Configuring Automation Rules for AI Governance

You can create automation rules with specific criteria to more easily streamline the management of AI Governance objects. This functionality can help automate select actions, such as launching assessments when records are created, updating workflow stages upon assessment approval, or flagging risks based on specific attributes or conditions. Rules can also be categorized into rule groups so they can be applied to objects associated with a desired organization level.

To create rule groups

  1. On the AI Governance menu, select Setup > Automation rules.

    The Automation rules screen appears.

  2. Click the Add rule group button.

    The Add rule group modal appears.

  3. Provide a unique name for this new rule group and assign an organization from this tenant.
  4. Optional: enable the Run rule group for current organization only setting so that rules created in this rule group will only be executed on records managed by the Organization selection in the above field. When disabled, all records for this rule group's organization and all records in organizations below the selected organization will be considered during rule execution.

    Add rule group modal
  5. Click the Add button.

    The new rule group overview screen appears.

To create rules in a rule group

  1. In the new rule group screen, click the Add rule button.

    The Select rule type modal appears.

  2. In the Select a rule type field, choose an entity object as the rule type. In this example, we are selecting projects.

    Select rule type field
  3. Click the Continue button.
    A new rule configuration block appears.
  4. Complete the fields and conditions to satisfy when this rule should be applied. Refer to the table below for all possible fields and value options.

    Project owner group screen
    Field
    Description
    Enable

    Click the toggle to turn the rule on and show the green check. The rule is off when it is grayed out with an X.

    Rule name

    Give this new rule a unique name.

    Frequency

    Appears only for Scheduled triggers. Select how often the trigger will happen:

    • Daily

    • Weekly

    • Monthly

    • Quarterly

    Conditions

    Configure the trigger for when this rule should run. It can be set to any available attribute with a specified value.

    Available triggers:

    • Attribute

    • Last Assessment Completion Date - All Templates (for any completed assessment across all templates)

    • Last Assessment Completion Date - By Template (specific template selected)

    • Last updated date

    • Risk level

    Click the Plus icon to list additional triggers for when this condition should run.

    Click the Add condition block to stack additional conditions and specify whether ANY or ALL conditions should be met before this rule is triggered.

    Actions

    Select from one of the available actions.

    • Flag risk - select a risk from the library to flag on matching records.

    • Send assessment - select an assessment template and configure the settings, respondents, and workflow approvers.

      You can select the following respondent types:

      • System users - assign a user from the system users list as the assessment respondent.

      • User type attributes - assign the user associated with the selected user type as the assessment respondent.

    • Email - select an email template and specify the recipients. You can select either System users or User type attributes.

    • Send report - select a report and specify the recipients. You can select either System users or User type attributes.

    • Send assessment report - select a report template, choose the assessment templates, and specify the recipients. You can select either System users or User type attributes.

    • Create task - enter a task name and description, then specify the assignee, priority, task collaborators, and deadline.

    Click the Add action button to stack additional actions.

  5. Click the Save button. This rule can now be edited, deleted, or run manually outside its scheduled frequency by selecting the Context Menu icon.