Adding Workflow Rules to Control Workflows

Workflow rules allow you to automatically advance the stages in your control 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.

The workflow rules will be evaluated each time the event trigger occurs. After this happens, the workflow rule action will be initiated if the conditions configured are met or if there are no conditions listed on the workflow rule.

Workflow rules are based on an event trigger. Anytime the event occurs for the control, 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 a control reaches a specific stage. An event trigger is an event that occurs in a specific workflow stage for a given control record. For example, if an event trigger is configured for Attribute Updated, anytime an attribute is updated on the primary record of the control, the workflow rules will be evaluated. In this case, you can use conditions to only trigger the action if specific attributes are updated.

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 specified conditions are met.

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

Change Workflow

Once initiated, this action will automatically change the current workflow of the control record when the 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.

  2. Click the View button on the Control Workflows tile.

    The Workflows 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. The available triggers include:

    Attribute Updated:

    • Updates are made on a control record.

    • The control organization is deleted.

    • The control status is changed.

    Assessment Submitted
    The workflow rule configured will be triggered if an assessment is submitted.
    Assessment Completed

    The workflow rule configured will be triggered if:

    • The control assessment is auto-approved.

    • The control assessment is auto-rejected.

    • The control assessment is rejected by the approver.

    • The control assessment is approved by the approver.

  6. Complete the required fields.
  7. Click the Save button to save the event trigger.

To add a workflow rule to an event trigger

  1. On the Workflow Rules tab, click the Add Rule button.

    The workflow rule customizer appears.

  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. If no condition is configured, the workflow rule will be evaluated each time a control 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 control 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 control activates the event trigger.

The 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 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 workflow rule actions.





Section

Field

Description

Conditions

ALL

If you select ALL, the workflow 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 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 rule.

Condition Block

Conditions

Select the condition(s) that must be met before initiating the workflow rule action. The following condition are available to configure:

Attribute - This condition will launch the workflow 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.

Note:

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. The following operators are available for each attribute type:

Numerical Single Select:

  • Contains Any

  • Does Not Contain

Numerical Text:

  • Equal To

  • Greater Than or Equal To

  • Less Than or Equal To

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 rule.

Workflow Rule Actions

Configure Workflow Rules to Advance Stage

You can configure workflow rules to automatically advance to another stage.



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 move to a different workflow.

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 Edit.
    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.