Security Awareness Training Workflow

What does this workflow record for each employee's training?

Each training assignment is created as its own record with a reference number, a status, and a timeline of events. The workflow records the initial result and score entered by the security coordinator, the retake result and score if a retake occurs, and the follow-up outcome if training remains overdue. Status values such as Assigned, Completed, Retake, Overdue and Outstanding are visible on the record and reflected in table views and dashboards.

Who is involved in running this workflow?

The security coordinator is the workspace user assigned the tasks of recording the initial result and score, the retake result and score, and the follow-up outcome for outstanding training. Employees receive course details, retake requests and thank-you messages by email, and managers are emailed when an employee's training becomes overdue. Employees and managers take part through emailed messages and do not need a workspace account.

What happens if an employee fails the initial training?

When the security coordinator records a Failed result, the workflow sets the status to Retake and emails the employee the course link and a new due date to retake the course. The coordinator then records the retake result and score once available, and the workflow routes again based on whether that attempt was passed, failed, or not completed.

What happens if training is still not completed after a retake?

If the retake is failed or not completed, the status is set to Overdue and the employee's manager is emailed to notify them that the required training has not been completed. The security coordinator then follows up and records whether the employee has since completed the training or whether it remains outstanding, which determines the final status.

How do we change the emails or due dates used in this workflow?

A workspace can describe the change it wants in plain English, or edit the relevant step directly in the workflow editor, for example to adjust email wording or how due dates are set. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as needed.

Can this workflow be adapted for a different campaign or course structure?

Yes, the request form fields, course details, and status labels can be adjusted to match a different campaign's requirements. Since the workflow is published from a ready-to-use template, a workspace can start running it immediately and refine steps such as the retake or follow-up stages afterwards using the workflow editor.

Who assigns tasks like recording results or following up on overdue training?

Tasks such as recording the initial result, the retake result, and the follow-up outcome are assigned to a workspace member, typically the security coordinator identified on the request form. These tasks appear in the record's task list, and results entered while the workflow is waiting on them are saved directly onto the training record.

How is overall campaign progress tracked across many employees?

Each employee's training is its own record with a status such as Assigned, Completed, Retake, Overdue or Outstanding, and these are shown in table views and dashboards. This allows a security coordinator to see, at a glance, how many employees across a campaign have completed training, are mid-retake, or require further follow-up.

Does completing the request form require the employee or manager to have an account?

No, employees and managers interact with the process entirely through emailed course details, retake requests, and overdue notifications. The initial request form is submitted by whoever sets up the campaign, and all subsequent communication with employees and managers happens by email without requiring them to log in anywhere.