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Audit Management

Workflow Automation

Automate assignment processes with workflows that auto-assign users and manage approval processes

What are Workflows?

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

Auto-Assignment

Automatically assign users based on workload capacity and expertise.

Approval Process

Manage sequential approval workflows with executor, reviewer, and approver steps.

Workflow Components

Triggers

Events that start the workflow:

  • • ON_ASSIGNMENT
  • • ON_COMPLETION
  • • ON_DUE_DATE
  • • ON_ESCALATION
  • • MANUAL
Steps

Sequential actions:

  • • ASSIGNMENT
  • • REVIEW
  • • APPROVAL
  • • NOTIFICATION
  • • ESCALATION
Auto-Assign

Automatic user selection based on:

  • • Workload capacity
  • • User expertise
  • • Completion rates
  • • Availability

Creating a Workflow

Step-by-Step Guide
Create a workflow to automate your assignment process
1

Navigate to Workflow Templates

Go to Audit Management → Workflow Templates and click "Create Workflow".

2

Configure Basic Information

Enter workflow name, description, and set it as active. Optionally set as default for all control tests.

3

Add Workflow Steps

Add sequential steps (e.g., Assign Executor → Assign Reviewer → Assign Approver). Configure each step with role, auto-assignment, and due date offset.

4

Configure Triggers

Select which events trigger the workflow (ON_ASSIGNMENT, ON_COMPLETION, ON_DUE_DATE, etc.).

5

Save and Activate

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

Example: Standard 3-Step Workflow

Simple Approval Workflow
A common workflow pattern for control test assignments
Step 1

Assign Executor

Role: EXECUTOR | Auto-assign: Yes | Due Date: +7 days

Step 2

Assign Reviewer

Role: REVIEWER | Auto-assign: Yes | Due Date: +14 days | Condition: After Step 1 completes

Step 3

Assign Approver

Role: APPROVER | Auto-assign: No (manual) | Due Date: +21 days | Condition: After Step 2 completes

How Workflows Work with Control Tests

Integration Flow
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. Additional assignments created automatically
↓
6. Users notified of new assignments

Best Practices

Start Simple

Begin with a basic 2-step workflow (Executor → Approver) and add complexity as needed.

Use Auto-assignment Wisely

Enable for Executor and Reviewer roles (high volume), disable for Approver (usually requires manual selection).

Set Realistic Due Dates

Executor: 7-14 days, Reviewer: 3-5 days after completion, Approver: 2-3 days after review.

Test Before Default

Test workflows on a sample control test before setting as default to ensure correct execution.

Next Steps

Workload Management

Learn how workload data is used in workflow auto-assignment

Learn About Workload

Assignment Templates

Learn how templates work with workflows

Learn About Templates