Adding Stage Rules to Risk Workflows

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

To add a workflow stage rule

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

    The Workflows screen appears.

  2. Click the View button on the Risk Workflows tile.
    The Workflows screen appears.

  3. Click on the name of the workflow in which you would like to add a workflow stage rule.

    The Workflow Details screen appears.

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

    The Workflow Stage Rule Customizer appears.

  6. Configure workflow stage rule conditions. For more information, see Workflow Stage Rule Conditions.
  7. Configure workflow stage rule actions. For more information, see Workflow Stage Rule Actions.
  8. Click the Save button to add the workflow stage rule to your risk 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 risk 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.





Workflow Stage Rule Actions

Configure Stage Rules to Create Tasks

You can configure stage rules to automatically add tasks to a risk record to help define and assign tasks within your organization.



Field
Description
Actions

Select Create 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.

Assignee

Select the assignee for the task. You can assign the task to System Users or User Type Attributes.

Deadline

Enter a deadline for the task to be completed.

Add Action

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

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). Workflow stage rules can also be configured to send notifications using system or custom email templates.

Important:

The System or Custom Email Templates feature is under Public Preview. Please contact OneTrust Support to request early access.



Field
Description
Actions

Select Send Notification.

Assignee

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

Template source

Choose to send the notification using a pre-configured system template or custom template.

Template

Select the template name for the email notification you would like to send. This option is only available when system templates have been selected as the Template source.

Subject

Enter the subject of the notification email. You can click the Plus icon to add system and custom risk attributes as dynamic variables. This option is only available when custom templates have been selected as the Template source.

Body

Enter the body of the notification email. You can click the Plus icon to add system and custom risk attributes as dynamic variables. This option is only available when custom templates have been selected as the Template source.

Add Action

Click the Add Action button to add more actions to the workflow stage rule. This option is only available when custom templates have been selected as the Template source.