DASTRA
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  • What is Dastra
  • 🇪🇺USEFUL REMINDERS
    • What is GDPR ?
    • GDPR key concepts
      • Personal data
      • Record of processing activities (ROPA)
      • Privacy impact assessment
      • Data retention period
      • Data Subject Rights (DSR)
      • Privacy by design and by default
      • Security measures
      • Data breach notifications
    • Risk management
      • Definition of risks
      • Risk assessment
      • Vendor risk management
  • 🧑‍🎓GETTING STARTED
    • Setting up
      • Create and set up a workspace
      • Create and set up organizational units
      • Appointing a DPO
      • Add a lead authority
      • Invite users
      • Managing roles and permissions
      • Create and assign teams
      • Frequently asked questions
    • Tutorial
      • Step 1: Setting up
      • Step 2: Map your personal data processing and draw up a register
      • Step 3: Managing risks
      • Step 4: Prioritize actions
      • Step 5: Implement internal processes
      • Step 6: Document compliance
    • Support
      • The dastronaut's assistant
      • Online help
      • Request support
      • The customer support process
  • ⚙️Features
    • Dashboard
    • General
      • Advanced Filters
      • Import your data (Excel, Csv)
      • Tag management
      • Custom fields
      • AI Assistant
      • Email templates
    • Data Mapping
    • Record of processing activities
      • "Data controller" record
      • "Data processor" record
      • Establish your record
      • Export / import the record
      • Use a processing activity template
      • Declare a processing activity
      • Complete a data processing activity
        • General information
        • Stakeholders
        • Purposes
        • Dataset
        • Assets
        • Data subjects
        • Data subjects rights (DSR)
        • Recipients
          • Data transfers outside the EU
        • Security measures
        • Impact analysis
        • Documentation
      • Create relationships between processing activities
      • Processing freshness
      • Share the record of processing
      • Data visualization
        • View the treatment tree
        • View the record data map
        • View the transfers map
      • Frequently asked questions
    • Audits and DPIA
      • Create or modify an audit template or DPIA
      • Scheduling an audit or a PIA
      • Share an audit report or PIA
      • FAQ
    • Privacy hubs
      • Create a Privacy hub
      • Configure your Privacy hub
        • Homepage and general configuration
        • Questionnaires
        • Data subject requests
        • Record of processing activities
        • Attachments
        • Organizational chart
        • Contacts
        • Security
        • Appearance and design
      • Preview and share your privacy hub
      • Collecting data processing projects from a Privacy hub.
    • Contracts
      • Declare a Contract
      • Structure of a contract
      • Documents
      • Assets
      • Signers
      • Linked users
      • Sign the contract
      • Docusign integration
      • Contract versions
      • Contract templates
    • Risk management
      • Glossary of terms
      • Risk management process
        • 1. Identification
        • 2. Assess
        • 3. Monitor
        • 4. Control
        • Let's recap
      • Dastra / eBios RM comparison
      • Attach a risk to a processing activity
      • FAQ
    • Planning
      • Create your action plan
      • Create or modify a project or an iteration
      • Monitor, screen or export your tasks
      • Customise the task workflow
      • Share as calendar
      • Customise the task workflow
      • Go further with planning
      • FAQ
    • Data subject right request
      • Manage data subject right requests
      • Set up a data subject right request widget
      • Technical integration
      • API integration
    • Manage data breach notifications
      • Report a data breach
      • Export your data breach notifications
    • Manage cookies consent
      • Widget configuration
        • Preliminary study
        • Cookies scanning
        • Classify cookies by consent categories
        • The purposes of cookies
        • Implement a cookie consent widget
        • Collect proof of cookie consent
        • Go further on cookie consent
        • In case of unavailability
      • Technical integration
        • Functioning of the widget
        • Quick start
          • Wordpress
        • Language management
        • Test the integration of a widget
        • Blocking cookies
          • Blocking iframes (twitter/youtube...)
          • Google Tag Manager
        • Advanced Design
        • Manage consent programmatically
        • User identification
        • Mobile applications
          • Hybrid applications
          • Native applications
        • TCF 1.1/2.0
      • RGAA compliance
      • Breakdown service
    • Regular review (freshness)
    • Custom Reporting
      • Integration with data analysis tools (BI)
    • AI Systems
      • Establishing a record of AI systems
      • Risk analysis and business value
      • Transparency notice
      • AI Models repository
    • Advanced configuration
      • SCIM
      • Roles and permissions
      • Single Sign On (SSO)
        • SAML 2
        • OpenId
        • ADFS
        • Active Directory
        • Okta
        • Known problems
      • References
      • API key management
      • Notifications
      • Workflow steps / process flow
      • Incoming mail data collection
      • OneDrive/Google Drive integrations
      • Webhooks
      • SMTP configuration
      • Workflow rules
      • Message templates
      • Email domains
  • PARTNERS
    • Portal
  • 📄API documentation
    • Configuration
    • Authentication
    • API References
    • Integrations
      • Frequently asked questions
  • 🛡️Security
    • Security at Dastra
    • Security roadmap
    • Quality of Service
  • Certifications
  • 🤖Other
    • FAQ
    • Known problems
    • Changelog
  • Referentials
    • CNIL referentials
      • HR referential from CNIL
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  • How it works
  • How do I create a workflow rule in Dastra?

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  1. Features
  2. Advanced configuration

Workflow rules

Integrate complex processes using customised workflow rules

Last updated 5 months ago

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How it works

Workflow Rules in Dastra are a set of actions (email notifications, audit scheduling, tasks and field updates) that are executed when certain conditions are met. These rules automate the process of sending email notifications, assigning tasks and updating certain fields in a record when a rule is triggered.

How do I create a workflow rule in Dastra?

  • Click on "New workflow rule".

  • Choose a name and the type of entity concerned (Processing, Violations, etc.)

  • You are now in the rules designer

Defining the trigger

You can trigger a workflow rule on two events:

  • When an action is taken on the entity concerned: creation, modification, state change or recycle bin (if available) .

  • When a specific date for the entity is reached. For example: send a notification 10 days after the publication date.

Only one trigger can be defined per workflow rule.

Note that you can choose whether the workflow can be run more than once per entity. It is strongly recommended that workflows are executed only once per entity, as executing a workflow several times can easily lead to problems of repetitive task creation or duplicate notifications.

Defining conditions

You can configure one or more execution conditions per rule.

Defining actions

To add a new action, click on the "Add an action" button and choose the model you wish to set up

Here are the different types of action you can trigger:

  • Email notification

  • Update a field in the entity concerned

  • Add a tag to the entity

  • Automatic audit scheduling

  • Define the owner of the item (the assigned person, for example)

  • Automatic creation of a task

Conditions can be chained together. You can add several actions per condition by clicking on "add an action" again.

Example: send a notification to several people when a task is created. To do this, select the "tasks" trigger and, depending on the conditions of the task (for example, adding a tag), add a "notification" action.

Custom variables

Very often, in personalised notifications for example, it will be useful to inject information from the object that is entered in the workflow: the name of the processing, its publication date, etc. are all variables that you can easily inject into the text of your notifications using the variable injection system.

To access the different variables in the trigger object, type "{{". This will display a list of suggested variables that you can inject into the content.

Example To display a string variable (the processing reference)

{{ref}}

To display all the values of an array variable (tags)

{% for tag in tags %}

 {{ tag.label }}

{% endfor %}

To display only the 1st value of an array variable: (1st accountable)

{% assign accountable = accountables | first %}

{{accountable.displayName}}

Go to the

Internally, Dastra uses a templating engine based on

⚙️
Workflow rules configuration page in your workspace
LiquidJS
Diagram of the basic principle