Adding Workflow Rules to AI Governance Workflows

Workflow rules allow you to automatically advance the stages in your inventory workflows or change workflows based on event triggers and conditions. When you automatically advance through stages, you can set it to run the current stage rules. OneTrust supports the creation and management of these workflow rules to provide more control and flexibility to the workflows that you have created in the tool.

Workflow rules are based on an event trigger. Anytime the event occurs for the inventory record, the rules within that event group are evaluated. Workflow rules are different from stage rules. Stage rules are the rules that are evaluated as soon as an inventory workflow reaches a specific stage. An event trigger is an event that occurs in a specific workflow stage for a given inventory record.

For example, if an event trigger is configured for Assessment Completed - Approved, Anytime an assessment is approved with the primary record of the inventory, the workflow rules will be evaluated.

Tip:

If you have ideas for additional event triggers you would like to see in OneTrust, send feedback to the OneTrust Ideas Portal.

Available Workflow Rule Actions

Currently, workflow rules can be configured to initiate the following actions automatically:


Action	Description
Advance to Stage	Once initiated, this action will automatically advance to another workflow stage when the event trigger and any specified conditions are met.
Change Workflow	Once initiated, this action will automatically change the workflow when the event trigger and any specified conditions are met.

To add an event trigger

On the AI Governance menu, select Setup > Inventory manager.

The Inventory manager screen appears.
Click the View button for the desired inventory type.
Go to the Workflows tab.
Select the name of the desired workflow.

The Workflow details screen appears.
Go to the Workflow Rules tab.
Click the Add button under the Event Triggers pane.

The Add Trigger modal appears.
Complete the fields, then click the Save button. You can create additional event triggers as needed back in the Workflows Rules tab.
Note:
The conditions to advance stages will be evaluated in the order they appear per event trigger.
Field

Description

Trigger Name

Enter a name that describes the workflow event trigger you are creating.

Trigger Type

Select the event trigger that will automatically launch the workflow rule actions based on the conditions configured for the event trigger. The available triggers include:

Attribute Updated
The workflow rule configured will be triggered if:

Updates are made on an inventory record

Bulk updates are made to inventory records on the list screen

Updates are made on the parent of an inventory via global/local records when attribute syncing is enabled.

The inventory risk level or risk score change due to risk updates

The inventory organization is deleted

The inventory status is changed
Assessment Submitted

The workflow rule configured will be triggered once the inventory assessment is submitted.

Assessment Completed - Approved

The workflow rule configured will be triggered once the inventory assessment is completed and has been approved.

Assessment Completed - Rejected

The workflow rule configured will be triggered once the inventory assessment is completed and has been rejected.

Assessment Completed - Auto-Approved

The workflow rule configured will be triggered once the inventory assessment is completed and auto-approved.

Assessment Completed - Auto-Rejected

The workflow rule configured will be triggered once the inventory assessment is completed and auto-rejected.

To add a rule to an event trigger

On the Workflow Rules tab, click the Create rule button.

The workflow rule customizer appears.
Enter a workflow rule name.

Note:
Workflow rules cannot be configured on the last stage of a workflow.
Optional: Configure workflow rule conditions by clicking the Add Condition button. If no condition is configured, the workflow rule will be evaluated each time an inventory activates the event trigger. For more information, see Workflow Rule Conditions.
Configure workflow stage rule actions. For more information, see Workflow Rule Actions.
Click the Save button to add the workflow rule to your inventory workflow. Going forward, you can used the toggle on the Workflow Rules tab to activate or deactivate the workflow rules. If the workflow rule is activated, it will run.

Workflow Rule Conditions

Note:

Conditions are not required. If no conditions are configured, the workflow rule will be evaluated each time an inventory activates the event trigger.

The inventory workflow rule conditions are an optional configuration used to initiate certain actions if any or all of the conditions are met.


Section	Field	Description
Conditions	Contains Any	If you select Contains Any, the rule will be initiated if any of the value matches in the condition
	Does Not Contain	If you select Does Not Contain, the rule will be triggered when the selected value is not part of the object's attribute value.
Add Condition Block	N/A	Click the Add Condition Block button to add more conditions to the workflow rule.

Workflow Rule Actions

Configure Workflow Rules to Advance Stage

You can configure workflow rules to automatically advance to another stage when the specified conditions are met.

Field: Description
Actions: Select the Advance to Stage option.
Stage: Select the stage in which you would like the workflow to advance.
Run stage rule upon advance: Check this box if you would like to run the workflow rules upon advancing to the next stage.

Configure Workflow Rules to Change Workflow

You can configure workflow rules to automatically change the workflow when the specified conditions are met.

Field: Description
Actions: Select the Change Workflow option.
Workflows: Select the workflow in which you would like to switch to.
Stage: Select the stage of the workflow you would like to switch to.
Run stage rule upon advance: Check this box if you would like to run the workflow rules upon advancing to the next stage.

To edit an event trigger

On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to edit.
On the Context menu, select Edit.

The Edit Trigger modal appears.
Configure the fields as needed.
Click the Save button.

To delete an event trigger

On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to delete.
On the Context menu, select Delete.

The Delete modal appears.
Click the Confirm button.

To edit workflow rules

On the Workflow Rules tab, click the Context Menu icon next to the workflow rule you would like to edit.
On the Context menu, select Edit.

The workflow rule customizer appears.
Update the workflow rule as needed.
Click the Save button.

To delete workflow rules

On the Workflow Rules tab, click the Context Menu icon next to the workflow rule you would like to delete.
On the Context menu, select Delete.

The Delete Rule modal appears.
Click the Confirm button.

To move workflow rules

The workflow rules will be evaluated in the order in which they appear on the Workflow Rules tab. You have the ability to change the order in which rules are evaluated by moving the workflow rules.

On the Workflow Rules tab, click the Context Menu icon next to the workflow rule you would like to move.

Note:
This option only appears if you have multiple workflow rules configured.
On the Context menu, select Move.
The Move Rule modal appears.
Field

Description

Move this rule
Choose the position in which you'd like this workflow rule to appear. Depending on the current location, the rule can be moved:
- To the Top
- To the Bottom
- Before
- After
Select Rule

Select the workflow rule in which you'd like to move the rule before or after.

Note:
This option is not available if you select To the Top or To the Bottom.
Complete the fields.
Click the Move button.