How to Create Jobs to Enable Automation in Risk Cloud
Jobs in Risk Cloud allow users to create automated actions such as sending email notifications when a record is moved or starting a Workflow based on specified Triggers.
Table of Contents:
- Create a Job
- Select a Trigger for the Job
- Choose an Operation or Condition for Your Job
- Message Operation Options
- Saving Operations
- Adding Multiple Operations to a Job
- Publish the Job
Create a Job
You can create a Job in three ways:
1. Navigating to Build > Jobs using the menu and clicking + 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.
There are five kinds of Triggers:
Record Moved: This will trigger a Job every time a Record is moved from one Step to another. You can specify the Source and Destination Steps of the Record or select the "Any Step" option.
Record Reassigned: This will trigger a Job when an item is assigned or reassigned to a user in the specified Step.
Record Created: This will trigger a Job every time a Record is created in a Step.
- Record Due: This will trigger a Job over a specified time period before or after a due date.
Fixed Schedule: This will trigger a Job on a regular time interval.
The most common Trigger types are "Record Due" and "Record Moved."
1. Select a Trigger Type.
2. Select the appropriate Workflow and Workflow Steps.
The image below shows the details a user must specify if the "Record Moved" Trigger is chosen for the Job.
- Note: Once you have selected a Workflow for a Job and published that Job, you will not be able to change the Workflow the Job is related to.
Choose Operations or Conditions for Your Job
Once you have confirmed your Trigger, the appropriate Workflow, and the Steps where the Job is activated, you must select one or more Operations for the Job.
Conditional Jobs can also be created, which will cause the Trigger to execute only when specific Field conditions are met.
Select a Message Operation if you want a notification sent when your Job is triggered. A Job can be created to send email, in-app, and Slack notifications.
3. Click "Add an Operation" and select the type of message you would like to be sent.
4. Select Recipients
Recipients are the people or groups of people who will receive the notification. Note that Recipients are specified similarly for each of the Message Operation types.
You can select recipients by specifying appropriate:
- Specific Users: Specific users in Risk Cloud can be chosen to receive the notification.
Users with a Role: Any Role or Roles can be selected to receive the notification.
Users in 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 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 created in the specific Workflow you set for the Job. For example, if a Job is 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 also be chosen as recipients. If "Current Assignee" is selected, the user 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.
All users who have edited this Record: Selecting this option will notify any user who worked previously on the Record.
All users who can access this Record via user groups: Selecting this option will notify any user associated with the User Groups that can access the Record.
Send In-App Notification
If you select "Send In-app Notification" as your Operation, you can customize the text of the In-App notification a user receives.
Send Email Notifications
With Emails, you can create Contextual Notifications by adding Field Variables to the Email Subject line or Email 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 must 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 the "Fixed Schedule" message setup because you cannot add Field variables for that Trigger.
The image below shows the configuration of a customized email.
To send the notification to a group of Users in one single email, you can check to Send one email to all recipients under "Email Options."
- 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.
If you have Slack Integration enabled, you can also select the "Send Slack Message" Operation to trigger a Slack message. You can also create contextual Slack notifications by adding Field Variables to the Slack message Field.
Once you have finished creating your Operation, click Save Operation at the bottom of the page. This will link the Operation to the Trigger you made on the left-hand side. If you are finished, name your Job and click Publish Job.
If you would like additional actions to occur within Risk Cloud once the Trigger is met, you can add additional Operations or Conditions. Both options are highlighted below.
Adding Multiple Operations to a Job
You can add additional Operations to any current Job if it has less than ten total Operations.
Note: Operations will execute in the order they are displayed. In the above example, the "Update Field" Operations will each trigger before the Send Email Operation sends an email. You can view the order that Operations were executed by viewing your Jobs history.
You can reorder your Operations by using the settings Cog Wheel for each Operation, as seen below:
Here is what each of those settings does:
- Clone: Creates a copy of the Operation
- Note: Cloned Operations cannot be saved prior to updates being made to prevent duplicate
- Move to Top: Moves the Operation to the top of the list, causing it to be the first to execute
- Move Up: Moves the Operation up in priority order
- Move Down: Moves the Operation down in priority order
- Move To Bottom: Moves the Operation to the bottom of the list, causing it to be the last to execute.
Publish the Job
When you have finished configuring the Job, click Publish Job at the bottom of the page.
- For more information on how to leverage other Operation types, refer to Job Automations for Advanced Automation.