How to manage enrollment in a learning path via a Request in Workflow

This process allowscreate a flexible request in Workflowso that one or multiple users canrequest enrollment in a learning path.

The flow ismanual, since it starts when a user completes a form within Buk, and may includereview or approval stages, such as supervisor validation, before executing the final action"Enroll in a learning path".

When creating the template, the administrator can definewho will have permission to start the request, choosing from:

• Specific area or subarea.
• Position.
• Request administrator.
• Custom list of users.
• All collaborators.
• User profile.
  
  This configuration allows adapting the flow to the needs of each organization, ensuring that only the appropriate users can initiate enrollment requests for a learning path.

📌Available only for customers with the Workflow module active.

 

What is a request in Workflow?

ARequestis a flexible flow that starts when a user completes a form within Buk.
This flow can includereview or approval stages, and ends with anaction configured by the administrator, such as"Enroll in a learning path".

Unlike automations, requestsare not triggered by system events, but must becreated manually by users defined as requesters.

Flexible flow configuration

1️⃣ Create the template

1. Go toAdministrative → Workflow → Requests.

2. SelectActions → Configuration →

3. Select “Start from scratch”

4. Assign a name (for example,learning path enrollment request).
5. InFlow type, chooseFlexible.
6. Save the changes to enter the flow design.

2️⃣ Define who can start the request

1. In theStartsection, select the areas, positions, profiles or user groups who will be able to create the request.
2. Save the changes.
   
   

💡Only the users defined in this section will be able to submit enrollment requests.

3️⃣ Add an approval stage (optional)

1. Create a second stage and you can define who will be the approver.
2. You can include a message or internal instruction for approval:
   "Supervisor: review the request and approve the course enrollment if appropriate."
   
   

💡This stage allows validating that the requested course is appropriate before enrollment.

4️⃣ Configure the final action

1. In theEnd of the flexible flow, selectAdd action → Enroll in a course.
2. Configure the fields:
   
   Path:select the course from the LMS.
   
   Enrollment type:define whether it will bemandatoryoroptional.
3. Save the changes and activate the template.
   
    

📌When the flow reaches this stage, the system will automatically enroll the collaborator in the selected learning path.

How to use the request

Role: Requester

1. Go toHome → Requests → Create request.

2. Select the created template Example: Request forEnrollment in a learning path.

3. Complete the required information: collaborator, path and reason (optional).

4. Submit the request.
   🟡 Initial status:Pending supervisor approval.

Role: Approver

1. Go toHome → My requests → All
2. Open the request and review the data.
3. Select an action:
   
   Approve:the flow advances toward enrollment.
   
   Reject:the request is stopped and the requester is notified.
   
    

🟢 Status after approval:Executing final action.

Role: System / LMS

1. Once approved, Workflow executes the final action "Enroll in a learning path".
2. The collaborator is automatically enrolled in the selected path
3. Final status in Workflow:Completed.

Role: Enrolled collaborator

1. The collaborator will see the course inMy Trainingswithin the Webapp.
2. From there they canstart or continue the courseaccording to the LMS configuration.
   

🟢 Final status: Course available to the collaborator.

Considerations:

If a collaborator already has a prior enrollment, the system will not execute a new registration automation. This automatic validation prevents duplicate information, ensuring the user's academic history remains organized and free of repeated records.
 

Recommendations

• Keep the flow simple (one request, one approval, and one final action).
• Verify that course instances are open and active.
• If the instance closes, the system will stop enrolling automatically.
• Use Workflow history to review the status of requests (pending, approved, or completed).

💡Still have questions?
If this article does not fully answer your question or you need support in a particular case, our team is available through the support channels.

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🤖 This article was translated using artificial intelligence. View original article.