Adding Stage Rules to Control Workflows

You can add stage rules to your control workflows to automatically generate an action based on the details of the control. 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 control reaches the stage in which the rule is configured and the conditions are met.

Note:

When seeded control workflows are cloned, the last stage rules are not carried over to the new workflow.

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 a control 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 specified attributes. For more information, see Configure Stage Rules to Update Attributes .
Launch Assessment	Once initiated, this action will launch an assessment to the specified respondent(s). For more information, see Configure Stage Rules to Launch Assessments .

To add a workflow stage rule

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

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

The Workflows screen appears.
Click the View button on the Control Workflows tile.
Click the Workflow Name on the workflow you wish to add a workflow stage rule.

The Workflow Details screen appears.
Select the Stage Rules tab.
Click the Create Rule button.

The workflow stage rule customization screen appears.
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 workflow stage rule to your control 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 control workflow stage rule conditions are optional and 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.
Conditions	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:
	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. 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 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 a control 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 this setting to require the task be completed before moving to another stage. If enabled, you must also select a stage in the Stage to complete task by field.

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 and body of the notification email. You can click the Plus icon to add system and custom attributes as dynamic variables.

Note:
The External implementation id and External implementation URL variables were created as part of the Certification Automation migration process. Only control implementations that have been migrated will contain these values. In all other cases, these values will be blank.
Body
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 automatically update attributes.

Field: Description
Actions: Select Update Attribute.
Attribute(s): Choose the attribute(s) and attribute value(s) you would like to update based on the workflow stage rule and any configured conditions.
Add Action: Click the Add Action button to add more actions to the workflow stage rule.

Configure Stage Rules to Launch Assessments

You can configure stage rules to automatically launch assessments.

Field: Description
Actions: Select Launch Assessment.
Template name: Choose the assessment you would like to launch based on this rule.
Copy previous assessment: Enable this setting if you would like to copy the information from a previous assessment.
Respondents: Select the user groups, system users, and user-type attributes who will receive the assessment.
Approvers: Select the system users, user groups, and user-type attributes who will be responsible for reviewing and approving the assessment.
Deadline: Enter the number of days after the launch of the assessment that it will be due.
Reminder: Enter the number of days before the deadline that an email reminder will be sent to the respondent.
Description: Enter a brief description of the assessment.
Comments: Add optional comments that will appear for all assessment respondents.
Add Action: Click the Add Action button to add more actions to the workflow stage rule.

To edit a workflow stage rule

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

To delete a workflow stage rule

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

The Delete Rule modal appears.
Click the Delete button to permanently remove the stage rule.

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