Reroute a Record to a Different Step in a Workflow

How to send a Record back to request for more information or route a Record to a previous Step for updates.  

Below are some common scenarios that may require you to send a form, assessment, or questionnaire to a different Step in your Workflow:

• You need to send a form back to a vendor, contractor, or third party because they need to update a Field, provide additional information, or it was accidentally submitted.

• You need to send a form back to a previous step in my Workflow because some information was filled out incorrectly or has changed since it was originally submitted.

• You need to re-assign the same form to a different external or internal user and don't have assigning access.

When you need to send a form back to a previous Step in your Workflow, there are 2 options:

• Use a temporary or permanent Selected Redirect (can also redirect to the same step)

• Use a Conditional Edge Path

When do I use a Selected Redirect vs a Conditional Edge Path?

If you want to use a Conditional Edge Path, then you will need to complete all of the required Fields in your form first before you can re-route the assignment back. You also need to have a Field that will drive this Conditional Edge Path. If this Field doesn't already exist, you'll need to create a new Field.

In the case where you don't want to or can't complete all required Fields because you are missing information, a Selected Redirect would be the best approach. 

There are also differences in how the Selected Redirect and Conditional Edge Path appear to the end-user. The Selected Redirect will appear at the bottom of the form below the blue "Submit" button. Any user that has access to this Record will be able to send this assessment to a different Step. 

As an admin, if you don't want end users to know that they have the option to redirect a Record, then a Conditional Edge Path will be best. Conditional Edge Paths are driven in the background by conditional logic that is pre-defined by the admin user.

Generally speaking, if you are an admin user and need to re-route a one off assignment back, then a Selected Redirect will be the most straight forward option. If you find your end users needing to re-route assignments back regularly in a specific Step, then a permanent Conditional Edge Path will be better.  

Follow the instructions below to learn how to set up a Selected Redirect or Conditional Edge Path to re-reroute an assignment.

How to set up a Selected Redirect

The instructions in the Selected Redirect article will walk you through the basic set up. Important things to keep in mind when you're setting up:

• You can either set up a temporary or permanent Selected Redirect. If you want to set up a temporary Selected Redirect, then be sure to remember the Step that you set up the Selected Redirect in. You will have to go back to this Step and remove the Selected Redirect later.

• If this assignment is going back to a vendor or any user that does not have a Risk Cloud account, make sure to enable the External Email Assignee option in step 4 of the Selected Redirect article. It is also recommended to enable the Required Assignee option as well. 

Once you are done with the initial set up:

1. Navigate to the Record you want to re-route. 

2. Scroll all the way to the bottom of the page and find the Select a redirect target box. Select the Step you want to re-route to, then click Redirect. 

3. Assign the appropriate users in the Assignment Review pop-up modal, if this was enabled, then click Redirect.

4. The Record is now rerouted and you will be taken back to the Home Screen. 

5. You will now need to remove the Selected Redirect from the Step that you initially set it up in. You can optionally leave the Selected Redirect in place if you'd like to use it again, but we recommend removing it right away. All end users who can access Records in this Step will be able to use this Selected Redirect. This means that someone could accidentally redirect an assignment to a different Step that it wasn't suppose to go to. 

6. To remove the Selected Redirect, navigate to the Application and enter the Step. 

7. Scroll down to the bottom of the page and find the Paths section. Under this section, click the drop down arrow next to Selected Redirects.

8. Click on the red Trash Can icon button next to the Selected Redirect to remove it. 

How to set up a Conditional Edge Path

The instructions in the Conditional Edge Paths section of the Work with Paths article will walk you through the basic set up. Important things to keep in mind when you're setting up:

• If this assignment is going back to a vendor or any user that does not have a Risk Cloud account, make sure to enable the External Email Assignee option in Step 6 of the Work with Paths article. It is also recommended to enable the Required Assignee option as well. 

Once you are done with the initial set up:

1. Navigate to the Record you want to re-route. 

2. Find the Field that you based on your conditional routing on and select the appropriate value.

3. Then click Submit at the bottom. 

4. Assign the appropriate users in the Assignment Review pop-up modal, if this was enabled, then click Submit.

5. The Record is now rerouted and you will be taken back to the Home Screen.