Adding Stage Rules to Issue Workflows

You can add stage rules to your issue workflows to automatically generate an action based on the details of the issue. Conditional logic rules can be configured in the Stage Rules tab to create tasks. 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 issue reaches the stage in which the rule is configured and the conditions are met.

Important:

The ability to view the Issue Workflow tile is controlled by the Custom Issue Workflow View permission.

Available Workflow Stage Rule Actions

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

Action

Description

Create Task

Once initiated, this action will add tasks to an issue record to help define and assign tasks within your organization.

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

Send Notification

Once initiated, this action will send a notification with the provided message to a specified recipient(s).

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

Update Attribute

Once initiated, this action will update the chosen attribute with a new value when conditions are met.

For more information, see Configure Stage Rule to Update Attributes

To add a workflow stage rule

You can add workflow stage rules to workflows in draft status.

  1. On the IT & Security Risk Management menu, select Setup > Workflows.
    Note:

    Issues Access

    Currently, you can access Issues from IT & Security Risk Management, Policy Management, Compliance Automation, and Third-Party Risk Management.

    The Workflows screen appears.

  2. Click the View button on the Issue Workflows & Routing Rules tile.
  3. Select the Workflows tab.
  4. Click the Workflow Name on the workflow you wish to add a workflow stage rule.

    The Custom Workflow Details screen appears.

  5. Select the Stage Rules tab.
  6. Click the Create Rule button.

    The workflow stage rule customization screen appears.

  7. Configure workflow stage rule conditions. 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 issue workflow. Going forward, you can used the toggle on the Stage Rules tab to activate or deactivate the workflow stage rules. If the stage rule is activated, it will run.

Workflow Stage Rule Conditions

The issue workflow stage rule conditions are 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

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.

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 (Trigger)

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.

Attribute

Select the attribute that will be linked to this condition. 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.

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 issue record to help define and assign tasks within your organization.



Field
Description
Actions

Select Create Task.

Task Name

Enter the name of the task that should be created by the rule.

Description

Enter a brief description of the task that should be created by the rule.

Mark task as required

Enable to require task to be completed before moving to another stage.

Assignee
Select the user that will be assigned to the task. You can assign the task to System Users or User Type Attributes.
Note:

The User type attribute option appears only when the object has at least one available single-select user attribute.

Priority

Select a priority level of the task being created. The priority options include:

  • Critical

  • High

  • Medium

  • Low

Task Collaborators

Select the collaborator(s) for the task.

Deadline

Select a deadline for the task to be completed.

Configure Stage Rules to Send Notifications

You can configure stage rules to automatically send a notification with the provided message to a specified recipient(s).



Field
Description
Actions

Select Send Notification.

Assignee

Select the respondent(s) that will be sent the notification email. You can select from system users and user type attributes.

Subject

Enter the subject of the notification email.

Note:

You can configure system attributes as dynamic variables in the subject field by clicking the Add variables icon.



Body

Enter the body of the notification email.

Note:

You can configure system attributes as dynamic variables in the body field by clicking the Add variables icon.



Add Action

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

Configure Stage Rule to Update Attributes

You can configure stage rules to automatically update an attribute with a specific value when conditions are met.



Field
Description
Actions

Select Update Attribute

Attributes

Select the attribute that should be updated. You will also need to provide a value to replace the existing attribute value.

Add Action

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

To edit a workflow stage rule

  1. On the Workflow Details screen, select the Stage Rules tab.
  2. Click the Context Menu icon on the existing workflow stage rule you'd like to edit.
  3. On the Context menu, select Edit.
  4. Edit the existing workflow stage as needed.
  5. Click the Save button.

To delete a workflow stage rule

  1. On the Workflow Details screen, select the Stage Rules tab.
  2. Click the Context Menu icon on the existing workflow stage rule you'd like to delete.
  3. On the Context menu, select Delete.

    The Delete Rule modal appears.

  4. Click the Delete button to permanently remove the stage rule.

To add required attributes to advance stage

You can customize the title, guidance, and attributes that appear on the confirmation modal when requiring attributes to advance to the next stage.

  1. On the Workflow Details screen, select the Stage Details tab.
  2. Enable the Require Confirmation of Attributes to Advance Stage setting.
    Note:

    This setting does not appear on the first stage of a workflow.

  3. Complete the required fields.


    Field
    Description
    Title

    Enter a title that will appear on the confirmation modal when the Require Confirmation of Attributes to Advance Stage setting.

    Guidance

    Enter the guidance that will appear on the confirmation modal when the setting is enabled. This guidance will help users to understand which attributes need to be reviewed before moving to the next stage.

    Attributes

    Choose the attributes that are required before moving to the next stage of the workflow when this setting is enabled.

  4. Click the Save button.

To set a stage as an approval stage

Note:

If required approvers are configured for a stage, the stage advancement should still proceed as per the workflow rules. These configurations do not block rule‑based stage advancement.

  1. On the Workflow Details screen, select the Stage Details tab.
  2. Enable Set as approval stage.
    Note:

    This setting does not appear on the first stage of a workflow. Additional settings appear when Set as approval stage is enabled.

    • Enable Auto-advance on approval if you would like to automatically move to the next stage once the required approval is given.

    • Enable Set approval requirements to select whether one or all approvers must give their approval, then specify Approvers settings using the table below.

      Approvers

      Description

      User/ User Group

      Select this option from the dropdown menu to specify users or user groups as approvers for the stage.

      User Attribute

      Select this option from the dropdown menu to specify approvers for the stage based on specific user attributes.

      Current attribute options include:

      • Approvers

      • Closed By

      • Created By

      • Owners

      ANY/ALL

      Enable ANY or ALL to set the stage logic to apply to any or all users, user groups, or user attributes specified in this section.

      Add

      Add more fields.

      Remove

      Remove fields.
  3. Click the Save button.

To allow comments when moving to another stage

You can configure workflow stage settings to enable comments when transitioning to another stage in a workflow.

Note:

If mandatory comments are configured for a stage, the stage advancement should still proceed as per the workflow rules. These configurations do not block rule‑based stage advancement.

  1. On the Workflow Details screen, select the Stage Details tab.
  2. Enable Allow comments when moving to another stage. This provides an opportunity to add comments before moving to another stage.
    Note:

    This setting does not appear on the first stage of a workflow. Additional settings appear when Allow comments when moving to another stage is enabled.

    • Enable Require comments to move to another stage to require users to add a comment before they can move to another stage.

  3. Click the Save button.