Adding Stage Rules to Engagement Workflows

You can add stage rules to your engagement workflows to automatically generate an action based on the details of the engagement. 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 engagement record reaches the stage in which the rule is configured. The stage rule action will be initiated if the conditions configured are met or if there are no conditions listed on the stage rule.

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 an engagement record to help define and assign tasks within your organization.

For more information, see Configure Stage Rules to Create Tasks .

Launch Assessment

Once initiated, this action will launch the chosen assessments.

Note:

When assessments are being created via workflow stage rules, the system will verify whether there is already an open assessment using the same template in order to prevent duplicates.

For more information, see Configure Stage Rules to Launch Assessments .

Send Assessment Report

Once initiated, this action will send an assessment based PDF report to specified recipient(s).

Note:

OneTrust will only report on the latest completed assessment.

For more information, see Configure Stage Rules to Send Assessment Reports .

Send Engagement Report

Once initiated, this action will send an engagement based PDF report to specified recipient(s).

For more information, see Configure Stage Rules to Send Engagement Reports .

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 attributes to the value assigned in the rule action configuration section.

For more information, see Configure Stage Rules to Update Attributes .

To add a workflow stage rule

  1. On the Third-Party Risk Management menu, select Setup > Workflows.
    The Workflows screen appears.
  2. Click the View button on the Engagement Workflows tile.
    The Engagement Workflows screen appears.

  3. Click on the name of the workflow in which you would like to add a workflow stage rule.
    The Engagement Workflow Details screen appears.
  4. Navigate to the Stage Rules tab.
  5. Click the Add Rule button.
    Note:

    Stage rules cannot be configured on the first stage of a workflow.

    The Workflow Stage Rule Customizer appears.
  6. Configure workflow stage rule conditions.
    If no condition is configured, the stage rule will be evaluated each time an engagement enters this stage. 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 engagement 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

Note:

Conditions are not required. If no conditions are configured, the stage rule will be evaluated each time a engagement enters this stage and the workflow stage rule action will initiate.

The engagement workflow stage 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 stage rule actions.





Workflow Stage Rule Actions

Configure Stage Rules to Create Tasks

You can configure stage rules to automatically add tasks to an engagement 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. You can select from system users, user groups, or user type attributes.

Task Collaborators

Select the collaborator(s) that will help the assignee complete the task.

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 Launch Assessments

You can configure stage rules to automatically launch assessments when the specified conditions are met.



Field
Description
Actions

Select Launch Assessment.

Template Name

Select the assessment template launched by the stage rule.

Deadline

Select a deadline for the assessment completion.

Reminder

Enter the amount of days prior to the deadline you wish to send a reminder.

Approver

Select the approver(s) that will be assigned to the launched assessment. You can select from system users, user groups, or user type attributes.

Respondent

Select the respondent(s) that will be assigned to the launched assessment. You can select from system user or user type attributes.

Add Action

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

Configure Stage Rules to Send Assessment Reports

You can configure stage rules to automatically send an assessment based PDF report to specified recipient(s).



Field
Description
Actions

Select Send Assessment Report.

Report Template To Use

Select the report template you would like to use when sending the report.

Note:

Only PIA & DPIA Automation report template type can be used.

Assessment Template(s) to Report On

Select the templates to base the report on.

Recipient(s)

Select the recipients that will be sent the report. You can select from system users, user groups, or user type attributes.

All Respondents

Check this box to send the report to all respondents.

All Approvers

Check this box to send the report to all approvers.

Add Action

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

Configure Stage Rules to Send Engagement Reports

You can configure stage rules to automatically send an engagement based PDF report to specified recipient(s).



Field
Description
Actions

Select Send Engagement Report.

Assessment Template(s) to Report On

Select the templates to base the report on.

Recipient(s)

Select the recipients that will be sent the report. You can select from system users, user groups, or user type attributes.

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).



Field
Description
Actions

Select Send Notification.

Recipient(s)

Select the respondent(s) that will be assigned to the launched assessment. You can select from system users, user groups, or user type attributes.

Subject

Enter the subject of the notification email. You can click the Add Variables link to add system and custom engagement attributes as dynamic variables.

Body

Enter the body of the notification email. You can click the Add Variables link to add system and custom engagement attributes as dynamic variables.

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 update attributes to the value assigned in the rule action configuration section.



Note:

For Engagements Update Attributes actions, the Engagement Scope and Engagement Notes attributes are limited to 4,000 characters. All other system and custom attributes are limited to 1,000 characters.

Field
Description
Actions

Select Update Attribute.

Attribute(s)

Select the attributes in which you'd like to update once the workflow reaches this stage and any other conditions you configured are met.