Recent Updates to Workflows - 11/08/2025

We’ve introduced several enhancements to give you more control over who workflow rules apply to, along with new options for addressing medium- and high-risk users.

Group-Based Workflows

You can now configure workflows to run only for users in a specific group.
This allows you to tailor actions, courses, and campaigns to the right audience.

Examples:

• Enrol new hires in the Sales group into a sales onboarding campaign.

• Enrol new hires in Engineering into a technical training pathway.

Risk Score Workflows

You can now create a workflow that triggers when a user reaches a specific risk level (e.g. medium or high risk).
You can choose to:

• Notify the user’s manager.

• Enrol the user on a course.

• Add the user to a campaign.

Example:
Notify managers monthly with a list of their users who are medium or high risk.

Note: The Risk Score option will only be available in Step 2 if 'Monthly' is selected in Step 1.

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What is 'Workflows'?

Manual interventions, routine tasks, and human error in processes all slow down human risk management initiatives and reduce productivity on the platform.

Workflows is a dynamic rule-based engine that automates actions based on a set of predefined rules. It eliminates manual tasks and provides seamless automation tailored to your unique workflows.

1. Rule-based Intelligence: To save time, set custom rules for tailored automation.
2. Effortless integration: Works with your existing modules.
3. Real-time: Immediate actions based on events to ensure timely risk remediation.
4. Scalability: Grows with your business needs.
5. Audit and Reporting: Easily track and optimise workflows to demonstrate proactive risk management.

Workflows boosts efficiency, cuts down manual work, and reduces errors in human risk management. It helps teams focus on strategic tasks and strengthens your security posture through smart automation.

How to Set Up Workflows

1. Create Your Workflows Course or Campaign

• Before you can use these as an action, ensure you have created your Workflow course or campaign.
  • Workflows - Create a Workflows course
  • Workflows - Create a Workflows campaign

2. Set Up Your Workflow

• To create your custom workflow, navigate to Workflows.
• We suggest using one of the existing templates:
  
• Or click on Create New Workflow and follow these simple drag-and-drop setup steps below.

(a) When: Specify when the workflow should be triggered.

• As soon as: The workflow activates as soon as the event target is met.
• Monthly: The workflow activates on a chosen date each month.

(b) Check if: Define the event that will trigger the action.

• Phish Failure: User fails a phishing simulation (e.g. clicks a link, scans a QR code, or opens an attachment).
  Phish clicked: User clicks on a specified number of phishing attempts.
• Data entered on phish: User enters data on a specified number of phishing attempts.
• User joins platform: A new user is added to the platform.
  • You can also set a delay (in days) between this event and the action occurring.
• Risk Score: Select users with a low, medium or high risk score (only available when the 'Monthly' option has been selected in Step 1).
• Group-Based Workflows: Only users in the specified group(s) are eligible for the workflow. Click the '+' button to select your group.

(c) Do: Specify the action you want to automate if the above scenario occurs.

• Enrol user in course: To reduce risk, ensure training is delivered within an hour of the event. Choose from the drop-down of previously published courses (excluding MetaEngage courses) or the Workflows course you have created.
• Enrol user in campaign: Automate a content campaign targeted to the user based on their actions.
• Send an email to myself or a user's supervisor: Notify relevant parties of user behaviour on the platform with a summary of the event that has occurred.

Key Considerations

• 'User Joins Platform': We suggest setting a 7-day delay for actions triggered by this. This grace period allows for essential activities, such as the user's company induction, ensuring a smoother onboarding experience and more effective follow-up actions.
• Future Activity: The workflow will only take into account activity occurring after the date it is enabled. For example, if you enable a workflow today that requires 2 phishing clicks to activate, it will only trigger the action after the user clicks on 2 phishing attempts in the future.
• 'Phish click' 'Data entered on phish' 'Phish Failure': These do not activate periodically, e.g. every 2 phish clicks. Instead, if you set 'Phish click' to 2 clicks, it will trigger the action after the next 2 phishing clicks. Therefore, we recommend creating a separate rule for each step of the escalation process, such as for the 2nd, 3rd, 4th, and 5th phishing attempts, and so on.
• Meta Engage Courses: You cannot use a MetaEngage course as an action.

• Risk Score Workflows: The Risk Score option in Step 2 is only available if 'Monthly' is selected in Step 1.

• Group-Based Workflows: Only users in the specified group(s) will be eligible for the workflow.