Transitions, Triggers and Actions

Transitions

Transitions move records from one stage to the next in a workflow. They are driven by triggers and result in defined actions.

How Transitions Work

• Trigger
  A condition that must be met for the transition to occur. For example, specific fields may need to be completed before progressing.
• Action
  An event that occurs once the transition happens, such as sending a notification or creating a new record.

Creating a Transition

1. Go to the Logic tab in the Stage Details side panel.
2. Click the Add New Transition button under the Transitions section.
   Alternatively, you can create a transition visually by clicking, dragging, and dropping a connection between two stages on the workflow diagram.
3. Name the transition and set the To field to the correct destination stage.

Triggers

Triggers define the conditions that must be met for a transition to occur.

Adding a Trigger

1. In the If section of the Transition Details panel (right-hand side), click Add New Trigger.
2. Configure the conditions:
   • Click Add Condition to define specific field values or requirements.
   • Specify the button label, the roles allowed to click it, and the Button style (outlined or filled).
   • AND/OR select whether the record should auto-transition based on an existing Date attribute. More information can be found here.

You can add multiple triggers - all conditions must be met for the transition to occur.

Actions

Actions are automated tasks that run when specific logic is triggered - either during a transition between workflow stages or based on Stage Logic within a single stage.

When Do Actions Run?

• During a Transition
  Actions are triggered after a transition occurs - when a user clicks a workflow button to move a record to the next stage.
• Within a Stage
  Actions can also be triggered automatically while a record remains in the same stage. This is managed via Stage Logic, and can be based on conditions such as:
  • A field being updated (e.g., a toggle or dropdown)
  • A specific date or time being reached
  • A linked record meeting certain criteria

Example:
In a Third Party Risk Management workflow, suppose a control linked to a third party fails a test and is flagged as ineffective. Stage Logic could detect this and automatically create a new Incident record, assign a remediation task, or escalate the third party for re-assessment.

Adding an Action

In either Transition or Stage Logic:

1. Click Add New Action in the appropriate section of the logic panel.
2. Choose from the following action types:
   • Set Attribute: Updates a field on the current record.
   • Create Record: Generates a new, linked record (e.g., create a new Risk Assessment from a Third Party record).
   • Create Task: Assigns an in-platform task to a user.
   • Send Notification: Sends an email or Microsoft Teams message.
   • Execute Integration: Runs an external integration action (e.g., create a Jira ticket).
   • Invite Guest User: Sends a secure access link to a user without an account.

Each action type includes configuration options specific to its function.

Tip: While Stage Logic allows more dynamic, condition-based automation, Transition Logic is ideal for structured, user-driven workflow progression. Use them together to design flexible and efficient workflows.

Scheduling Actions

Actions within transitions can be automated and repeated:

• Enable Make Recurring in the action setup to set a schedule.
• Set the frequency (e.g., every 3 days).
• Set limits for the schedule, such as stopping after a specified number of occurrences or when the workflow progresses.

Note: Recurring actions are only available in Transition Logic and not in Stage Logic.