Workflow Automation

Workflows automate the assignment process for control tests. They define sequential steps that automatically assign users, send notifications, and manage the executor → reviewer → approver flow based on predefined rules.

Workflow components

A workflow consists of three parts: triggers (events that start the workflow), steps (sequential actions to perform), and auto-assignment (rules for selecting users).

Triggers

Triggers determine when a workflow runs: ON_ASSIGNMENT (when an assignment is created), ON_COMPLETION (when a step completes), ON_DUE_DATE (when a due date is reached), ON_ESCALATION (when an escalation condition is met), and MANUAL (triggered by a user).

Steps

Each step represents an action in the workflow: ASSIGNMENT (assign a user to a role), REVIEW (trigger a review), APPROVAL (request approval), NOTIFICATION (send a notification), and ESCALATION (escalate to a manager).

Auto-assignment

When a step uses auto-assignment, the system selects the best user based on workload capacity, expertise, completion rates, and availability. See Workload Management for details on how users are selected.

Creating a workflow

Navigate to workflow templates

Go to the audit instance’s Team tab and click Workflows, or navigate to Assurance Reviews → Workflow Templates. Click Create Workflow.

Configure basic information

Enter the workflow name, description, and set it as active. Optionally set it as the default workflow for all new control test assignments.

Add workflow steps

Add sequential steps. A typical 3-step workflow assigns an Executor (auto-assigned based on workload, due in 7 days), then a Reviewer (auto-assigned after the executor completes, due in 14 days), then an Approver (manually assigned after review completes, due in 21 days).

Configure triggers

Select which events trigger the workflow. Most workflows use ON_ASSIGNMENT to run automatically when a control test assignment is created.

Save and activate

Review all steps and save the workflow. If set as default, it will automatically apply to new assignments.

How workflows execute


1. User creates Control Test Assignment
   ↓
2. Workflow triggered (ON_ASSIGNMENT event)
   ↓
3. System finds active default workflow
   ↓
4. Workflow executes steps:
   ├── Step 1: Auto-assigns EXECUTOR
   │     └── Uses workload data to select best user
   ├── Step 2: Schedules REVIEWER assignment
   │     └── Waits for Step 1 completion
   └── Step 3: Assigns APPROVER
         └── Waits for Step 2 completion
   ↓
5. Users notified of new assignments

Best practices

Start with a basic 2-step workflow (Executor → Approver) and add complexity as needed. Enable auto-assignment for high-volume roles like Executor and Reviewer, but keep Approver as manual selection since it usually requires a specific person. Set realistic due date offsets: 7–14 days for executors, 3–5 days for reviewers after completion, and 2–3 days for approvers after review. Test workflows on a sample control test before setting them as the default.

Next steps

Workflows work together with workload management for user selection and assignment templates for default values.