Using workflows
Third-Party Manager workflows include tasks to be performed to onboard and monitor third-parties. The tasks in a workflow
A series of tasks generated based on an event or form submission. are routed to queues Queues identify tasks users can take ownership of, and which user(s) receive task-related emails. A workflow queue can be a single user or a group of users. where people in the queue can take ownership of the task Part of a workflow that itemizes certain work to be completed. to complete the task.
For example, you may have a workflow for the following types of tasks:
- Gather information from users
- Provide instructions
- Record approval or rejection decisions
- Send a reminder to complete an activity
- Send a notification
- Send form A form is a questionnaire to gather information. invitations
Only administrators create workflows (see Using Workflow Builder).
The time zone for Third-Party Manager is UTC except for workflows. The time zone cannot be changed.
Workflow outline
The workflow outline lists each task to complete. An example of a partial workflow with seven tasks follows.
- A green check means the task is complete.
- A person icon means someone has ownership of the task.
- A person icon with a black dot in the task means you have ownership.
- Grayed out tasks are pending and will be available when one or more earlier tasks are complete.
Types of tasks
Some tasks require users to complete information and others are completed automatically by the system.
Tasks for user completion
The types of tasks that require user action follow.
Step: A Step task has one or more fields to be completed.
Section: A Section task allows you to group tasks of any type, including another Section task. Once the tasks in a Section are marked complete, the Section is automatically completed. Only the Task Activated notification will be sent. Due dates can be set but Late Task and Task Unassigned notifications will not be sent.
Review: Reviews are meant to be used for after a form or investigation completes. A Review task has one or more fields to complete. For example, a review task may have GDC Global Database Check screens over 1,500 lists for sanctions, embargoes, watchlists, court lists, and politically exposed persons. When a third party is entered, it is immediately screened. Re-screening frequency can be scheduled. Undetermined Hits and MM Undetermined Hits to review.
Route: A Route task automatically send Task Activated notifications to the workflow queue A single user, or group of users that can work on a task in a workflow., or they can be used to send a Task Alert notification to a party outside of the system. Once the notification has been sent, the Route task is automatically marked as complete.
Important
It is not recommended to add the following to Routes: Fields, Form Answers, Due Dates, or Notifications except Task Activated.
The following table contrasts the types of tasks requiring user action.
|
Step
|
Section
|
Review
|
Route
|
|
| Groups tasks so that when all tasks are complete, the section is complete | Yes | |||
| Set Due Dates | Yes | Yes | Yes | Do not use |
| With appropriate rights, Route to a different queue | Yes | Yes | Yes | |
| Add To Dos with reminder emails sent to the To Do creator | Yes | Yes | Yes | |
| Add one or more fields to complete | Yes | Yes | Do not use | |
| Mark one or more fields as Required to complete | Yes | Yes | Do not use | |
| Add Notes | Yes | Yes | Yes | Yes |
| Automatically send notifications | Yes | Task Activated only | Yes | Task Alert only |
| Automatically Send Alerts To someone outside the system | Yes | Yes | Yes | Yes |
Tasks completed automatically by the system
Action: Action tasks are automatically completed by the system immediately after they are activated and then are marked complete.
There are three Action types:
- 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. updates the Internal Owner for the third party associated with the workflow. If there are multiple users in the selected queue, the user with Priority 1 will be selected as the internal owner.
- Send Form sends an invitation for the selected form (questionnaire), recipients, and language.
- 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. sets the approval 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. for the third party associated to the selected value.
Notifications: When a Notification task A notificaiton task automatically triggers the system to send an email notification to specified recipients. is activated by the system, the system sends a custom email notification to the specified recipients. The task is automatically marked as complete.
Conditional 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.: When activated in the workflow, a Conditional Snippet evaluates conditions at the time of activation and insert tasks into the workflow depending on the outcome of the evaluation.
Task completed automatically or manually by the user
Close: A Close task ends the workflow and removes the workflow from the Overview tab and removes the tasks from the Tasks tabs. Closing can be automatic or manual:
- Automatic with the appropriate predecessor A task that must be completed before another task becomes active. Also called a precondition. task to trigger change the status of the workflow to Complete. This is the preferred method.
- Manual where a user must take ownership, complete any fields necessary, and select the Mark Complete button. This method is rarely used because information is completed before the Close task.
The status of the workflow changes to Complete and tasks cannot be edited. Users can still upload attachments to the workflow.
Workflow steps
See the following topics for steps:
