Adding Workflow Rules to Vendor Workflows

Workflow rules allow you to automatically advance the stages in your vendor workflows or change vendor 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.

Workflow rules are based on an event trigger. Anytime the event occurs for the vendor, 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 vendor reaches a specific stage. An event trigger is an event that occurs in a specific workflow stage for a given vendor record. For example, if an event trigger is configured for Assessment Completed - Approved, Anytime an assessment is approved with the primary record of the vendor, the workflow rules will be evaluated.

Tip:

If you have ideas for additional event triggers you would like to see in OneTrust, send feedback to the OneTrust Ideas Portal.

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 event trigger and any specified conditions are met.

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

Change Workflow

Once initiated, this action will automatically change the workflow when the event trigger and any 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 Third-Party Risk Management menu, select Setup > Workflows.
    The Workflows screen appears.
  2. Click the View button on the Vendor Workflows & Routing Rules tile.
    The Vendor Workflows & Routing Rules screen appears.

  3. Click on the name of the workflow in which you would like to add workflow rules.
    The Vendor 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
    The workflow rule configured will be triggered if:

    • Updates are made on a vendor record

    • Bulk updates are made to vendor records on the Vendors list screen

    • Updates are made on the parent of a vendor via global/local records when attribute syncing is enabled.

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

    • The vendor organization is deleted

    • The vendor status is changed

    Assessment Submitted
    The workflow rule configured will be triggered once the vendor assessment is submitted.
    Assessment Completed - Auto-Approved:
    The workflow rule configured will be triggered once the vendor assessment is completed and auto-approved.
    Assessment Completed - Auto-Rejected:
    The workflow rule configured will be triggered once the vendor assessment is completed and auto-rejected.
    Assessment Completed - Rejected:
    The workflow rule configured will be triggered once the vendor assessment is completed and has been rejected.
    Assessment Completed - Approved:
    The workflow rule configured will be triggered once the vendor assessment is completed and has been approved.
    Inventory - Vendor Created
    The workflow rule configured will be triggered once a new vendor record is created.

    • This event trigger can only be added to the first stage of a workflow.

    • Depending on where the vendor was created, this event trigger will display variant behavior.

      See the table below for the expected trigger behavior based on where the vendor was created.

    Vendor Creation Method

    Behavior of Vendor Created Trigger

    Assessment

    When vendors are created while creating or updating an assessment, the trigger starts when the assessment is approved.

    Integration

    When vendors are created through an integrations Create Vendor action, the trigger starts at time you create the vendor.

    Bulk Import

    When vendors are created through Vendors >Context Menu > Bulk Create > Create Vendors template, the trigger starts at time you create the vendor.

    UI

    When vendors are created through the UI via Vendors > Add New, the trigger starts at time you create the vendor.
  6. Complete the required fields.
  7. Click the Save button to save the event trigger.
    You can create additional event triggers as needed.
    Note:

    The conditions to advance stages will be evaluated in the order they appear per event trigger.

To add a rule to an event trigger

  1. On the Workflow Rules tab, click the Add Rule button.
    The workflow rule customizer appears.
    Note:

    Each stage has a limit of 30 rules. Once you’ve created 30 rules, the Add Rule button will no longer be available.

    If you need to create more rules, you can either delete existing ones or add another stage to the workflow to accommodate additional rules.

  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 by clicking the Add Condition button.
    If no condition is configured, the workflow rule will be evaluated each time a vendor 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 vendor 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 vendor activates the event trigger.

The vendor 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 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 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 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:

Aggregate Inherent Risk Level - This condition will launch the workflow rule action if the Aggregate Inherent Risk Level of the vendor record matches the level you configured for the condition.

Aggregate Target Risk Level - This condition will launch the workflow rule action if the Aggregate Target Risk Level of the vendor record matches the level you configured for the condition.

Assessment Score Profile - By Template - This condition 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 condition 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 condition will launch the workflow rule action if the system or custom attribute you configured for the condition is met.

Related Processing Activity - This condition will launch the workflow rule action if the processing activity record related to the vendor record matches what you configured for the condition.

Risk by Category - This condition will launch the workflow rule action if the risk level and risk category name you configured for the condition is met.

Risk Level - This condition will launch the workflow rule action if the risk level of the vendor record you configured for the condition is met.

Vendor Organization - This condition will launch the workflow rule action if the organization related to the vendor record matches what you configured for the condition.

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

  • Greater Than or Equal To

  • Less Than

  • Less Than or Equal To

Formula:

  • Equal To

  • Greater Than

  • Greater Than or Equal To

  • Less Than

  • 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

Important:

Workflows will not advance stages if the vendor contact is an inactive user. Users must be active in order for stage rules to work properly.

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 workflow rules upon advancing to the next stage.

Configure Workflow Rules to Change Workflow

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.

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.