How can I automate specific events that occur within VAIRKKO Certification Cloud?
VAIRKKO's Automation feature allows you to set up rules within VAIRKKO to be kicked off and completed when certain requirements are met.
Simply put, when X happens in VAIRKKO and meets the conditions of Y, Z will be completed.
How does this work?
In our X, Y, Z scenario mentioned above:
- X is what we call the Trigger or Event
- Y is a Condition
- Z is the action
The trigger is the event that happens in VAIRKKO (a certification expiring, a roadmap being completed, etc.). The condition works as a filter for what other criteria must be met (employee is a member of a certain group, the certification is a member of a certain roadmap, etc.) before the action is completed. The action is what will happen as a result.
What are some examples of automation rules?
| Trigger/Event (what happens in VAIRKKO) | Action (what you want to happen as a result) |
| New Hire Orientation Training Certification is Issued to an employee | Employee is removed from New Hire Employee Group. |
| Employee completes a Level 2 Technician Roadmap (meets all prerequisites) | Employee is assigned a Skills Test for proof of readiness. |
| Employee’s Sexual Harassment Training Certification expires. | Sexual Harassment Training Refresher eLearning course assigned to employee for completion. |
| Employee completed a roadmap to be a DOT Approved Fleet Driver and receives auto-issued Certification as a result. One of their prerequisites, such as their driver license, expires. | Auto-issued DOT Approved Fleet Driver certification is rendered expired until the prerequisite is renewed. |
| Employee completes a roadmap that was created as a means of prerequisites to achieve a promotion. | HR Department needs to be sent an email reminder to update job title information and process payroll details. |
How do I set this up?
Under System Configuration, click Automation.
From this screen, you can manage existing rules or create a new one from the top right.
When creating a new rule, you'll need to define your rule in 3 steps (the trigger, condition and action).
Step 1: Title your automation rule (bottom left) and save changes.
Step 1B: Choose the Automation Trigger.
Remember, a trigger is what happens in VAIRKKO that "kicks off" your rule. The options here are:
1. Certification Expiration
2. Certification Issuance
3. Compliance Rule Collection Progress (when progress percentages are updated)
4. Roadmap Completion
You can only select one trigger per rule.
Step 2: Add a Condition to the Rule
These are the filters of criteria to be met in order to proceed to the action. You can add multiple conditions here and the options will change depending on your selected trigger. See below:
| Trigger | Condition Options |
| Certification Expiration |
|
| Certification Issuance |
|
| eLearning Course Completion |
|
| Compliance Rule Collection Progress |
|
| Roadmap Completion |
|
| Skills Test Competition |
|
You can add multiple conditions to a rule.
Step 3: Add another Action to the Rule:
This is what you want to happen as a result of the trigger and condition being met in VAIRKKO.
Options of Actions:
- Add the Employee to Chosen Group(s)
- Create a Certification LMS Assignment (static, no due date)
- Create a Compliance Rule LMS Assignment (static, no due date)
- Create. Roadmap LMS Assignment (static, no due date)
- Create a Skills Test LMS Assignment (static, no due date)
- Create an eLearning LMS Assignment (static, no due date)
- Expire the Employee’s certification item immediately
- Issue a new Certification Item to the Employee
- Remove the Employee from chosen Group(s)
- Send a Text Message
- Send a VAIRKKO Inbox Message (message and recipients can be customized from here)
- Send an Email
You can add multiple actions to a rule.
Step 4: From this screen, toggle your rule to ON when you are ready to use it, or, do this from the automation home screen:
