Reactive workflows in Cognexo offer a dynamic way to engage with users based on their responses to questions. This feature allows you to tailor interactions, ensuring a personalized experience for each user, and escalate any risks or concerns to the appropriate people. Below, we delve into the functionality and benefits of reactive workflows, illustrating how they can be utilized to optimize user engagement and satisfaction.
What are Reactive Workflows?
Reactive workflows enable you to trigger specific actions based on user responses to questions, regardless of the question type (e.g., multiple-choice, range from 1-10, or yes/no). For instance, if a user responds negatively to a question such as "Have you found using Cognexo easy?"—with options for yes or no—an appropriate reactive workflow can be initiated.
How do Reactive Workflows Work?
Within reactive workflows, two primary functions—IF and DO—facilitate targeted actions. The IF function allows you to specify conditions, such as user tags or question sequences, to trigger the workflow. Following this, the DO function enables you to define the action to be taken in response to the specified condition.
Available DO Functions:
- Resend Question or Follow-Up: You can choose to resend the same question or present a follow-up question after a defined period, enhancing user engagement and encouraging continued participation.
- Set User Tags: Assigning tags, such as "RISK" or "NON ENGAGER," based on user responses aids in segmenting users for tailored communication and interventions.
- Send Notification Emails: Notify users or external contacts via email, utilizing predefined templates or customizing content with dynamic fields to personalize messages. This feature allows for seamless communication and escalation, ensuring timely responses and support.
Day 0 Triggers: Setting Up Induction Topics for New Starters
The most common use of reactive workflows in Cognexo is the Day 0 trigger — a mechanism that automatically delivers an induction topic to a new user on (or shortly after) the day they are first added to the platform.
What is a Day 0 trigger?
A Day 0 trigger is a special workflow that sends a user a specific set of questions when they are first onboarded. Unlike a standard campaign (which delivers questions based on schedule), a Day 0 trigger fires based on the event of the user being created or enabled in the system.
This is particularly useful for induction programmes — for example, sending "CS Core & T1 Induction Questions" to every new joiner from their first day, regardless of when they join.
How to set up a Day 0 trigger
1. Create the induction topic and upload the questions as normal (via Topics & Question Management).
2. Contact Cognexo support to enable the topic for Day 0 triggering. This is a platform-level setting that cannot be changed by admins directly — the support team will add the topic to the trigger list.
3. Once enabled, you will see the topic appear in the Day 0 trigger dropdown in the Management Portal.
4. To activate it for a cohort: go to Management → Users → select the relevant cohort → Continue to Task → select Day 0 Trigger → choose the topic from the dropdown.
Why might a topic not appear in the Day 0 trigger dropdown?
If a topic is not appearing in the trigger dropdown, it is because it has not yet been enabled for Day 0 triggering by the Cognexo team. This is the most common reason for this ticket being raised. Contact support with the topic name and request it be added to the trigger list - this is quick to do.
How bank holidays affect Day 0 spaced delivery
If a Day 0 trigger fires on or around a bank holiday, the delivery schedule shifts accordingly. For example: if questions are due on Day 1 and Day 2, and Day 1 is a bank holiday for that user, the system will deliver Day 1 and Day 2 content on Day 2 instead. No questions are lost — they are simply shifted forward.
Practical scenarios for reactive workflows
| Use case | How to set it up |
| Wellbeing check-in escalation | Send a weekly "How are you?" question with emoji options. Create a reactive workflow: IF the user selects "unhappy" or "super unhappy," DO send a notification email to the manager and HR contact. (Ticket #3035 — KAI Web Wellbeing Wednesday) |
| Non-engager follow-up | IF a user has not answered questions for X days, DO tag them as "NON ENGAGER" and send a notification email to their manager. |
| Induction topic on join | Use the Day 0 trigger (see above) to fire a specific question set on the user's first active day. |
| Follow-up questions after an assessment | IF a user scores below 80% on an assessment, DO send a follow-up topic or question set to reinforce the area of weakness. |
For further guidance on configuring and implementing reactive workflows, contact the Cognexo support team.
Utilizing Reactive Workflows for Enhanced Engagement:
- Personalized Follow-Up: By configuring reactive workflows to resend questions or present follow-up inquiries based on user responses, you can foster deeper engagement and gather valuable insights.
- Segmented Communication: Assigning tags through reactive workflows enables targeted communication strategies, delivering relevant information or support to specific user groups.
- Timely Escalation: Leveraging notification emails, with customizable templates and dynamic fields, facilitates efficient escalation processes, ensuring prompt resolution of issues or concerns.
For Reactive workflows that automate an email to be sent, you can add the following dynamic fields LEARNER_DISPLAY_NAME - Users first name
LEARNER_NAME - First Name + Surname
LEARNER_EMAIL - Users Email
Reactive workflows in Cognexo offer a powerful tool for enhancing user engagement and experience. You can tailor interactions based on user responses by leveraging IF and DO functions, driving personalized communication and support. Whether through personalized follow-ups, segmented communication, or timely escalation, reactive workflows empower you to optimize user engagement and satisfaction, ultimately contributing to the success of your initiatives.
For further guidance on configuring and implementing reactive workflows, contact the Cognexo support team!