Understanding Workflow Attributes
A Workflow in SureCloud must contain one or more Attributes. These Attributes define the data structure of the information stored within the Workflow. SureCloud offers various Attribute types, allowing you to customize your Workflow to collect the right type of data efficiently. Attributes also include settings and options to control data validation and how information is displayed.
This guide explores each Attribute type, including their capabilities, validations, and property options.
Attribute Types
Calculation
The Calculation Attribute automatically generates results by performing calculations based on other Attributes in the Workflow. Calculations are similar to formulas in Excel and support various functions.
Example: Multiply the "Price" Attribute by the "Quantity" Attribute to calculate the total cost:
#[Price] * #[Quantity]- Inclusions: Can reference any Attribute or Linked Attribute (date-related operations require specific date functions).
- Exclusions: Cannot perform arithmetic on non-numeric Attributes (e.g., text fields).
More details are available here.
Date
Accepts dates using a calendar picker for easy selection.
- Validations: Conditions can prevent selection of dates outside a specified range or relative to another Attribute.
Document
Allows users to upload one or more files to a record.
- Inclusions: Supports multiple file uploads.
- Exclusions: Restrictions may apply to certain file types or sizes, based on configuration, please see here for the allowed file types.
Captures a valid email address.
- Inclusions: Ensures entries include "@" and a domain name.
- Exclusions: Rejects incorrectly formatted emails.
FileSync
Enables Automated Evidence Collection, allowing records to automatically sync files from external storage providers into SureCloud.
Inclusions:
- Supports integrations with SharePoint, OneDrive, Google Drive, Dropbox, and Box.
- Allows users to select individual files or entire folders for syncing.
- Files are automatically updated based on a defined sync frequency (Weekly, Monthly, Quarterly, Bi-Annually, Annually).
- All synced files undergo a virus scan before being added to SureCloud.
Exclusions:
- Users cannot manually upload files via this attribute—files must come from an external provider.
- Syncing does not apply to non-supported storage platforms.
- Cannot sync encrypted or corrupted files.
Managing FileSync in Workflows
FileSync can be disabled at specific workflow stages to prevent document collection when a record is archived or inactive.
For details on disabling FileSync, see our article on States and Stages.
To learn how to use FileSync on a record, see our article on Setting Up FileSync.
Number
Accepts whole numeric values.
- Inclusions: Accepts positive numbers.
- Exclusions: Does not accept negative numbers, decimals, text, or special characters.
- Validations: Specify whether the value must be greater or less than another number or Attribute.
Option List
Displays a dropdown list of predefined options.
- Inclusions: Allows selection from multiple predefined options.
- Exclusions: Users cannot enter custom values directly.
Property Options:
- Allow Multiple Selections: Enables choosing more than one option.
- Customizable Lists: Define display names for options. Learn more here.
Sequence
Automatically generates a unique, incrementing number for each record.
- Inclusions: Each sequence number is unique and incrementally increases.
- Exclusions: The sequence cannot be manually edited.
Property Options: Add prefixes or suffixes (e.g., "INV-1001").
Text
Accepts any kind of text input.
- Validations: Optional character limits enforce formatting rules.
Toggle
A binary on/off switch for capturing yes/no or true/false choices.
- Inclusions: Can only exist in one of two states (on or off).
- Exclusions: Define the default state.
URL
Captures a valid web address (URL) and ensures it follows the "https://" format for security.
User
Allows selection of users or groups.
Property Options:
- Choose whether users, groups, or both can be selected.
- Enable single or multiple selections.
- Restrict selection by role or organizational hierarchy.
Hierarchy
Presents a tiered option list for hierarchical selections, such as regulations, citations, and domains.
Property Options:
- Specify which hierarchy is applicable (e.g., Risk Categories or Regulations).
- Define hierarchy levels, such as Regulation → Citation → Domain.
More details can be found here.
Displaying Attributes on a Record
Attributes must be added to a View to be displayed on a record. The View can then be assigned to specific Workflow States, ensuring the Attributes appear during the relevant stages of the Workflow process. Learn how to do this here.
Attribute Guidance
To aid the user with completing attributes on a record, guidance should be provided, more information can be found here.