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Creating Your First Workflow

A workflow is the core of the user lifecycle management. It consists of one or more steps that have user filters and actions to perform, whenever a user matches the filter criteria. Users process trough workflows in the form of, so called, user processes.

For the sake of simplicity, we keep this quickstart guide short. You can find an in-depth description of all workflow components and how they interact in the Workflows section of this documentation.

TL;DR or "What we'll build"

A simple workflow that first sends a warning mail to users who haven't accessed the site for a long time. If users haven't returned to the site after a grace period, they will receive a final deletion notice via mail, and their accounts will be deleted and stripped from all personal data in a GDPR-compliant way.

(1) Navigating to the workflow management page

  1. Sign in to your Moodle site as an administrator.
  2. Navigate to Site administration / Plugins.
  3. Scroll down and click on Admin tools / User Lifecycle Management / Workflows 1.

Plugin settings page

(2) Creating a new default workflow

  1. Click on the Create new default workflow button 2.

You will be redirected to the workflow inspection page, where you can see the workflow's steps, filters, and actions.

Workflow management page

(3) Inspecting the workflow and changing steps

Optional

This step is optional. You can skip it if you do not want to customize the default workflow.

  1. Inspect the default workflow and its steps with the respective filters and actions.
  2. Clicking the Turn editing on button 3 allows you to edit the workflow.
  3. You can adjust filters and actions by clicking on them 4. This will open a form where you can change its settings.
  4. Leave the edit mode by clicking Turn editing off 5.

Default workflow inspection page (read-only) Default workflow inspection page (edit mode)

Risk of user data loss

This is not a drill - Enabling the workflow actually enables the workflow ... D'oh!

Marking the workflow as active via Enable workflow will start the automated user lifecycle management. This can lead to users directly being processed by your workflow. Make sure to verify that everything is correct using dry-run mode (next step in this guide) before enabling the workflow.

Next step

Your workflow is created successfully! Now verify that it works correctly using dry-run mode.

Verify Actions