Managing Issue Type Automation Rules

You can create and configure issue automation rules to send emails based on specified conditions. You can also organize your automation rules into groups to improve visibility and streamline module navigation.

Dynamic Variables in Issue Automation Rules

Dynamic variables are specific to the rule type where they are provided. Variables available in issue workflow rules are intended for workflow notifications and cannot be used in issue automation rules. Issue automation rules and workflow rules are separate capabilities that support different use cases. As a result, they use different variable scopes. A variable that is available in the workflow-rule editor is not expected to work in an automation rule, even if it is manually entered or copied into the automation rule. This behavior is expected and does not indicate a problem with the rule configuration.

To add an automation rule group

  1. On the IT & Security Risk Management menu, select Setup > Automation Rules.
    The Automation Rules 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 Add Rule Group button.
    The Add Rule Group modal appears.

  3. Enter a name for your group.
  4. Select the organization that will be responsible for the group.
    Note:

    Enable the Run Rule Group for Current Organization Only setting if you would like this rule to run only for the organization selected.

  5. Click the Add button.

To delete an automation rule group

Note:

If you delete an automation rule group, any rules assigned to that group will also be deleted.

  1. Go to the Automation Rules screen.
  2. Hover over the row of the group you want to delete until the Context Menu icon appears.
  3. Click the Context Menu icon.
  4. On the Context menu, select Delete. A confirmation modal appears.
  5. Click the Confirm button.

To add an automation rule

  1. Go to the Automation Rules screen.
  2. Click the name of the group in which you want to create a rule.
    The automation rule configuration screen appears.
    Note:

    This screen also appears once you have created a new rule group.

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

  4. Select the Issue rule type.
  5. Click the Continue button.
  6. Configure automation rule conditions. For more information, see Automation Rule Conditions.
  7. Configure automation rule actions. For more information, see Automation Rule Actions.
  8. Click the Save button.
    Note:

    You can enable or disable the automation rule using the setting on the automation rule configuration screen. If enabled the automation rule will run once the conditions are met.



Automation Rule Conditions

The issue automation 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 Block 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 automation rule actions.





Automation Rule Actions

Configure Automation Rules to Send a Deadline Approaching Email

You can configure automation rules to automatically send a deadline approaching email when the specified conditions are met.



Field
Description
Actions

Select Send Deadline Approaching Email.

Recipient(s)

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

Subject
Tip:

A default subject line will be provided that can be used to send the email with relevant details. You can choose to edit this information if you would like.

Enter the subject of the notification email. You can click the Add variables icon to add issue attributes as dynamic variables. The Add variables selector will only display supported dynamic variables.

Body
Tip:

A default email body will be provided that can be used to send the email with relevant details. You can choose to edit this information if you wish.

Enter the body of the notification email. You can click the Add variables icon to add issue attributes as dynamic variables. The Add variables selector will only display supported dynamic variables.

Add Action

Click the Add Action button to add more actions to the automation rule.

Configure Automation Rules to Send a Deadline Overdue Email

You can configure automation rules to automatically send a deadline overdue email when the specified conditions are met.



Field
Description
Actions

Select Send Deadline Overdue Email.

Recipient(s)

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

Subject
Tip:

A default subject line will be provided that can be used to send the email with relevant details. You can choose to edit this information if you wish.

Enter the subject of the notification email. You can click the Add variables icon to add issue attributes as dynamic variables. The Add variables selector will only display supported dynamic variables.

Body
Tip:

A default email body will be provided that can be used to send the email with relevant details. You can choose to edit this information if you wish.

Enter the body of the notification email. You can click the Add variables icon to add issue attributes as dynamic variables. The Add variables selector will only display supported dynamic variables.

Add Action

Click the Add Action button to add more actions to the automation rule.

Configure Automation Rules to a Create Task

You can configure automation rules to create tasks on an issue when the specified conditions are met.



Field
Description
Actions

Select Create Task.

Task Name

Enter a name for the issue task.

Description

Enter a brief description of the issue task.

Assignee

Select the individual responsible for completing the task.

Priority

Select the priority level of the task based on the needs of your organization.

Task Collaborators

Select the individual(s) or user groups responsible for assisting with the completion of the task.

Deadline

Enter the number of days after the task is created that it must be completed.

Add Action

Click the Add Action button to add more actions to the automation rule.

To edit an automation rule

  1. Go to the Automation Rules screen.
  2. Click the name of the group in which you want to edit a rule.

    The Rule Group screen appears.

  3. Click the Context Menu icon button of the rule you want to edit.
  4. On the Context menu, select Edit.
  5. Update the fields, as needed.
  6. Click the Save button.

To delete an automation rule

  1. Go to the Automation Rules screen.
  2. Click the name of the group in which you want to delete a rule.

    The Rule Group screen appears.

  3. Click the Context Menu icon button of the rule you want to delete.
  4. On the Context menu, select Delete.
    A confirmation dialog appears.
  5. Click the Confirm button.