Managing workflow definitions

A Third-Party Manager workflow definition The template used to build a workflow which is the outline of tasks that must be completed. is the outline of tasks to complete in the workflow A series of tasks generated based on an event or form submission.. It is a template that can be reused. For an example of building a workflow definition using various types of tasks, see Example of a workflow definition.

The system uses the workflow definitions to assign a workflow. See Managing workflow assignments. When a workflow is assigned by the system, the workflow is an exact copy of the workflow definition at that point in time.

A workflow may have one custom initializer for the system to execute based on certain logic and conditions. For example, the supplied Unexpected Answer Task Part of a workflow that itemizes certain work to be completed. Initializer is a custom initializer. It inserts a snippet A predefined task or group of tasks that can be inserted into a workflow or workflow definition. Snippets are created and managed similiar to how workflow definitions are created and managed. for each unexpected answer found in a submitted form A form is a questionnaire to gather information.. See Handling unexpected answers.

Create a workflow definition

The steps to create a workflow definition follow.

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. On the left menu, select Workflow Definitions.
3. Select the Workflow Definitions button.
4. Complete the following.

   • Enter a Name for the workflow definition and add a Description of who or what the workflow definition is for.

   • Select Active for the workflow definition to be immediately available for use.

   • Select a Workflow Definition Type The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. to identify if the workflow will be initiated from a Form Submission or an Event such as a third-party created, third-party renewal, case Assigned to a third party profile related to a questionnaire sent for response, due diligence investigation, or other action. linked to a third-party, or a 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. For details on the Event and Form Submission actions, see Managing workflow assignments.

   • Select State Transition Domain which is the name of the reference domain the workflow definition will use to find workflow statuses. Typically, the domain WorkflowWorkItemStatus is selected which has the Values of Initial, Complete, and Withdrawn. Your organization may have other selections.

   • Optionally, select Category and Subcategory which are a user-defined classification for the workflow definition. For details on setting up classifications for workflows, see Configuring Workflow Category and Workflow Subcategory.

     • Categories are Reference Codes (Values) in the WorkflowCategory Reference Domain (List). An example is 3P Event.

     • Subcategories are a subclassification for the workflow definition. Subcategories are Reference Codes (Values) in the WorkflowSubcategory Reference Domain (List). An example subcategory for the category 3P Event is 3P Creation.

   • Optionally, select Custom Task Initializer which is the name of the initializer this workflow definition will use to automatically execute based on certain conditions. The Unexpected Answer Task Initializer is supplied. For more details on that initializer, see Handling unexpected answers. The initializer must be selected when the workflow definition is created.

5. Click Save. You will see the Workflow Definition Editor with a blank workflow definition.

6. From the Workflow Definition pane on the left, select the gear icon to set the following:

   • Expected Duration: Enter n days after a workflow is activated for the workflow to be due.

   • Allow ad-hoc changes: Select to allow users to manage predecessors, move tasks, and add and remove tasks and snippets.

   • Disallow ad-hoc changes; Select to restrict users to only taking task ownership. Users will not be able to change the workflow.

7. Select Save. The workflow definition is created. Continue to the next section to add tasks to the workflow definition.

Complete the workflow definition or a workflow snippet

Once the workflow definition is created, you will add tasks. Types of tasks you can add are described in Using workflows, section Types of tasks. The same steps are used to add tasks to a workflow snippet. See Managing workflow snippets.

For an example of building a workflow definition using different types of tasks and snippets, see Example of a workflow definition

Use the following steps to add tasks.

1. Open the workflow definition or workflow snippet.

2. To add tasks:

   • For a workflow definition, hover over Event or Form Submission and select the three dots.

   • For a workflow snippet, hover over Workflow Snippet and select the three dots.

3. Select the type of task to add from the selection. For task descriptions, see Using workflows, section Types of tasks. The task is added to the bottom of the workflow or Section task. Once added, you can click the three dots for the task and move the task.

4. Complete the information in the Task Editor specific to the type of task. These are common fields to complete.

   • Name and task Description. The Description can explain the task or provide users instructions on how to complete the task.

   • Status Third-party Status used for searching, for example, Active or Inactive. Approval Status is a subset of the Status. See Approval Status. Case Status used for searching, for example, Only Open Cases or Only Closed Cases. to select the workflow status set when the task is activated. The system comes with default statuses, but you can add others. See Adding workflow statuses.

   • Route To to select the workflow queue A single user, or group of users that can work on a task in a workflow. to route the task to. You can select a different queue later, for example, if you need to delete the originally assigned queue.

   • For an Action task, select the Route To user queue to send the action to. Next, identify the Action Type which might be:

     • Assign Internal Owner The organization's point of contact for the third-party to receive notifications, such as if a DDQ was sent to third-party point of contact. The internal owner is useful, for example, if your organization has a process for assigning third-parties based on location. then select the Internal Owner Queue.

     • Send Form then select the following, as applicable:

       • Form Name: Select a specific form, such as a Standard Due Diligence Questionnaire. Or select --SELECT-- for all forms.

       • Recipient: Select a choice from the dropdown list. If you select <Add email address>, enter one or more email addresses separated by semicolons.

       • Form Language: Select the language of the form.

     • Update Approval Status The status of the third party approval, for example, Pending, Approved, Denied for Compliance Reasons, and so on. Approval Status is a subset of Status. See Status. then select the Approval Status.

   • For Step, Review, Route, or Close type tasks:

     • Included Fields: These fields can be used for the user to enter or supply information. Under Available Fields on the right, select the Category, such as Additional Fields. Drag and drop the fields from Available Fields to Included Fields on the left. Select the checkbox required the field A field is a way to input information, often a question. be completed before the task can be marked as complete.

     • Included Third Party Fields: Third-party fields are read-only and display data for the third-party in the task. Under Included Third Party Fields, drag and drop the fields from Available Third Party Fields on the right to Included Third Party Fields on the left.

     • Form Answers (if the Workflow Definition Type is Form Submission versus Event): Third-party form answers display as read-only fields on the task. Select a Form then drag and drop the form questions from Available Form Answers to Form Answers.

   • A Notifications task will allow you to enter the following.

     • Recipients:

       • Emails: Identify who to send the email to. This can be a user queue, business sponsor, third-party internal owner, third-party point of contact, and free-form email addresses separated by semicolons.

       • Notification type: Select the notification type. The content for the notification type displays under Notification preview. To create and manage Notification types, including language versions, see Managing notifications.

       • Notification language: Select the language. If available, the language version of the notification displays under Notification preview.

     • Notification preview: The preview shows the Subject and Body of the email that will be sent to the recipients. You can select Edit Notification to change the content of the email. The content is changed for the Notification type, not just this workflow definition. To create and manage Notification types, including language versions, see Managing notifications.

   • A Conditional Snippet task allows you to add a snippet with conditions to evaluate and branch. Based on the conditions evaluated, one or more tasks can be inserted. See Managing workflow snippets. An example of snippets created to be added to a Conditional Snippet are covered in Create snippets for a Conditional Snippet task and Add a Conditional Snippet task to the workflow.

5. From any task pane, select the task's gear icon to view Task Settings. Complete any of the following for each task:

   • Required: Select to prevent the workflow from being closed until the task is marked as complete.

   • Due Within: Enter the number of days from task activation that the task is due to be complete. If the value is set at 0, not notifications will be sent. After that date, if the notification is selected, a Late Task Notification is sent. See Late Task setting below.

   • Take Ownership Within: Enter the number of days from task activation that a user must assume ownership. If ownership is not taken within the number of days and Task Unassigned is selected (below), notifications are sent to the workflow user queue associated with the task as well as the emails entered in Send Alerts To, which follows.

   • Send Alerts To: Enter one or more emails separated by semicolons for the Task Alert notification which is sent when a task becomes active. To set up a Task Alert, see Managing notifications.

   • Notifications To Send: Select the notifications to send to the workflow user queue identified for the task.

     • Task Activated to inform the user queue when a task is activated. Notifications are sent to all users in workflow queue initially assigned to a task or that the task is routed to.
     • ToDo Reminder to inform the To Do creator that the To Do item that the item is due.
     • ToDo Overdue to inform the To Do creator that the To Do item is overdue.
       • Late Task to inform the user queue that they have an overdue task, per the Due Within (set above) timeframe.
     • Task Unassigned: Notifies the user queue that the task is active and has not been assigned in the Take Ownership Within timeframe which was set earlier on this dialog.
     • Task Route Change: Notifies the users when the routing of a task has been altered.

   • Allow Edit of Task Name: Select to allow changes to the name of the task while the workflow is active. A change does not affect the workflow definition.

   • Enable Auto-assign: It is recommended that every phase of a review cycle have this checkbox selected. This ensures someone has ownership. If there is one person in the queue, that person is assigned versus waiting for the person to take ownership of the task. If the task is auto-assigned, the Task Unassigned notification is not sent.

6. Select Save.

Edit, clone, or delete a workflow definition

1. Select Settings, Content Control, then Workflow Builder.
2. From the left menu, select Workflow Definition.
3. In the grid, select any of the following:
   to edit the workflow definition. Select the right arrow on the name of the workflow definition to edit the Name, Description, Active setting, and so on. Update tasks, as desired.
   to clone a workflow definition and edit it to create a new workflow definition.
   to delete and remove the workflow definition.