Adding Workflow Rules to Privacy Notice Workflows

Workflow rules allow you to automatically advance the stages in your privacy notice 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.

The workflow rules will be evaluated each time the event trigger occurs. After this happens, the workflow rule action will be initiated if the conditions configured are met or if there are no conditions listed on the workflow rule.

Workflow rules are based on an event trigger. Anytime the event occurs for the privacy notice, 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 a privacy notice reaches a specific stage. An event trigger is an event that occurs in a specific workflow stage for a given privacy notice record. For example, if an event trigger is configured for Attribute Updated, anytime an attribute is updated on the primary record of a privacy notice, the workflow rules will be evaluated. In this case, you can use conditions to only trigger the action if specific attributes are updated.

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 specified conditions are met. For more information, see Configure Workflow Rules to Advance Stage .
Change Workflow	Once initiated, this action will automatically change the current workflow of the privacy notice record when the specified conditions are met. For more information, see Configure Workflow Rules to Change Workflow .

To add an event trigger

Before you can configure a workflow rule, you must create an event trigger.

On the Policy Management menu, select Setup > Workflows.

The Workflows screen appears.
Click the View button on the Privacy Notice Workflow tile.

The Workflows screen appears.
Click on the name of the workflow in which you would like to add workflow rules.

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

The Add Trigger modal appears.
Complete the required fields.
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 a record.
- The privacy notice organization is deleted.
- The privacy notice status is changed.
Click the Save button to save the event trigger.

To add a workflow 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. If no condition is configured, the workflow rule will be evaluated each time a priacy notice 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 privacy notice 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 a privacy notice activates the event trigger.

The workflow rule conditions are an optional configuration used to initiate certain actions if any or all of the conditions are met. You can create individual conditions or combine conditions using the Add Condition Block button to create complex automation logic. When combining multiple conditions, you can choose whether any of the conditions can be met to initiate the rule action or if all conditions must be met to initiate the action. This section explains how to configure single or multiple conditions to initiate workflow rule actions.


Section	Field	Description
Conditions	ALL	If you select ALL, the workflow rule will only be initiated if all of the conditions are met. Note: This option only appears if you add more than one condition to the workflow rule.
Conditions	ANY	If you select ANY, the stage rule will be initiated if any one of the conditions are met. Note: This option only appears if you add more than one condition to the workflow rule.
Condition Block	Conditions	Select the condition(s) that must be met before initiating the workflow rule action. The following condition are available to configure:
	Conditions	Attribute - This condition will launch the workflow rule action if the system or custom attribute you configured for the condition is met.
	Attribute	Select the attribute that will be linked to this condition. Note: The attribute field is only available when the Attribute condition is selected.
	Operator	Select the relationship that must be met between the field and value. The following operators are available for each attribute type:
		Numerical Single Select: Contains Any Does Not Contain
		Numerical Text: Equal To Greater Than or Equal To Less Than or Equal To
	Value	Select the value that applies to your condition(s).
Add Condition Block	N/A	Click the Add Condition 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.

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 move to a different workflow.

Field: Description
Actions: Select the Change Workflow 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.

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 Edit. 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.

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