Adding Stage Rules to Audit Management Workflows

You can add stage rules to your audit, workpaper, and findings workflows to automatically generate an action based on the details of the object. OneTrust supports the creation and management of these rules to provide more control and flexibility to the workflows that you have created in the tool.

The workflow stage rules will be evaluated each time the audit, workpaper, or findings record reaches the stage in which the rule is configured and the conditions are met.

Available Workflow Stage Rule Actions

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


Action	Description
Create Task	Add tasks to an audit, workpaper, or finding to help define and assign tasks within your organization. For more information, see Configure Stage Rules to Create Tasks .
Send Notification	Choose based on System Users, which requires one or more user selections, or User Type Attributes. You can use the variable option to include dynamic references to auto-populate specific details.
Send PDF Report	Send a PDF report to specified recipients.
Update Attribute	Modify attributes in your inventory record based on defined conditions and triggers upon stage advancement.

To add a workflow stage rule

On the Audit Management menu, select Setup > Workflows.

The Workflows screen appears.
Click the View button on the Audit Workflows, Workpaper Workflows, or Findings Workflows tile.

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

The Workflow Details screen appears.
Navigate to the Stage Rules tab.
Click the Add Rule button.

The Workflow Stage Rule Customizer appears.
Note:
Stage rules cannot be configured on the first stage of a workflow.
Configure workflow stage rule conditions. For more information, see Workflow Stage Rule Conditions.
Configure workflow stage rule actions. For more information, see Workflow Stage Rule Actions.
Click the Save button to add the stage rule to your workflow.

Workflow Stage Rule Conditions

The workflow stage rule conditions are used to initiate certain actions if all or any of the conditions are met. You can create individual conditions or combine conditions using the Add Condition button to create complex automation logic.

When combining multiple conditions, you can choose whether all of the conditions can be met to initiate the rule action or if any conditions must be met to initiate the action. This section explains how to configure single or multiple conditions to initiate workflow stage rule actions.

Workflow stage rule configuration showing conditions for creating new audit tasks.

Workflow stage rule configuration modal showing a rule to create a new audit task when multiple conditions are met.


Section	Field	Description
General	Rule Name	Enter a name for the workflow stage rule.
Conditions	ALL	If you select ALL, the stage rule will only be initiated if all of the conditions are met.
Conditions	ANY	If you select ANY, the stage rule will be initiated if any one of the conditions are met.
Condition Block	Conditions	Select the condition(s) that must be met before initiating the workflow stage rule action. The following condition are available to configure:
	Conditions	Attribute - This condition will launch the stage 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 Block button to add more conditions to the workflow stage rule.

Workflow Stage Rule Actions

Configure Stage Rules to Create Tasks

You can configure stage rules to automatically add tasks to an audit, workpaper, or findings record to help automate task creation and assignment within your organization.

Stage rule configuration screen showing the Create Task action selected and related task fields, including task name, description, assignee, priority, collaborators, deadline, and additional actions.

Field: Description
Actions: Select Create Task.
Task Name: Enter the name of the task that should be created by the stage rule.
Description: Enter a description of the task that should be created by the stage rule.
Mark task as required: Enable this setting to require that this task be completed before moving to another stage. You will need to identify the target stage that the task should be completed by.
Assignee: Select the assignee for the task.

Note:
The User type attribute option appears only when the object has at least one available single-select user attribute.
Priority: Select the priority level of the task.
Task Collaborators: Select the collaborator(s) that will help the assignee complete the task.
Deadline: Enter a deadline for the task to be completed after the launch of this stage rule.
Add Action: Click the Add button to add more actions to the workflow stage rule.

Configure Stage Rules to Send Notifications

Stage rule configuration screen showing notification rule actions, including the Send Notification action, assignee options, email subject, and body fields.

Field

Description

Actions

Select Send Notification.

Assignee

Choose whether to send to a System User or users based on user type attributes, [e.g. Approver(s)]

Subject

Provide a subject line for the email notification.

Use the Add variables option to automatically populate details from the given record.

Body

Provide a description for the email body.