whether the expiration date can be one of the following: Is not empty, Is in the future, or Is in the past.

Then, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue. Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: User Unenrolled from Course

This condition can be triggered when the user either autonomously un-enrolls or is un-enrolled (by a Superadmin or Power User) from a course. The notification is sent to third parties users.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue. From the Define Action dropdown menu, select the Send Enrollment Information option. Refer to the corresponding sections below for the action that you selected.

Condition: User Unenrolled from ILT session

This condition can be triggered when the user either autonomously un-enrolls or is un-enrolled (by a Superadmin or Power User) from an ILT session. The notification is sent to third parties users.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue. From the Define Action dropdown menu, select the Send Enrollment Information option. Refer to the corresponding sections below for the action that you selected.

Condition: User Unenrolled from Webinar Session

This condition can be triggered when the user either autonomously un-enrolls or is un-enrolled (by a Superadmin or Power User) from a webinar session. The notification is sent to third parties users.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue. From the Define Action dropdown menu, select the Send Enrollment Information option. Refer to the corresponding sections below for the action that you selected.

Condition: Course Has Been Changed

This condition can be triggered when the course settings or course shell information (course name, description, etc.) has been changed.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

From the Define Action dropdown menu, select the Webhook: Send Course Information option. Refer to the corresponding sections below for the action that you selected.

For further information about webhooks, refer to this article.

Condition: Course or Learning Plan Purchased

This condition can be triggered when a user has purchased a course or learning plan.
Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

From the Define Action dropdown menu, select the Send Course/Learning Plan transaction details option. Refer to the corresponding sections below for the action that you selected.

Condition: Subscription Purchased or Renewed

This condition can be triggered when a user has purchased or renewed a subscription.
Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

From the Define Action dropdown menu, select the Send subscription transaction details option. Refer to the corresponding sections below for the action that you selected.

Condition: Content Partner Activated

This condition can be triggered when a Content Partner is activated in the platform, in order to show their courses in the catalogs.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

From the Define Action dropdown menu, select the Show all Content Partner courses in Catalogs option. Refer to the corresponding sections below for the action that you selected.

Condition: Content Partner Deactivated

This condition can be triggered when a Content Partner is deactivated in the platform, in order to hide their courses from the catalogs.

Once this condition has been selected, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

From the Define Action dropdown menu, select the Hide all Content Partner courses from Catalogs option. Refer to the corresponding sections below for the action that you selected.

Condition: User Has Been Inactive For

This condition can be triggered when a user has been inactive for a defined period of time.
Once this condition is selected, use the Values section below to set the behavior of the rule, then press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: User Additional Field Value Is

This condition can be triggered when a user has a defined value for a user additional field.
Once this condition is selected, use the Additional Field dropdown menu to add the additional fields to the rule. Once selected, you then need to insert the name of the field into the corresponding text box below. Press Add when finished.

Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: Admin Uploaded a File into an FTP Folder

This condition can be triggered when a CSV file has been uploaded to an FTP/SFTP site for processing into the platform.

Once this condition is selected, you need to add the Protocol and Parameters before continuing. Flag the FTP or SFTP in the Protocol section, then insert the host, port, username, password, folder, and file name into the corresponding text boxes. The Automation application FTP/SFTP service supports files up to 10 MB in size.

Below the parameters, you can flag the option to enable additional sections, allowing the deletion, renaming or moving the source in the FTP/SFTP site. If you flag the option to rename a source, insert the new file name into the corresponding text box. If you flag the option to move the source, insert the new destination.

Once you’ve inserted all of the information, press Add. Press Next to continue.
Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: User Belongs to a Group or Branch

This condition can be triggered when a user belongs to a defined group or branch.
Once this condition is selected, press the Select button that will appear below, flag the groups or branches from the pop up box, then press Confirm. Press Add. Once added, review the active conditions, then flag whether all of the above conditions must be  satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Condition: Report is Generated

This condition can be triggered when a custom report has been generated by the system.
The Report is Generated condition allows you export a custom report in your platform to an FTP server. This is an ideal automated rule for those with a smaller number of records that need to be exported more frequently.

If you have thousands of records in the platform, this is not an ideal option. It is recommended to export reports with thousands of records manually, as the time it takes the automated rule to trigger is directly linked to the number of records in the report.

Once this condition is selected, use the dropdown menu below to select a custom report. Then, press Add. Once added, review the active conditions, then flag whether all of the above conditions must be satisfied, or if at least one of the above conditions must be satisfied. Press Next to continue.

Select an action from the Define Action dropdown menu. Refer to the corresponding sections below for the action that you selected.

Action: Set User Expiration date

This action allows you to set the user expiration date for users that meet the criteria from the condition statement.  Once this action is selected after defining a condition, select the value for when you would like the expiration date to be set. You may choose to set the expiration date to Yesterday, Today, 7 days from today, or 30 days from today.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send Enrollment Information

This action allows you to send a notification to a third party to inform them that a user has self-unenrolled, or has been unenrolled (by a Superadmin or Power User) from a course. In the Endpoint field, select to where you want to send the course unenrollment information. Then, flag the authentication type. and press Add. Press Next to complete the rule creation process.

The available authentication types are:

– No Authentication. The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

– Username + Password. The message will try to authenticate the endpoint using username and password.

– Oauth2. The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send Course Information

This action allows you to send a notification to a third party to inform them that a course’s information has been modified. In the Endpoint field, select to where you want to send the course information. Then, flag the authentication type. The available authentication types are:

– No Authentication. The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

– Username + Password. The message will try to authenticate the endpoint using username and password.

– Oauth2. The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send Course/Learning Plan transaction details

This action allows you to send a notification to a third party to inform them that a course has been purchased via the e-commerce. In the Endpoint field, select to where you want to send the purchase information. Then, flag the authentication type. The available authentication types are:

– No Authentication. The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

– Username + Password. The message will try to authenticate the endpoint using username and password.

– Oauth2. The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Send subscription transaction details

This action allows you to send a notification to a third party to inform them that a subscription has been purchased via the e-commerce. In the Endpoint field, select to where you want to send the purchase information. Then, flag the authentication type. The available authentication types are:

– No Authentication. The information is sent directly to the selected endpoint. This method is not recommended since it’s not secure.

– Username + Password. The message will try to authenticate the endpoint using username and password.

– Oauth2. The message will first call an Oauth2 service to validate the credentials and then will send a secure message to the selected endpoint.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Show all Content Partner Courses in Catalogs

This action can only be selected when the Content Partner Activated condition is set. It shows the courses of a Content Partner in catalogs upon activation. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Refer to this list if you need help filling out the mapping columns when importing schema.

Action: Hide all Content Partner Courses from Catalogs

This action can only be selected when the Content Partner Deactivated condition is set. It hides the courses of a Content Partner from catalogs upon deactivation. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Refer to this list if you need help filling out the mapping columns when importing schema.

Action: Import Users from CSV

This action allows you to import users from a CSV file. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

Now, fill in the information regarding the separator, file charset, email address for the error log, and branch options. You can also flag the options to consider the first row as a header, require users to update their passwords at first sign in, ignore the force password change option for existing users, or auto-assign branches to all Power Users.

As an option, you can flag the Update User Info option so that the imported information will update the data for the users already existing in the platform, configuring how the information of existing users will be updated upon importing the CSV file. When this option is flagged, the imported information for users already existing in the platform will overwrite any existing user information if the user branch remains unchanged. If the branch specified in the CSV file is different from the one currently assigned to users, and your platform has been activated before October 21, 2019,  you can decide whether to copy or to move the users involved in the update to the newly assigned branch. If your platform has been activated after October 21, 2019, when updating data for existing users, users will be moved by default to the new destination branch, you will not have the option to copy them to different branches. This means that it is not be possible for a user to be placed in more than one branch. 

– Copy users to the branch declared in the CSV file. When users are copied to another branch, they are available in more branches. This section is visible only if your platform was activated before DATE.

– Move users to the branch declared in the CSV file. When users are moved from one branch to another, they are no longer available in the source branch; if they are assigned to multiple branches, they will be deleted from all the branches and moved to the new branch.

When selecting the Update Information for existing users, the Destination Fallback Branch option is displayed for the configuration of an “emergency” destination branch to be used when the destination branch field is not mapped in the Preview area, or when it is mapped, but its value is empty. Select whether to:

– Do Nothing. When this option is selected, user information will not be updated. If the CSV file includes new users, they will be created in the Docebo root folder. Please note that Docebo is not a branch, and will not be selectable in reports and in other areas of the platform. 

– Use existing branch. When this option is selected, updated users will remain in the branch they are currently assigned to. 

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.

Action: Import Branches from CSV

This action allows you to import branches from a CSV file. For this CSV file, you will want to populated the following columns:

For a sample CSV file for this import, select the Download sample csv file link next to the Import Schema button. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, and the email address for the error log. You can also flag the options to consider the first row as a header or update the branch title.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Please note that it is best to use this action in Docebo 7.0, using the 7.0 theme.

Please note: This action will not create a background job, so the outcome of the action will only be notified via email.

Action: Import PU Mappings from CSV

This action allows you to creates relationships between end users and Power Users in your platform. Once defined, a background job will be automatically created. Please note that this action only works for those using Docebo 7.0, using the 7.0 theme.

Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary. Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes.

Now, fill in the information regarding the separator, file charset, and the email address for the error log. You can also flag the option to consider the first row as a header.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Refer to this list if you need help filling out the mapping columns when importing schema.

Action: Import Courses from CSV

This action allows you to import course shells into the platform. Once this action is selected after defining a condition, press the Import Schema button, then press the Add New Column button to add columns. Select a column from the dropdown menu. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, and the email address for the error log. You can also flag the option to consider the first row as a header. The minimum fields required are Course Name, Course Type and Course Description.

When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page. Refer to this list if you need help filling out the mapping columns when importing schema.

Action: Export to CSV

This action allows you to export a report to CSV. Once this action is selected after defining a condition, press the Export Schema button. Press the Add New Column button to add columns. Select a column from the dropdown menu, then provide a name for the column in the corresponding text box. Repeat this process, as necessary.

Use the cross icon and X icon in each column’s row to change the order or delete the column. When finished, press Save Changes. Now, fill in the information regarding the separator, file charset, email address for the error log, and the protocol information for your FTP server.

You can also flag the options to write a header row or enforce quotation for any field types for the exported file. When finished, press Add. Then, press Next. From here, you can Save, Activate and Execute the rule, or you can save it and go back to the link of created rules on the main Automation page.