In order to add a Job Operation, you first must have a Job set up. To learn more about how to set up a Job, refer to the Creating a Job help article.
The previously mentioned article shows you how to set up a Job, select a trigger, add an email and in-app notification. With Job Operations you can configure additional automated actions to occur within Risk Cloud once your trigger is met.
Operations are optional and not always necessary to accomplish what you want.
Below are some examples of when you might want an Operation:
- If you want to automatically create a new Record. Example use case: you have a Vendor Contract Management Application and once a Vendor contract is approved, you want the system to automatically create a new Vendor Assessment Record to continue the on-boarding process.
- If you want to automatically update a Date Field. Example use case: you have a Field called 'Date Completed' and would like this Field to auto populate the date when a vendor assessment Record moves from the in-progress to completed Step.
Adding an Operation
To add an Operation to a Job, click on the pencil icon under the 'Operation' tab. Then click the '+ Add Operation' button.
Selecting an Operation
Next you'll have to select the Operation type. Below are the 4 types of Operations available.
- Create New and Map to Trigger - A new Record is created and mapped to the triggering Record. You can decide which Workflow and Step you want to create this new Record in and also choose the initial assignee and set the Due Date. Note that in order for the Record to be created, the Workflows must already be connected together.
- Create New and Map to Existing - A new Record is created and mapped to an existing Record. In addition to all of the configuration options above, you can also decide the existing Record you want this new Record to be mapped to.
- Map Existing to Trigger - A existing Record is mapped to the triggering Record. You can decide what the existing Record is that will get mapped to the triggering Record.
- Update a Field - A Date Field is updated once the trigger is met. You can decide which Date Field you would like to update and update type.
The most commonly used Operations are Create New and Map to Trigger and Update a Field. Below are example use cases and configurations of these two common Operations.
Create New and Map to Trigger Use Case
You have an Enterprise Risk Management Application with two Workflows - Risks and Risk Assessments. You assess your Risks annually and would like LogicGate to automatically create a new Risk Assessment for every Risk 3 months before the Risk is due for review.
First you will need to setup a Due Date Job, then you can add the 'Create New and Map to Trigger' Operation.
Next, in the 'Workflow (Mapped)' drop down, you will need to select the Workflow where you want this Record to be created in. For this example it would be the 'Risk Assessments' Workflow. Then you will need to select the Step you want to create it in.
The 'User' and 'Due Date' fields are optional. If you want to, you can assign this newly created Risk Assessment Record to a user. Note: All Risk Assessments created from this Operation will always be assigned to this single user.
The 'Due Date' field allows you to set a Due Date for this new Risk Assessment. You can set the Due Date to be X number of hours/days/weeks/months/years from the date the Risk Assessment was created (the date the Job executes for that Record).
For example, if I configure the 'Due Date' to be 3 months and the Risk Assessment was created on January 1st. Then the Due Date for the Risk Assessment would be set to April 1st.
Update a Field Use Case
You have an Incident Management Application and you would like to capture the date an Incident enters the 'Review' Step.
First you will need to setup a Moved Job, then you can add the 'Update a Field' Operation.
Next, you can choose the Field Type you want to update. 'System Field' will be the Due Date Field and 'Custom Field' will allow you to choose from all of the Date Picker Fields you have created in your Workflow.
Lastly, you will need to select the 'Update Type'. There are 3 types:
- Set date relative to the job trigger date: This will set the Due Date X number of hours/days/weeks/months/years from the date an Incident moves into the 'Review' Step. In this example, we want to capture the exact date it moves into the 'Review' Step, so the 'Trigger Date' will be 0.
- Set date relative to current value: This will increase the current date based on the increment you've configured. Note: If the Date Field has no values in it, then this operation will be ignored.
- Remove the date: This will clear out the Date Field.
Remember to click on 'Save Job' once you are done with the Operations setup.