Job Record Operations allow you to perform automated actions in Risk Cloud based on a triggering event.
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Record Operations in Jobs provide a way to automatically perform certain actions in response to an event in a Workflow (a Trigger). This article focuses on 'Record' and 'Other' Job Operations.
Note that in order to set up a Job Operation, you first need to create a Job. Navigate to Build > Jobs and Click + New Job to create a new Job. Pick a workflow for the job and determine the Trigger. For information on how to create and configure Jobs and Message Operations, refer to Create Jobs.
Types of Record Operations
After selecting and saving a Trigger, the types of Operations available are listed below:
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Create and Link to Existing - A new Record is created and mapped to an existing Record. You can decide which Workflow and Step you want to create this new Record in, choose the initial assignee, set a Due Date for the Record, auto-populate up to 5 default field values for the Record, and decide the existing Record you want to map to this new Record.
- You can auto-populate default field values for Text, Text Area, Select, Radio, Checkbox, and Multi Select Fields.
Create and Link to Trigger - A new Record is created and mapped to the triggering Record. You can decide which Workflow and Step you want to create this new Record in, choose the initial assignee, set a Due Date for the Record, and auto-populate up to 5 default field values for the Record. Note that in order for the Record to be created, the Workflows must already be connected together.
Link to Existing - An existing Record is mapped to the triggering Record. You can decide what the existing Record is that will get mapped to the triggering Record.
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Move Record - A Record can be moved between Steps in a Workflow. This is only available for Jobs with the Record Due or Moved Trigger.
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Note: When moving a record via a Job from one step to another, an assignee might be auto-added. This assignee is determined by who would be assigned if the record was submitted normally, considering the conditions met by the current field values.
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Update Field - A Discrete Field (Due Date, Date Picker, Select, Multi-Select, Radio, Checkbox, Number) is updated. Select the Field you would like to be updated. Dependent on the Field Type you have options for the kinds of updates that can be made:
Select Fields and Radio Fields can be updated or cleared completely.
Date Fields can be updated relative to the trigger date, relative to the existing date in the Field, or cleared.
Multi-Select Fields and Checkbox Fields can have new values added, specific existing values removed, or all existing values removed.
Number Fields can be updated with a specific number, adjusted up or down by a specific number, or cleared completely.
- Send to Webhook - Webhooks allow you to send data outside of Risk Cloud to an external system or integration via an HTTP request when the triggering event occurs. For more information on Webhooks, please visit the Risk Cloud Webhooks article.
- Generate Document - A document is created and attached to the triggering Record. You can choose a Document Template from the dropdown list and decide whether to save the document to an attachment field.
Commonly Used Job Operations
The most commonly used Operations are the Create and Link to Trigger and Update Field Operations. Example use cases of these Operations can be found below.
'Create and Link to Trigger' Use Case
- The Create and Link to Trigger Operation can be used in situations when you have Records that need to be periodically assessed. For example, you could have an Enterprise Risk Management Application with two Workflows: "Risks" and "Risk Assessments." You assess Risks annually. Instead of having to manually create Risk Assessment Records every year, you can configure a Create and Link to Trigger Operation to automatically do this for you. You can refer to Auto-create a Child Record on a Specific Cadence for a detailed guide on how to set up this Operation.
- The Create and Link to Trigger Operation can also be used to create Records with key details pre-populated based on responses to questions in a parent Record. For example, in the Third Party Risk Management Application, you can auto-create Findings based on responses to a vendor questionnaire. If a vendor responds No to the question “Does your organization have a password policy?” in a questionnaire, a Finding record can be created with fields like Finding Name, Finding Description, and Finding Priority auto-populated.
'Update Field' Use Case
You might have an Application in which you have a Field tracking the status of a Record. Instead of having to manually update the Field, you can configure an Update Field Operation that will automatically update the Field when it moves through the Workflow. Alternatively, as in the Enterprise Risk Management Application example above, you might want to update the date on which the Risk Record needs to be assessed next every time an assessment is made. You can use the Update Field Operation in order to enable this. You can refer to Automatically update Fields based on a Workflow Event for a detailed guide on how to set up this Operation.