Adding Workflow Rules to Issues Workflows

Workflow rules allow you to automatically advance the stages in your Issues workflows or change Issues 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.

Workflow rules are based on an event trigger. Anytime the event occurs for the Issues, 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 an issue reaches a specific stage. An event trigger is an event that occurs in a specific workflow stage for a given issue record. For example, if an event trigger is configured for Assessment Completed - Approved, anytime an assessment is approved with the primary record of the Issue, the workflow rules will be evaluated.

Tip:

If you have ideas for additional event triggers you would like to see in OneTrust, send feedback to the OneTrust Ideas Portal.

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 event trigger and any specified conditions are met.

For more information, see Configure Workflow Rules to Advance Stage .

Change Workflow

Once initiated, this action will automatically change the workflow when the event trigger and any 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.

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

    Issues Access

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

  2. Click the View button on the Issues Workflows tile.
    The Issue Type Details screen appears.

  3. Click on the name of the workflow in which you would like to add workflow rules.

    The Workflow Details screen appears.

  4. Navigate to the Workflow Rules tab.
  5. Click the Add button under the Event Triggers pane.
    The Add Trigger modal appears.

    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. This will be triggered only when a rule is configured for a specific stage. The available triggers include:

    Attribute Updated

    The workflow rule configured will be triggered if:

    • An issue attribute is updated and the configured condition is satisfied in that particular stage

    • The issue status is changed

  6. Complete the required fields.
  7. Click the Save button to save the event trigger. You can create additional event triggers as needed.
    Note:

    The conditions to advance stages will be evaluated in the order they appear per event trigger.

To add a rule to an event trigger

  1. On the Workflow Rules tab, click the Create Rule button.
    The workflow rule customizer appears.
    Note:

    Each stage has a limit of 30 rules. Once you’ve created 30 rules, the Create Rule button will no longer be available.

    If you need to create more rules, you can either delete existing ones or add another stage to the workflow to accommodate additional rules.

  2. Enter a workflow rule name.
    Note:

    Workflow rules cannot be configured on the last stage of a workflow.

  3. Optional: Configure workflow rule conditions by clicking the Add Condition button. If no condition is configured, the workflow rule will be evaluated each time a issue activates the event trigger. For more information, see Workflow Rule Conditions.
  4. Configure workflow stage rule actions. For more information, see Workflow Rule Actions.
  5. Click the Save button to add the workflow rule to your vendor 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 vendor activates the event trigger.

The issue 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 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.





Workflow Rule Actions

Configure Workflow Rules to Advance Stage

You can configure workflow rules to automatically advance to another stage when the specified conditions are met. For successful stage advancement, all mandatory fields must be populated before the rule condition is satisfied.



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 change the workflow when the specified conditions are met.



Field
Description
Actions

Select the Change Workflow option.

Workflows

Select the workflow in which you would like to switch to.

Stage

Select the stage of the workflow you would like to switch to.

Run stage rule upon advance

Check this box if you would like to run the workflow rules upon advancing to the next stage.

To copy an event trigger

  1. On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to copy.
  2. On the Context menu, select Copy.
    The Copy Trigger modal appears.

  3. Configure the fields as needed.
  4. Click the Save button.

To edit an event trigger

  1. On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to edit.
  2. On the Context menu, select Edit.
    The Edit Trigger modal appears.

  3. Configure the fields as needed.
  4. Click the Save button.

To delete an event trigger

  1. On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to delete.
  2. On the Context menu, select Delete.
    The Delete modal appears.

  3. Click the Confirm button.

To edit workflow rules

  1. On the Workflow Rules tab, click the Context Menu icon next to the workflow rule you would like to edit.
  2. On the Context menu, select Edit.

    The workflow rule customizer appears.

  3. Update the workflow rule as needed.
  4. Click the Save button.

To delete workflow rules

  1. On the Workflow Rules tab, click the Context Menu icon next to the workflow rule you would like to delete.
  2. On the Context menu, select Delete.
    The Delete Rule modal appears.

  3. 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.

  1. 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.

  2. 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.

  3. Complete the fields.
  4. Click the Move button.