The Jobs module allows a Risk Cloud builder to create triggers that cause actions to occur within the platform, such as sending an email notification.
Creating a Job
Jobs are managed in the Build module. You can create Jobs in 3 ways:
Navigate to Build (via top menu) > Jobs and click the New Job button
Navigate to ⚙️ > Jobs on the Application canvas and click the New Job button
Right-click on a Step or Path to add a Job
Selecting a Trigger for the Job
The first step is to select the trigger for the action you would like to take place. The most common trigger types are 'Moved' and 'Due Date'. In the screenshot below, I've created a rule that will run anytime a record moves from the 'Create Risk' step to the 'Reviewer' step.
Note: Once you select a workflow for your job and save you will not be able to change the workflow the job is related to
Below are the five types of triggers:
Moved – This will trigger a Job every time a record is moved from one step to another. You can also select 'Any step'.
Assigned – This will trigger a Job when an item is assigned or reassigned to a user in the specified step.
Created – This will trigger a Job every time an record is created in a step.
Due Date – This will trigger a Job a specified time period before or after a due date.
Fixed – This will trigger a Job on a regular time interval.
Conditional field rules can also be created which will cause the trigger to execute only when the field conditions are also met.
Sending Emails when the Job is Triggered
If you would like a notification sent to a user or group of users when the action is triggered, click the pencil icon user the 'Message' heading.
Recipients are the people or groups of people who will receive the notification.
User - Specific users that exist in Risk Cloud can be selected to receive the notification.
Role – Any role or roles can be selected to receive the notification.
User Fields – Any User Fields from the Workflow you selected in the trigger event tab, or from any Workflow that is directly linked to that Workflow (e.g. if your Vendor Assessment is triggering the Job, you can send a message to a user specified in the Vendor Assessment workflow or the linked Vendor workflow)
Assignee – By selecting this check box, a notification will be sent to the user who is assigned on the trigger event. For example, if you create a moved trigger based on a record moving from one step to another and wish to notify the person that was assigned you should select the assignee checkbox.
Previous Users – Selecting this option will notify any user who worked previously on the record.
Record Group Users – Selecting this option will notify any user who is associated with the groups that can access the record.
Record Creator – Selecting this option will notify the user that created this record.
If you want to send the notification to a group of Users in one single email, use the Group Email checkbox. This functionality is most appropriate when recipients should have visibility to who else is receiving the alert. A single email will be sent to all recipients selected in the Users, Roles, and User Field sections.
All Job triggers are tied to a specific Workflow, but User Fields from linked Workflows can be selected to receive notifications. Within “User Fields”, you can select the Workflow name dropdown to select another Workflow and see the Custom or System Fields associated with it. This can be used when a User in a different Workflow should be informed of activity in the triggering Workflow.
The 'In-App Notification' allows you to customize the text of the in-app notification a user receives. The in-app notification shows up under the bell icon in the upper right corner.
Within the Email Notification section, enter the subject and body content that will appear in the email sent to the notified users.
You can create Contextual Notifications by adding field variables into the email subject line or body content. The field variables will automatically populate with the field values specific to the triggering record of the job and you can embed them within your message for a custom, non-generic message.
Click the Add Field Variable button and select the workflow that the desired field comes from and then select the field. You also have the ability to insert fields from linked workflows. If you choose a field from a linked workflow, you will need to select whether you would like to populate the job message with the most recent Field value from all the Records in the linked Workflow or the oldest Field value from all the Records in the linked workflow.
Note: You will not see the Add Field Variable button on message setup for Fixed Jobs because you cannot add field variables for that trigger.
If you would like the values of fields included in the email body select the Include Field Results checkbox. In the Layout dropdown select an existing layout or select 'Use step Fields' to display results for all of the fields on the destination step.
Refer to the Overview of Layouts help article to learn how to create a custom layout.
If you have the Slack Integration enabled, you will also see the option to trigger a Slack message. You have the ability to create contextual Slack notifications as well by adding field variables to the Slack message field.
If you would like any additional action to occur within Risk Cloud once the trigger is met, navigate to the Operation tab. From here you can configure what additional operations will take place. Note: Operations are optional. You do not need to add an Operation in order to save the Job.