Defining a workflow action that creates objects

A create objects operation on an action creates a single direct child object.

1. In the GRC Workflow Designer, click the action that you want to edit.
   The Action Properties panel opens.
2. Expand Validations and Operations.
3. Click New Operation. The Operations panel opens.
4. Set Operation to create objects.
5. Provide a Name for the operation.
6. Next to When, click New Condition to define one or more conditions. The When panel opens.
   All conditions must be met for the operation to complete. For each condition you build a comparison statement with two fields and an operator.
   1. In Compare, you define the first field in the comparison statement. You can choose:
      • A field in the current object

        Select an Object Field.

      • A field in a related object
        • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
        • Select an object type in Related Object Type.
        • Select a field in Related Object Field.
        • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
        • Add Filter By conditions (optional).
        • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
      • A field in a Preference object

        Select a Preference Object Field. You can add Filter By conditions.

      • End User

        An End User condition checks whether the signed on end user is a specified user and whether the user is in a specified user group. The second field in the comparison statement is a specified value, an expression, or an actor field on an object.

   2. In Using, choose an Operator. The list of operators depends on the field type of the field you chose in Compare.
   3. In To, you define the second field in the comparison statement. You can choose:
      • A specified value

        The value that you can provide depends on the field type of the field you chose in Compare.

      • An expression

        Enter a single field or variable from the list in Using variables, functions, and fields. All of the variables and fields listed there can be used in an expression. The field or variable must be in the given format. It can, however, be part of a longer string, for example, a file name like Evidence_[$Parent:SOXRisk/System Fields:Name$].pdf if you want to validate that the parent object has a specific PDF attachment.

      • A field in the current object

        Select an Object Field.

      • A field in a related object
        • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
        • Select an object type in Related Object Type.
        • Select a field in Related Object Field.
        • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
        • Add Filter By conditions (optional).
        • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
      • A field in a Preference object

        Select a Preference Object Field. You can add Filter By conditions.

      Note: An object's system comment field (System Fields:Comment) cannot be used in a field comparison in a condition.
   4. If you chose a date field in Compare, you can define an offset in Adjust Date By .
      • A specified value and enter Number of Days.
      • A field in the current object
      • A field in a related object
        • Select Direct Child, Direct Parent, Ancestor, or Descendant in Relationship Type.
        • Select an object type in Related Object Type.
        • Select a field in Related Object Field.
        • Select a path in Relationship Paths (displays only if Relationship Type is Ancestor or Descendant).
        • Add Filter By conditions (optional).
        • Set Primary Parent Only (displays only if Relationship Type is Direct Parent or Ancestor) (optional).
      • A field in the Preference object

        You can add Filter By conditions.

   5. Click Done.
      The condition is saved and assigned a number. Conditions are numbered consecutively in the order they are defined.
   6. Optional: Add more conditions.
   7. Optional: Set Advanced Logic to true to override the default rule that all conditions must be met. Write a statement in Logic. Use the condition numbers together with the operators and, or, not, and parentheses.
      The order of operations is: () then NOT then AND then OR.

      For example:

      • 1 or 2 or 3
      • 1 and (2 or 3)
      • 1 not (2 or 3)
7. Set Execute As System to False to execute the action as the logged in user. Set Execute As System to True to execute the action as the OPSystem user. The action can then perform operations that the logged in user cannot. The history on the Activity tab shows OPSystem as the user who performed the action.
   When you set Execute As System to True, all set field operations where Target Objects is set to Self are also executed as the OPSystem user.
8. Choose a Related Object Type. You can choose only from child object types of the object type for the workflow.
9. Enter an Object Name to assign to the newly created object. It is not displayed for all object types or if auto naming is enabled. If auto naming is not enabled, once a workflow creates an object the workflow cannot be started again for the same object.
   Tip: If Object Name is displayed, you can add the [$TODAY$] expression to make it unique per day. For example, if you enter Auto_Issue_[$TODAY$], the newly created object is named Auto_Issue_07182019.
10. Add Fields and set their values on the newly created object.
11. Click Done.