Managing workflow assignments

A Third-Party Manager workflow assignment A workflow assignment is a rule that tells the system what workflow definition should be used under which circumstances (for example, the creation of a Third Party or the submission of an Intake Form). tells the system when the workflow definition The template used to build a workflow which is the outline of tasks that must be completed. should be used, based on a form A form is a questionnaire to gather information. submission or event. When an event or form action occurs, all workflow A series of tasks generated based on an event or form submission. assignments are evaluated by sequence order, the lowest sequence first. If there is a match, the workflow definition is used, the workflow is initiated, and evaluation stops. If there is no match to a workflow assignment, a workflow is not initiated.

A workflow definition can only be associated with one workflow assignment. If a workflow definition does not have an associated workflow assignment, it is not used.

Event and form actions which trigger workflow assignments include:

• Form Submission action:
  • Form Submission: This action is triggered when a form that is built in Form Builder is filled out and submitted. If the form is linked to a third-party, the third-party's information is used. See Using Form Builder for questionnaires.
• Event actions:
  • Third Party Created: This action is triggered when a new third party is created in the user interface or via API Application Programming Interface (API) is the developer interface for the platform. Use the API to develop your own applications.. See Adding a third-party. If multiple actions happen in the same minute, Third Party Created takes precedence.
  • Third Party Renewal: This action is triggered when a third party is up for renewal. If you are using Forms 2.0, a renewal workflow can automatically send renewal DDQ Due Diligence Questionnaire which can be sent to third parties for response. Questions can be added to a risk model to use in determining the overall risk rating for a third party. invitations. The renewal can be triggered by the last DDQ submission date, last Approval date, or a date from 3P custom fields Custom fields can be created to use in risk models.. See Third-party profiles (3P Profiles).
  • Case Assigned to a third party profile related to a questionnaire sent for response, due diligence investigation, or other action. linked to third party: When an unlinked case is linked to an existing third party. See Adding a third-party.
  • Risk rating The risk assessment history which changes over time based on the risk model assigned and other factors. Details include how the relationship is categorized, the services provided, the country risk, due diligence questionnaire responses, and custom fields. change: This action is triggered when a third party’s risk High, Medium, Low, or Custom Category changes. See Managing risk models.

Create a workflow assignment

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. From the left menu, select Workflow Assignments.
3. In Show assignment for the <item> workflow definition type, select Event or Form Submission for the type of event to trigger the workflow assignment.
4. Select the Workflow Assignment button. In the Edit Workflow Assignment window, the Initiation Type The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. is either Event or Form Submission, based on what you selected earlier.
5. Enter the following:

   • A unique Name of the rule and a Description to explain the rule or what it is used for.

   • A Sequence NO. to identify the order the system will evaluate the workflow assignment for either a Form Submission or Event action. If two rules have the same criteria, the rule with the lowest number is used. You can move the workflow assignment after it is created.

   • If the Initiation Type is Form Submission, you can optionally select the Form Name to display the Available Fields which are the questions on the form that can be dragged and dropped to the rule builder.

6. Set the criteria for the workflow definition to be assigned. Select Add Filter.

7. To create a rule, select then drag fields from the Available Fields section to the left.

8. Complete the filter fields:

   • Field A field is a way to input information, often a question. that was selected.
   • Condition determines the relationship between the field and value. For example:

     • = (equal) or != (does not equal)

     • < (less than) or > (greater than)

     • <= (less than or equal to)

     • >= (greater than or equal to)

     • contains or does not contain matches a field based on a case sensitive partial definition (for example the word 'High' is contained in 'High Risk Team')

   • Value further specifies the filter based on the field and condition. A name may need to be exactly as displayed in the system such as Lastname, Firstname.

   • Logic can be any of the following:

     • And: All fields/conditions/values must be met for each to be included in the result.

     • Or: At least one field/condition/value must be met and will be included in the result.

     • Not: The field/value/condition specified will be omitted in the result.

9. Under Then apply this workflow definition, select the workflow definition to assign when the conditions are met. Only workflow definitions not already associated with an assignment display.

10. Select Save changes. The workflow assignment is saved and is immediately available for use.

Manage workflow assignments

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. From the left menu, Select Workflow Assignments.

3. To display Event or Form Submission workflow assignments, select a value in Show assignment for the <item> workflow definition type.

4. In the grid, select any of the following:
   to edit the workflow assignment.
   to delete and remove the workflow assignment.
   select assign a new Sequence number to the workflow assignment. When making a workflow definition assignment, the system considers the workflows in the order you set, starting with the lowest number. Once a match is found, the workflow definition is assigned, and the workflow is initiated.