You can now assign a workflow step dynamically to assignee(s) based on a condition, this feature is available for all workflow types Renewal workflows, General purchase & New software purchase .
Sample scenarios where this feature can be used
- Streamlined App Approvals: Eliminate manual routing by automatically assigning executive approvals for app purchases exceeding a set budget.
- Department-Level Delegation: Empower department heads by automatically assigning cost center-based approvals for requests from their teams.
- Efficient Manager-Employee Interactions: Simplify workflows by automatically routing employee requests to their respective managers for approval.
- Risk-Based Security Reviews: Leverage app custom fields to dynamically assign security vetting steps based on a vendor's historical risk score.
- Dynamic App Approval Routing: Align approvals with specific app requests based on the submitted form, ensuring the right expertise reviews each request.
- Enhanced Security Posture: Automatically route requests for apps accessing sensitive data to dedicated security teams for thorough reviews.
Available conditions
| Category | Conditions |
|---|---|
| App contacts | Finance contact email/name, Functional contact name/email, IT contact email/name, Legal contact name/email, Procurement contact email/name, Security contact email/name, Vendor contact name/email |
| App custom fields | Any app custom fields enabled in your organization |
| App metadata | App name, App description, Vendor name |
| Renewal proposal | Difference in proposal budget, End date, Non-user license count, Start date, Term length, Total contract value, User license count, |
| Renewing contract | Contract PO number, Contact auto renew, End date, Licenses purchased, Payment frequency, Payment terms, Start date, Supplier company email/name, Total contact value |
| Spend | Cost center, Fiscal YTD expense , Prev fiscal YTD expense |
| Form responses | Use any responses to the questions of the form in the workflow. This is applicable for both New software purchase and Custom forms |
| Category | Condtions |
|---|---|
| HR data | Requester’s cost center, Requester’s department, Requester’s job title, Requester’s location, Requester’s manager email, Requester’s primary email |
| Purchase form | Requester email, Vendor name |
| Form responses | Use any responses to the questions of the form in the workflow. This is applicable for both New software purchase and Custom forms |
How to setup conditional assignment of assignee for a step.
- Define a renewal/purchase workflow as you would normally, for the step which needs to be dynamically assigned to different assignees based on condition. In the properties pane of the step, click on the “+Condition” button to add a condition.
2. From the list of available conditions click on the condition to be selected
3. Once the condition is selected, based on type of condition selected the operators and field comparison textbox is displayed. Define the condition using these fields. You can also combine two ore more conditions to define complex conditional logic.
4. After defining the condition, add the assignee to whom this step needs to be assigned to if condition defined is true.
5. Define more conditional assignments as needed .
Note: 2. As part of the conditional assignment, you also need to add an assignee to whom the step can be assigned if non the conditions match.
Troubleshooting and Best Practices
Conditional steps allow you to streamline workflows by making decisions based on specific criteria. However, they require careful attention to avoid potential issues. Here's a guide to help you troubleshoot and ensure smooth operation:
1. Deleted Forms and Invalid Conditions:
- Deleting a form containing a question used in a condition will render the condition invalid. This can cause errors in your workflow and prevent it from functioning as intended.
- To resolve this
- Restore the Deleted Form: If possible, consider restoring the deleted form, making the condition(s) valid again.
- Select a Different Question: If restoring the form is not feasible, choose a different, relevant question from another existing form to use in the condition.
- To resolve this
2. Workflow Order and Form Placement:
- The form containing questions for conditions must come before the conditional step in the workflow. Otherwise, the condition won't have access to the necessary data and will be marked as an error.
- To resolve this:
- Move the form step before the conditional step.
- Remove the question from the current form and add it to a form that precedes the conditional step.
- To resolve this:
3. Merging Paths and Missing Responses:
- If your workflow has two paths merging before a conditional step, and one path doesn't involve filling the form used in the condition, the condition might lack the required data.
- In this case, the form response is treated as unfilled/null, and the workflow will still execute.
- To prevent unexpected outcomes, review your workflow logic and ensure all paths provide the necessary data before reaching the conditional step.
4. Handling Unfilled Conditions:
- If a question used in a condition is not filled out, the value is considered null/no-value. The workflow will then execute based on this null value.
Comments
0 comments
Please sign in to leave a comment.