Adding, Editing, and Deleting Inventory Rules

You can configure rules to automatically launch assessments and send reminder emails for processing activities, asset records, and vendors.

Note:

To set frequency rules, the Set Automation Run Frequency setting must be enabled in Global Settings > Automation Rules.

To add an inventory rule group

  1. On the Data Mapping Automation menu, select Automation Rules. The Automation Rules screen appears.

  2. Click the Add Rule Group button. The Add Rule Group modal appears.


  3. Complete the modal.
  4. Click the Add button.

To add an inventory rule

  1. On the Automation Rules screen, click the name of the rule group you want to add a rule to. The Rule Group screen appears.

  2. Click the Add Rule button. The Select Rule Type modal appears.


  3. Complete the modal.
  4. Click the Continue button.
  5. Complete the fields. For more information, see the following screen references.

Vendor Product / Service Screen Reference



Field
Description
Rule Name

Enter a name for the rule.

Frequency

Select how often the rule will run.

Daily

Time of Day

Weekly

Select Day of Action

Monthly

Day of the Month

Trigger

Select the conditions that will trigger the rule's action.

Last Assessment Completion Date - By Template

Operator

Number

Enter the number of days before the rule will be triggered.

Select a Template

Select the template to be launched by the rule.

Last Assessment Completion Date - All Templates

Operator

Number

Enter the number of days to pass since the last assessment completion date before triggering the rule.

Add and Remove Triggers

Click the plus and minus icon buttons to add and remove additional triggers to this condition.

Risk Level

Select a Risk Level

Related Personal Data

Filter Personal Data By

Operator

Select Contains Any to configure the rule to trigger when the specified value is detected.

Select Does Not Contain to configure the rule to trigger when the specified value is not detected.

Select a Value

Select a data category or classification.

Add Condition Block

Click the Add Condition Block to add an additional condition to the rule.

Send Product/Service Assessment

Copy Latest Assessment's Responses

Use Latest Template Version

Enable this setting to automatically use the latest version of the template for the assessment.

Copy Latest Assessment's Comments

Enable this setting to copy the comments from the previous assessment.

Require Confirmation of Changes

Enable this setting to require the respondent to review changed responses and confirm the changes to the duplicate assessment before submitting.

Send New Blank Assessment if no Assessments Found

Enable this setting to send a blank assessment if there is no previous assessment with this template found.

Template Name

Select the template that will be launched by this rule.

Deadline

Enter the number of days the respondent has to complete the assessment.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver(s) that will be assigned to the launched assessment.

Select Use Previous Approver(s) to assign the assessment to the approver(s) of the previous assessment.

Respondent

Select the respondent(s) that will be assigned to the launched assessment.

Select Send to Previous Respondent(s) to assign the assessment to the respondent(s) of the previous assessment.

Select Send to IT Owner to assign the assessment to your organization's IT owner.

Send Product/Service Email

Recipient(s)

Email Template

Select the email template that will be sent to the recipient(s).

Flag a Risk For Vendor Product or Service

Select a Risk

Risk Template

The risk template that corresponds to your selected risk.

Note:

Details of the risk template will populate the remaining fields if available.

Inherent Risk Level

Select the level of risk.

Target Risk Level

Select the target level of risk.

Threat

Select the threat(s) the risk poses to your company.

Vulnerability

Enter the vulnerability of the company to the risk.

Category

Select what category the risk falls under.

Risk Owners

Select risk owner(s).

Risk Approver

Select the name(s) of the approver(s) responsible for approving the risk.

Deadline

Identify the date of your risk deadline.

Description

Enter a description of the risk and why it is associated with the flagged level.

Treatment Plan

Enter a treatment plan for mitigating the risk.

Vendor Screen Reference



Field
Description
Rule Name

Enter a name for the rule.

Frequency

Select how often the rule will run.

Daily

Time of Day

Weekly

Select Day of Action

Monthly

Day of the Month

Trigger

Select the conditions that will trigger the rule's action.

Last Assessment Completion Date - By Template

Operator

Number of Days

Enter the number of days before the rule will be triggered.

Select a Template

Select the template to be launched by the rule.

Last Assessment Completion Date - All Templates

Operator

Number

Enter the number of days to pass since the last assessment completion date before triggering the rule.

Add and Remove Triggers

Click the plus and minus icon buttons to add and remove additional triggers to this condition.

Contract Expiration in

Operator

Number

Enter the number of days before the rule will be triggered.

Risk Level

Select a Risk Level

Related Personal Data

Filter Personal Data By

Operator

Select Contains Any to configure the rule to trigger when the specified value is detected.

Select Does Not Contain to configure the rule to trigger when the specified value is not detected.

Select a Value

Select a data category or classification.

Add Condition Block

Click the Add Condition Block to add an additional condition to the rule.

Send Vendor Assessment

Copy Latest Assessment's Responses

Use Latest Template Version

Enable this setting to automatically use the latest version of the template for the assessment.

Copy Latest Assessment's Comments

Enable this setting to copy the comments from the previous assessment.

Require Confirmation of Changes

Enable this setting to require the respondent to review changed responses and confirm the changes to the duplicate assessment before submitting.

Send New Blank Assessment if no Assessments Found

Enable this setting to send a blank assessment if there is no previous assessment with this template found.

Template Name

Select the template that will be launched by this rule.

Deadline

Enter the number of days the respondent has to complete the assessment.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver(s) that will be assigned to the launched assessment.

Select Use Previous Approver(s) to assign the assessment to the approver(s) of the previous assessment.

Respondent

Select the respondent(s) that will be assigned to the launched assessment.

Select Send to Previous Respondent(s) to assign the assessment to the respondent(s) of the previous assessment.

Select Send to IT Owner to assign the assessment to your organization's IT owner.

Send Vendor Email

Recipient(s)

Email Template

Select the email template that will be sent to the recipient(s).

Flag a Risk For Vendor

Select a Risk

Risk Template

The risk template that corresponds to your selected risk.

Note:

Details of the risk template will populate the remaining fields if available.

Inherent Risk Level

Select the level of risk.

Target Risk Level

Select the target level of risk.

Threat

Select the threat(s) the risk poses to your company.

Vulnerability

Enter the vulnerability of the company to the risk.

Category

Select what category the risk falls under.

Risk Owners

Select risk owner(s).

Risk Approver

Select the name(s) of the approver(s) responsible for approving the risk.

Deadline

Identify the date of your risk deadline.

Description

Enter a description of the risk and why it is associated with the flagged level.

Treatment Plan

Enter a treatment plan for mitigating the risk.

Send Vendor Report

Report Name

Recipients

Select System Users or User Type Attributes.

Select a recipient.

Asset Rule Screen Reference



Field
Description
Rule Name

Enter a name for the rule.

Frequency

Select how often the rule will run.

Daily

Time of Day

Weekly

Select Day of Action

Monthly

Day of the Month

Trigger

Select the conditions that will trigger the rule's action.

Last Assessment Completion Date - By Template

Operator

Number of Days

Enter the number of days before the rule will be triggered.

Select a Template

Select the template to be launched by the rule.

Last Assessment Completion Date - All Templates

Operator

Number

Enter the number of days to pass since the last assessment completion date before triggering the rule.

Add and Remove Triggers

Click the plus and minus icon buttons to add and remove additional triggers to this condition.

Risk Level

Select a Risk Level

Related Personal Data

Filter Personal Data By

Operator

Select Contains Any to configure the rule to trigger when the specified value is detected.

Select Does Not Contain to configure the rule to trigger when the specified value is not detected.

Select a Value

Select a data category or classification.

Add Condition Block

Click the Add Condition Block to add an additional condition to the rule.

Send Asset Assessment

Copy Latest Assessment's Responses

Use Latest Template Version

Enable this setting to automatically use the latest version of the template for the assessment.

Copy Latest Assessment's Comments

Enable this setting to copy the comments from the previous assessment.

Require Confirmation of Changes

Enable this setting to require the respondent to review changed responses and confirm the changes to the duplicate assessment before submitting.

Send New Blank Assessment if no Assessments Found

Enable this setting to send a blank assessment if there is no previous assessment with this template found.

Template Name

Select the template that will be launched by this rule.

Deadline

Enter the number of days the respondent has to complete the assessment.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver(s) that will be assigned to the launched assessment.

Select Use Previous Approver(s) to assign the assessment to the approver(s) of the previous assessment.

Respondent

Select the respondent(s) that will be assigned to the launched assessment.

Select Send to Previous Respondent(s) to assign the assessment to the respondent(s) of the previous assessment.

Select Send to IT Owner to assign the assessment to your organization's IT owner.

Send Asset Email

Recipient(s)

Email Template

Select the email template that will be sent to the recipient(s).

Flag a Risk For Asset

Select a Risk

Risk Template

The risk template that corresponds to your selected risk.

Note:

Details of the risk template will populate the remaining fields if available.

Inherent Risk Level

Select the level of risk.

Target Risk Level

Select the target level of risk.

Threat

Select the threat(s) the risk poses to your company.

Vulnerability

Enter the vulnerability of the company to the risk.

Category

Select what category the risk falls under.

Risk Owners

Select risk owner(s).

Risk Approver

Select the name(s) of the approver(s) responsible for approving the risk.

Deadline

Identify the date of your risk deadline.

Description

Enter a description of the risk and why it is associated with the flagged level.

Treatment Plan

Enter a treatment plan for mitigating the risk.

Send Asset Report

Report Name

Recipients

Select System Users or User Type Attributes.

Select a recipient.

Processing Activity Screen Reference



Field
Description
Rule Name

Enter a name for the rule.

Frequency

Select how often the rule will run.

Daily

Time of Day

Weekly

Select Day of Action

Monthly

Day of the Month

Trigger

Select the conditions that will trigger the rule's action.

Last Assessment Completion Date - By Template

Operator

Number of Days

Enter the number of days before the rule will be triggered.

Select a Template

Select the template to be launched by the rule.

Last Assessment Completion Date - All Templates

Operator

Number

Enter the number of days to pass since the last assessment completion date before triggering the rule.

Add and Remove Triggers

Click the plus and minus icon buttons to add and remove additional triggers to this condition.

Risk Level

Select a Risk Level

Related Personal Data

Filter Personal Data By

Operator

Select Contains Any to configure the rule to trigger when the specified value is detected.

Select Does Not Contain to configure the rule to trigger when the specified value is not detected.

Select a Value

Select a data category or classification.

Add Condition Block

Click the Add Condition Block to add an additional condition to the rule.

Send Processing Activity Assessment

Copy Latest Assessment's Responses

Use Latest Template Version

Enable this setting to automatically use the latest version of the template for the assessment.

Copy Latest Assessment's Comments

Enable this setting to copy the comments from the previous assessment.

Require Confirmation of Changes

Enable this setting to require the respondent to review changed responses and confirm the changes to the duplicate assessment before submitting.

Send New Blank Assessment if no Assessments Found

Enable this setting to send a blank assessment if there is no previous assessment with this template found.

Template Name

Select the template that will be launched by this rule.

Deadline

Enter the number of days the respondent has to complete the assessment.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver(s) that will be assigned to the launched assessment.

Select Use Previous Approver(s) to assign the assessment to the approver(s) of the previous assessment.

Respondent

Select the respondent(s) that will be assigned to the launched assessment.

Select Send to Previous Respondent(s) to assign the assessment to the respondent(s) of the previous assessment.

Select Send to IT Owner to assign the assessment to your organization's IT owner.

Send Processing Activity Email

Recipient(s)

Email Template

Select the email template that will be sent to the recipient(s).

Flag a Risk For Processing Activity

Select a Risk

Risk Template

The risk template that corresponds to your selected risk.

Note:

Details of the risk template will populate the remaining fields if available.

Inherent Risk Level

Select the level of risk.

Target Risk Level

Select the target level of risk.

Threat

Select the threat(s) the risk poses to your company.

Vulnerability

Enter the vulnerability of the company to the risk.

Category

Select what category the risk falls under.

Risk Owners

Select risk owner(s).

Risk Approver

Select the name(s) of the approver(s) responsible for approving the risk.

Deadline

Identify the date of your risk deadline.

Description

Enter a description of the risk and why it is associated with the flagged level.

Treatment Plan

Enter a treatment plan for mitigating the risk.

Send Processing Activity Report

Report Name

Recipients

Select System Users or User Type Attributes.

Select a recipient.

Entity Screen Reference



Field
Description
Rule Name

Enter a name for the rule.

Frequency

Select how often the rule will run.

Daily

Time of Day

Weekly

Select Day of Action

Monthly

Day of the Month

Trigger

Select the conditions that will trigger the rule's action.

Last Assessment Completion Date - By Template

Operator

Number of Days

Enter the number of days before the rule will be triggered.

Select a Template

Select the template to be launched by the rule.

Last Assessment Completion Date - All Templates

Operator

Number

Enter the number of days to pass since the last assessment completion date before triggering the rule.

Add and Remove Triggers

Click the plus and minus icon buttons to add and remove additional triggers to this condition.

Risk Level

Select a Risk Level

Related Personal Data

Filter Personal Data By

Operator

Select Contains Any to configure the rule to trigger when the specified value is detected.

Select Does Not Contain to configure the rule to trigger when the specified value is not detected.

Select a Value

Select a data category or classification.

Add Condition Block

Click the Add Condition Block to add an additional condition to the rule.

Send Entity Assessment

Copy Latest Assessment's Responses

Use Latest Template Version

Enable this setting to automatically use the latest version of the template for the assessment.

Copy Latest Assessment's Comments

Enable this setting to copy the comments from the previous assessment.

Require Confirmation of Changes

Enable this setting to require the respondent to review changed responses and confirm the changes to the duplicate assessment before submitting.

Send New Blank Assessment if no Assessments Found

Enable this setting to send a blank assessment if there is no previous assessment with this template found.

Template Name

Select the template that will be launched by this rule.

Deadline

Enter the number of days the respondent has to complete the assessment.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver(s) that will be assigned to the launched assessment.

Select Use Previous Approver(s) to assign the assessment to the approver(s) of the previous assessment.

Respondent

Select the respondent(s) that will be assigned to the launched assessment.

Select Send to Previous Respondent(s) to assign the assessment to the respondent(s) of the previous assessment.

Select Send to IT Owner to assign the assessment to your organization's IT owner.

Send Entity Email

Recipient(s)

Email Template

Select the email template that will be sent to the recipient(s).

Send Entity Report

Report Name

Recipients

Select System Users or User Type Attributes.

Select a recipient.