Adding Workflow Rules to Engagement Workflows

Workflow rules allow you to automatically advance the stages in your engagement workflows based on event triggers and conditions. 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.

Note:

When a user is deleted from the application, any vendor or engagement Workflow Rules assigned to the deleted user are automatically reassigned.

To add an event trigger

  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 draft workflow in which you would like to add workflow rules.
    The Engagement Workflow Details screen appears.
  4. Navigate to the Workflow Rules tab.
  5. Click the Add button under Event Triggers.
    The Add Trigger modal appears.

    Field
    Description
    Trigger Name

    Enter a name that describes the workflow trigger you are creating.

    Trigger Type

    Select the trigger that will automatically launch the workflow rule actions based on the conditions configured for the event trigger. The available triggers include:

    Attribute Updated
    The workflow rule configured will be triggered if:

    • Updates are made on an engagement record

    • Bulk updates are made to engagement records on the Engagements list screen

    • The engagement risk level or risk score change due to risk updates

    • The engagement organization is deleted

    • The engagement status is changed

    Assessment Submitted
    The workflow rule configured will be triggered once the engagement assessment is submitted.
    Assessment Completed - Auto-Approved
    The workflow rule configured will be triggered once the engagement assessment is completed and auto-approved.
    Assessment Completed - Auto-Rejected
    The workflow rule configured will be triggered once the engagement assessment is completed and auto-rejected.
    Assessment Completed - Rejected
    The workflow rule configured will be triggered once the engagement assessment is completed and has been rejected.
    Assessment Completed - Approved
    The workflow rule configured will be triggered once the engagement assessment is completed and has been approved.
    Engagement Created
    The workflow rule configured will be triggered once a new engagement record is created.
  6. Complete the required fields.
  7. Click the Save button to save the event trigger.
    You can create additional event triggers as needed.

To add a rule to an event trigger

  1. On the Workflow Rules tab, click the Add Rule button.
    The workfkow rule customizer appears.
  2. Click the Add Condition button to add a condition.
    Conditions are not required. For more information, see Workflow Rule Conditions.
  3. Configure the workflow rule actions.
    For more information, see Workflow Rule Actions.
  4. Click the Save button to save the rule.
    You can add additional rules as needed.

Workflow Rule Conditions

The engagement workflow rule conditions that are configured must met in order to trigger the workflow rule action. This section outlines all the action triggers that can be configured as a condition.



Field
Description
Rule Name

Enter a name for the workflow rule.

Conditions

Select ALL or ANY.

Note:

This option only appears if you add more than one condition to the workflow rule.

If you select ALL, the workflow rule will only be triggered if all of the criteria are met.

If you select ANY, the workflow rule will be triggered if any of the criteria are met.

Condition Block

The condition block allows you to configure specific triggers that must be met in order to trigger the workflow rule action.

Trigger: Select which vendor field triggers the workflow rule.
The following triggers are available to configure:
Assessment Score Profile - By Template
This trigger will launch the workflow rule action if the assessment score profile of the selected template is less than, greater than, or equal to the value you configured for the condition.
Assessment Stage - By Template
This trigger will launch the workflow rule action if the assessment stage of the selected template reaches the assessment stage you configured for the condition.
Attribute
This trigger will launch the workflow rule action if the system or custom attribute you configured for the condition is met.
Engagement Aggregate Risk Level
This trigger will launch the workflow rule action if the Aggregate Risk Level of the engagement record matches the level you configured for the condition.
Engagement Aggregated Inherent Risk Level
This trigger will launch the workflow rule action if the Aggregate Inherent Risk Level of the engagement record matches the level you configured for the condition.
Engagement Aggregate Target Risk Level
This trigger will launch the workflow rule action if the Aggregate Target Risk Level of the engagement record matches the level you configured for the condition.
Attribute
Select the attribute type that will trigger the workflow rule's action.

The attribute field is only available when the Attribute trigger type is selected.

Operator
Select the relationship that must be met between the field and value.
Value:
Select which field value triggers the workflow rule.

When configuring relative date conditions in workflow rules, use Days before to trigger a rule before a date and Days after to trigger it after the date passes. For example, 7 Days before triggers in the 7 days leading up to the date, while 7 Days after triggers 7 days after it.

Add Condition Block

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 when the specified conditions are met.



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 stage rules upon advancing to the next stage.

Configure Workflow Rules to Change Workflows

You can configure workflow rules to automatically change the workflow when the specified conditions are met.



Field
Description
Actions

Select the Change Workflow option.

Workflows

Select the workflow in which you would like to switch to.

Stage

Select the stage of the workflow you would like to switch to.

Run stage rule upon advance

Check this box if you would like to run the workflow rules upon advancing to the next stage.

To copy an event trigger

  1. On the Workflow Rules tab, click the Context Menu icon next to the event trigger you would like to copy.
  2. On the Context menu, select Copy.
    The Copy Trigger modal appears.

  3. Configure the fields as needed.
  4. Click the Save button.

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 Delete.
    The Delete modal appears.

  3. Click the Confirm button.