How to create Jobs to enable automation in Risk Cloud
Jobs allow users to perform automated actions such as sending email notifications or kicking off a Workflow based on specified triggers. The kinds of triggers that can be used to set off Jobs are discussed later in this article under "Select a trigger for the Job."
Create a Job
Jobs are managed in the Build module. You can create Jobs in three ways:
1. By navigating to Build > Jobs using the menu, and clicking on + New Job.
2. By clicking the gear icon in the Workflow Canvas of the Application, clicking on Jobs, and clicking + New Job.
3. By right-clicking on a Step or Path and clicking on Add Job to Step or Add 'Moved' Job to Path.
Select a Trigger for the Job
The first step in configuring a job is selecting the trigger for the action you would like to take place. The most common trigger types are "Moved" and "Due Date." The image below shows the details that have to be specified if the "Moved" trigger is chosen.
The five types of triggers are:
Moved: This will trigger a Job every time a Record is moved from one Step to another. You can either specify the Source and Destination Steps of the Record or you can select the "Any Step" option.
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 a Record is created in a step.
Due Date: This will trigger a Job over a specified time period before or after a due date.
Fixed: This will trigger a Job on a regular time interval.
Conditional Jobs can also be created which will cause the trigger to execute only when specific Field conditions are met.
Once you have selected a trigger, you will also have to select the appropriate Workflow for the Job. Note that once you have selected a Workflow for a Job and have saved it, you will not be able to change the Workflow the Job is related to.
Craft a message that is automatically sent when the Job is triggered
If you would like a notification sent to a user or a group of users when the action is triggered, click the pencil icon user "Message."
Recipients are the people or groups of people who will receive the notification.
You can select recipients by specifying appropriate
Users: Specific users that exist in Risk Cloud can be selected to receive the notification.
Roles: Any Role or Roles can be selected to receive the notification.
User Fields: The recipients for a message can be chosen based on User Fields associated with the Workflow selected in the "Trigger" tab, or from any Workflow that is directly linked to that Workflow (for example, if a Job is being triggered in the Assessments Workflow, you can choose to send a message to a User Field from the the Assessments Workflow or a User Field from the Risks and Mitigations Workflows which are mapped to it). The User Field selected can be a Custom Field or a System Field:
Custom Fields: User Fields can be selected from Fields that have been created in the specific Workflow. For example, if a Job is being triggered when a risk assessment has been assigned, the User Field "Assessment Owner" can be chosen as the recipient. The image below shows how Custom Fields can be selected and where the appropriate Workflow is specified.
- System Fields: System Fields such as "Current Assignee" or "Creator" can be chosen as recipients as well. If "Current Assignee" is selected, the user who is assigned the Record in a particular step is sent the message. For example, if a "Moved" Job is set up for when a Record moves from Assign Assessment to the Assessment In-Progress Step, the user assigned the Record is notified. If "Creator" is selected, the user who created the Record in the Workflow is notified.
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 User Groups that can access the record.
If you want to send the notification to a group of Users in one single email, you can check Send one email to all recipients under "Group Email." 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.
In-App Notifications allow you to customize the text of the In-App notification a user receives.
In addition to sending In-App Notifications, you can send users Email Notifications. 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 Record triggering the Job and you can embed these values within your message for a custom message.
To create custom messages, click Add Field Variable, choose 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.
The image below shows the configuration of a customized email.
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. You will be able to configure additional automatic actions based on the trigger.
Operations are optional. You do not need to add an Operation in order to save the Job. For more information on how to leverage operation, refer to Job Automations for Advanced Automations.
Save the Job
When you have finished configuring the Job, click Save Job at the top right.