How to bulk create Records from a Linked Workflow section using a source repository.
If you have a large number of Records to create at once, you may be able to take advantage of the Bulk Create & Link functionality. This feature is especially valuable for a Controls Audit use case, however, it can be applied in other scenarios as well.
The new Bulk Create and Link toggle will appear in the Linked Workflow section of the Step Builder if both of the following conditions are met:
The Workflow you are editing has a 'One to Many' or 'Many to Many' relationship with the Linked Workflow whose section you are editing. Using the Controls Audit example, our Audit workflow has a 'One to Many' relationship with the Control Evaluation workflow.
The Linked workflow has a 'Many to One' or a 'Many to Many' relationship with at least one additional Workflow. Revisiting our example, the Control Evaluation Workflow has 'Many to One' relationships with several control frameworks: NIST CSF and SOC 2.
Once you toggle Bulk Create and Link to Enabled, you will have the option to choose which Workflow(s) you would like to use as a source for the new Records a user will create. For each Record that is created, it will be linked to its corresponding source Record in addition to the parent record whose step you are editing. In our example, this means that a Control Evaluation Record will be created for each SOC 2 Control. The Evaluation will automatically be linked to both its corresponding SOC 2 Control Record and the parent Audit Record.
Please note that when an Application is copied or imported, the new Application will default Bulk Create and Link to "Disabled".
Some additional options are available when configuring each source Workflow:
Layout - Designate a layout to choose what Fields should display when selecting Records from your source Workflow.
Search Step - Search for Records only in a specific Step as your source.
Create Step - Select in which Step of the Linked Workflow Records should be created.
Default Assignee - Select if you would like the linkedRrecords to inherit their assignees from the parent Record or source Record. You can also default the assignee to be blank. You cannot currently default an assignee to a user field. In our Controls Audit example, the Evaluation assignee is inherited from the assignee of the corresponding Control record.
- Default Due Date - Select if you would like the linked Records to inherit their due dates from the parent Record or source Record. You can also default the due date to be blank.
End User Experience
Once Bulk Create & Link has been enabled, the end user will see a new Bulk Create Records option in the Linked Workflow Section.
Once they select that button, a new modal will open that will allow the user to select which source Workflow they would like to use for this Record. Back to our Controls Audit example, the user would choose which control framework they would like to test against for this particular audit.
They can then search and select source Records to be used when bulk creating the new Records. The auditor would select which controls from the framework they plan to test against, knowing that an evaluation Record will be created for each control.
Note: The current maximum number of source Records that can be selected at one time is 2000.
Once the user selects Create And Link Records, they will return to the Record page. It may take a few minutes for new Records to be created, but users can continue with other work. Once the Records have been created, they will automatically appear in the Linked Workflow Section.
Access to created Records will be based on the Step Permissions where the new Records are created. Users must be in a Role or Permission Set with access to the Step to view the Records.
If User Groups are enabled in the Workflow where the Records will be created, they will automatically be created with both the Default User Group for the Workflow and inherit the User Group from the Source Workflow.
Use Case Example:
The Policies Workflow is mapped to the Attestations Workflow (One to Many) which is linked to the Employees Workflow (Many to One). Both the Employees and Attestations Workflows have User Groups enabled since there is sensitive information in each Workflows.
- If Attestations are created from a Policy Record (Employees are the Source Workflow) - Attestations will inherit the Employee Record User Groups and be appropriately restricted.
- If Attestations are created from an Employee Records (Policies are the Source Workflow) - Attestations will not inherit any User Groups and the correct users may not have access.