Pre-Questionnaire Workflow & Logic

Table of Contents

• Summary
• Steps
• Additional Resources

Summary

Our goal is to make assessing vendors easier and more automated. Based on the rules you define, you can create helpful automations when new vendors are added through the Vendors menu tab (using the Add Vendor button), the external intake form, and API such as: sending all Prospective vendors the CAIQ-Lite or sending a colleague an email based on the internal system that was selected, the rules are up to you!

Important:

The workflow rules will not apply to vendors added via the Bulk Vendor Import Template.

A - IF statements

• Type of Vendor
• Vendor Criticality Level
• Sponsoring Business Unit
• Internal systems or applications this vendor or system will have access to or integrate with
• Type(s) of Data this vendor will have access to
• Country
• Payment Cadence
• Preferred Payment Method
• Custom - customized fields that you have added to the Custom Intake Form

B - IS statements

• Current, Prospective or Inactive (Type of Vendor)
• Mission Critical, Very Important, Moderately Important, Slightly Important, Nice to Have (Vendor Criticality Level)
• Example of business units (Sales, Legal, Security, etc.)
  • In order to have business units populate, please add a Business Unit through Program Automation > Data Classifications, Business Units, Connected Systems, and Vendor Criticality > Business Units - See HERE for more information
• Example of internal systems (Jira, Slack, Salesforce, etc.)
  • In order to have internal systems populate, please add a System through Program Automation > Data Classifications, Business Units, Connected Systems, and Vendor Criticality > Internal Systems - See HERE for more information
• Social Security, Driver's License, Passport, Debit or Credit Card, Digital Certificates and etc. (Types of Data)
• United States, Dominican Republic, etc. (Country)
• One Time Fee, Pay Per Use, Monthly, Quarterly, and/or Annually (Payment Cadence)
• Credit Card, Automated Clearing House (ACH), Wire Transfer, and/or Check (Preferred Payment Method)

Note: IS statements are dependent on the value that is selected for IF statements

C - Assign Risk To

• High Risk
• Medium Risk
• Low Risk
• Data Classification Level

D - Add Additional Condition

• Allows you to add additional IF and IS statements to narrow down automation further
  • When creating a workflow with multiple IF and IS statements, it is important to note that these statements will work as an AND statement. If only one of the IF and IS statements are met, it will not send a questionnaire or email due to the AND logic.

E - Add Action

• Send a Questionnaire - Standard/Custom Questionnaire
  • The questionnaire that is selected will send the most up to date version - previous versions cannot be selected when using this feature
  • Document requests are not currently supported. We hope to offer this feature in a future enhancement.
• Vendor Added Email - This will send an email to ANY colleague regardless of having a Whistic account or not. The email will entail information on the vendor who was added, similar to receiving a new vendor added email.
  • The user who receives these emails will not receive any further emails regarding the vendor or the vendors status, this is intended for new vendor added email only.

F - New Workflow

• To create additional workflows, select this option and another field will populate.

🛠️ Steps

Creating Your Own Workflow & Logic

To setup this feature and start automating your process, follow the steps below:

1. Click on Assess > Assess Settings from the top menu. Then select Program Automation.
2. Once you have landed on the Program Automation page, select Define Pre-Questionnaire Workflow & Logic to begin adding your own workflows.

Adding a New Workflow

1. Click Add New to begin defining your workflow.

2. Based on the type of automation you are attempting to achieve, you can begin setting up your desired workflow based on a series of IF and IS statements with associated actions for each.

Note: The IF and IS statements are required when setting up a workflow. Please ensure these fields are not left blank as the statements work as logic to execute the action items.

3. (Optional) - Once the IF and IS statements have been selected, the next step is to Assign risk:
   1. Risk Levels - High, Medium, Low or Data Classification
4. (Optional) - The next step is to Add Action, once you have selected Add Action you will see two options:
   1. Send a Questionnaire - Standard/Custom Questionnaire
   2. Vendor Added Email - This will send an email to ANY colleague regardless of having a Whistic account or not. The email will entail information on the vendor who was added, similar to receiving a new vendor added email.
5. Once your workflow is completed, please ensure that you click the Save button below the workflow. (A dark grey icon will populate at the top of your screen notifying you that the workflow has been saved)

Here is an example of a potential workflow:

• IF - Type of Vendor
• IS - Prospective
  • 1) Assign risk to - Medium Risk
  • 2) Send questionnaire - CAIQ-Lite

Finally, feel free to add additional conditions and even additional workflows. After the workflows are saved, you will begin to see the automation once a new vendor is added.

Multiple Workflows

In the event that you have multiple workflows created, the system will apply each workflow as long as the logic has been selected on the vendor intake form. For example:

The example shown above will send a CAIQ-Lite questionnaire due to the Type of Vendor being labeled as Prospective. Once that workflow has been executed the system will move to the next workflow and will send [e-mail] an email due to the Business Unit, Whistic-test, being selected.

Add Additional Condition

In the event that you would like to have the workflow execute as an AND statement where two or more fields must be selected in order to trigger the workflow, please setup the workflow like the example below:

For this example, the CAIQ-Lite questionnaire will only be sent if the vendor is Prospective AND the Type(s) of data is Employee or User Passwords.

Removing or Editing a Workflow

When the time comes to update your automations there are two options:

• Delete the existing workflow by using the red Delete button
• Make necessary changes to existing workflow and select Save

📧 Vendor Added Email

If you are curious on the type of email that your colleague will receive through the Add Action (Vendor Added Email), below is an example of the email which will be sent from [e-mail]:

To customize your vendor added email, in the custom intake form settings you can select that the field be Included on Vendor Intake Email. To setup customizations and select particular fields, please go to Assess > Assess Settings > Custom Intake Form. After clicking on the field you would like to add, there will be a popup box that generates on the right with a check box that reads Include on Vendor Intake Email. Once you have selected the check box, that field will then be added to the email if selected during the intake process.

If you have questions about your workflow or run into any issue please reach out to your Whistic Customer Success Manager or [e-mail]

📚 Additional Resources

• To learn more about Business Units and Internal Systems, please click HERE
• To learn more about customizing your Intake Form, please click HERE