Check Training Status and Send Email Automation

We are going to check an example, where we want to check the status of trainings assigned to users, and send email notifications when they are expired.

Scenario

Let's say you are a line manager and one of your key responsibilities is ensuring proper training of the operators. There are hundreds of people reporting to you and you don't have the time to manually check every week the current status of the mandatory trainings assigned to each and every operator. Therefore you need an automated tool to check this for you on a regular basis, and also send notifications for the respective operators to renew their trainings.

Use case

We are gonna use a prebuilt Library automation to save us some time and effort, so go to the Library page in tulip and search for "Check Training Status and Send Email Automation" project to download.

Configure automation

After importing it to your instance you can see the full flow, but before you start actually using it, you need to configure it to your specific needs. This requires the following steps:

1. Set the proper schedules when you want your automation to run and check the statuses.

2. Alongside with the automation a connector is also imported here. Check out the Training Table API connector and configure with the following steps:

   1. Set up the required address and authentication according to your Table API. If you don't have one or need some guidance with the correct authentication, read through this article.
   2. On the function, replace this part with your actual Table ID from the table where you store your operator's training information:
      

In this specific scenario we created this flow, where the automation runs the connector function at a given interval, which gives you back a list of record IDs as an output. After that, with the Looping feature we go through and load every record in the list with the Get Record function. A logic block then decides if the respective training are overdue for a reneval or not, and if that happens an email is sent out to the operators to take the trainings as soon as possible.

Further Reading

• Getting Started with Automations
• Overview of the Automations Editor

Check out other Automations solutions available in the library!