Understanding Fixed Attributes in Workflows
When creating a new Workflow, there are four Fixed Attributes that are automatically included. These attributes are essential for the proper functioning of your entity. While they cannot be removed, their names and guidance text can be customized to fit your specific needs.
The fixed attributes are:
Below, we’ll dive deeper into each attribute.
Name
The Name attribute defines how the name is calculated for each record within the Workflow. By default, it appears as a free-text field, but it can also be configured to auto-generate based on other attributes, such as a sequence of values.
Customizing the Name
This attribute can concatenate strings from referenced attributes, allowing for custom names that combine various pieces of data. Although it does not support advanced calculation functions, referencing attributes is straightforward.
Reference Syntax Examples:
#[Attribute Name]#[Entity Name].[Attribute Name]
Sample Naming Formats:
- For Third-Party Records:
TP - #[ID]: #[Third Party Name] - For Control Records:
CS - #[ID]: #[SCF ID] #[Control Name]
Use this attribute to standardize how records are labeled and referenced across your environment.
Owner
The Owner attribute identifies who is responsible for managing the record.
Key Details:
-
Visibility & Permissions
The assigned owner automatically gains visibility of the record. However, editing permissions must be managed separately. -
Default Setting
By default, the owner is set to the user who created the record. This can be updated manually to reflect changes in responsibility.
Keeping ownership details up-to-date ensures clear accountability for each record throughout its lifecycle.
State
The State attribute indicates the current status of the Workflow as it progresses. This attribute is displayed prominently in the Workflow banner on each record.
Using the State Attribute:
-
Tracking Progress
Add the State attribute to Workflow views to provide a quick snapshot of each record's status. -
Reporting
Including the State attribute in reports gives users insights into Workflow statuses without needing to open individual records.
Use this attribute in dashboards or reports for quick overviews of progress across multiple records.
Context
The Context attribute connects records to the organization’s hierarchy and controls visibility based on user roles and positions within the company.
How Context Works:
-
Hierarchy Linking
The Context attribute determines where a record resides within the organizational hierarchy. This affects visibility. -
Example
Assigning a third-party record to the HR department ensures that only users with the correct TPRM role within HR can access the record.
To modify the hierarchy or manage nodes, refer to the Hierarchy Management guide.
When creating records, i.e. assessments, tests, and findings, from other records the Context will be inherited by default. This can be switched off within the settings for the Context attribute type.
Adding Custom Attributes
In addition to the fixed attributes, you can add custom attributes to tailor your entity to your organization’s needs. For a complete list of attributes that can be added, see this guide.