AI Routines in Analytics Studio

AI Routines in Analytics Studio

Meet AI Routines—how to put Analytics Studio on autopilot to schedule plain-language summaries and conditional alerts for your Learn:Up data.

While scheduling a dashboard delivery is great for looking at raw numbers, sometimes you just want the highlights. AI Routines let you schedule Analytics Studio to run a specific prompt automatically on a recurring basis.

Instead of delivering a static dashboard or spreadsheet, a Routine delivers a written, plain-language response—like a summary of training progress, an answer to a recurring question, or an interpretation of what changed—sent directly to your email.

Scheduled vs. Conditional Routines

Routines work in two different modes depending on what you need:

• Schedule mode (Fixed Cadence): The routine runs your prompt every time the schedule occurs.

  • Example: "Every Monday at 9 AM, summarize last week's new SCORM interactions and call out any trainings with a high drop-off rate."

• Condition mode (When something happens): The routine checks your data on a schedule, but only runs and emails you if a plain-language condition is met.

  • Example: "Every day at 9 AM, check if the overall completion rate for the Sales Onboarding guide drops below 80%, and if it does, email the enablement team with a summary of the drop."

When to use an AI Routine

Routines work best for recurring questions where an AI-written narrative adds more value than a static data export.

• Morning briefings: Get a daily email summary of overdue assignments for a specific cohort before you log on.

• Exception alerts: Receive an automated email alert only when a specific metric (like average quiz score) drops below your accepted threshold.

• Plain-language monitoring: "Check for any spikes in failed guide submissions over the last 24 hours and explain what you find."

How to create a Routine

There are two main ways to create a Routine in Analytics Studio:

The fast way: Ask Analytics Studio

The easiest way to set up a Routine is just to ask Analytics Studio to do it for you in a chat session.

1. Open the AI chat in Analytics Studio.

2. Type your request, including the time/condition and the prompt. For example: "Every Friday at 4 PM, email me a summary of this week's completed assignments."

3. The AI will create the routine right there in the conversation. You can click Edit routine on the chat card to review the prompt, adjust the schedule, or add more recipients.

   

The manual way: Use the UI

If you want full control from the start:

1. Navigate to Routines in your Analytics Studio sidebar and click New routine.

2. Define the settings: Give your routine a Name, select the Data Model/Topic (e.g., Assignments, Users, Training Catalog), and write the Instructions (the prompt the AI will run).

3. Define the trigger: Choose whether this runs On a schedule (using the visual builder or a custom Cron string) or When something happens (Condition mode).
   

   Note: If using Condition mode, you can click Test condition to ensure Analytics Studio can successfully query your requirement before saving!

4. Configure a destination: Choose to deliver the results via Email (to specific users or user groups).

5. Click Save routine.

Better Together: Skills + Routines

If you've already created an AI Skill (a saved, reusable recipe for a report), you don't need to rewrite all that logic for your Routine!

You can simply type your Skill's identifier (like /monthly-cohort-review) directly into your Routine's prompt.

A Few Things to Keep in Mind

• Permissions: Each routine runs with the exact same data permissions as the user who created it. You cannot query or send data that you don't personally have access to.

• Text-only delivery: Routine results are delivered as plain text/narrative to your email. They do not include hyperlinked dashboard links.

Need more help with AI features? Check out our guide on Workbook Agent vs. Analytics Studio AI.