Adding Stage Rules to Exception Workflows

You can add stage rules to your exception workflows to automatically generate an action based on the details of your exception. 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 exception reaches the stage in which the rule is configured. Rule conditions are optional and are qualifiers to the rule action execution.

Available Workflow Stage Rule Actions

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

Action

Description

Set Stage Expiration Date

Once initiated, this action will set the stage expiration to automatically move to the next workflow stage in the specified amount of time after the exception advances to a certain stage.

For more information, see Configure Stage Rules to Set Stage Expiration Date .

Set Exception Expiration Date

Once initiated, this action will set the exception expiration date to automatically let the exception expire in the specified amount of time after it advances to a certain stage.

For more information, see Configure Stage Rules to Set Exception Expiration Date .

Create Task

Once initiated, this action will create and assign a new task.

For more information, see Configure Stage Rules to Create Tasks .

Send Notification

Once initiated, this action will send email notifications to all approvers selected.

For more information, see Configure Stage Rules to Send Email Notifications .

Update Attribute

Once initiated, this action will update attributes to the value assigned in the rule action configuration section.

For more information, see Configure Stage Rules to Update Attributes .

To add a workflow stage rule

  1. On the Policy menu, select Setup > Workflows. screen appears.

    The Workflows screen appears.

  2. Click the View button on the workflow type you would like to configure.
    The Workflows screen appears.

  3. Click on the name of the workflow in which you would like to add a workflow rule.
    The Workflow Details screen appears.
    Tip:

    If you would like to create a new workflow, see Managing Exception Workflows.

  4. Go to the Rules tab.
  5. Click the Add Rule button.

    The Workflow Rule Customizer appears.

  6. Enter a rule name that describes the rule.
  7. Optional: Configure workflow stage rule conditions. If no condition is configured, the stage rule will be evaluated each time an exception enters this stage. For more information, see Workflow Stage Rule Conditions.
  8. Configure workflow stage rule actions. For more information, see Workflow Stage Rule Actions.
  9. Click the Save button to add the workflow stage rule to your exception workflow.

Workflow Stage Rule Conditions

Note:

Conditions are not required. If no conditions are configured, the stage rule will be evaluated each time an exception enters this stage and the workflow stage rule action will initiate.

The exception workflow stage 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 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 stage rule actions.



Section

Field

Description

Conditions

Add Condition

Click the Add Condition button to add more conditions to the workflow stage rule.

ALL
If you select ALL, the stage 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 stage rule.

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 stage rule.

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:

Attribute - This condition will launch the stage rule action if the system or custom attribute you configured for the condition is met.

Organization - This condition will launch the stage rule action if the organization related to the exception matches what you configured for the condition.

Attribute
Select the attribute that will be linked to this condition.
Note:

The attribute field is only available when the Attribute conditions 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

  • Not Equal To

  • Greater Than

  • Greater Than Or Equal To

  • Less Than

  • Less Than Or Equal To

Value

Select the value that applies to your condition(s).

Add Condition Button

N/A

Click the Add Condition button to add more conditions to the workflow stage rule.

Workflow Stage Rule Actions

Configure Stage Rules to Set Stage Expiration Date

Note:

If Set Stage Expiration Date is selected for the next action, Route Based On Expiration Date will not be listed.

You can configure workflow rules to set the stage expiration to automatically move to the next workflow stage in the specified amount of time after the exception advances to a certain stage.



Field
Description
Actions

Select Set Stage Expiration Date.

Next Workflow Stage

Select the workflow stage the exception should move to once the rule conditions have been met.

Set Expiration Date To

Configure the number of days, weeks, or months after meeting the rule conditions that the workflow stage should automatically move to the next stage.

The exception will be moved to the next stage after this amount of time.

Add Action

Click the Add Action button to add more actions to the workflow stage rule.

Configure Stage Rules to Set Exception Expiration Date

You can configure workflow rules to set the exception expiration date to automatically let the exception expire in the specified amount of time after the exception advances to a certain stage.



Field
Description
Actions

Select Set Exception Expiration Date.

Set Expiration Date To

Enter a numeric value and use the field selector to define the number of days, weeks, or months after the exception will be set to expire.

The exception will be set as expired after this amount of time configured has been met.

Add Action

Click the Add Action button to add more actions to the workflow stage rule.

Configure Stage Rules to Create Tasks

You can configure workflow rules to automatically create and assign tasks.



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.

Action

Click the Add button to add more actions to the workflow stage rule.

Configure Stage Rules to Send Email Notifications

You can configure workflow rules to automatically send email notifications to all approvers selected.



Field
Description
Actions

Select Send Notification.

Subject

Configure the subject with text and variables as needed.

Body

Configure the body with text and variables as needed.

Add Action

Click the Add Action button to add more actions to the workflow stage rule.

Configure Stage Rules to Update Attributes

You can configure stage rules to update attributes to the value assigned in the rule action configuration section.



Field
Description
Actions

Select Update attribute.

Add Action

Click the Add Action button to add more actions to the workflow stage rule.