What are Workflows?

Manual interventions, routine tasks, and human error in processes all slow down human risk management initiatives and productivity on the platform.

Workflows is a dynamic rule-based engine that automates actions based on a set of predefined rules. This is designed to eliminate manual tasks, providing seamless automation tailored to your unique workflows.

1. Rule-based Intelligence: Set custom rules for tailored automation to save you time.
2. Effortless integration: Works with your existing modules.
3. Real-time: Immediate actions based on events to ensure timely risk remediation.
4. Scalability: Grows with your business needs.
5. Audit and Reporting: Track and optimise workflows easily to demonstrate proactive risk management.

Workflows boosts efficiency, cuts down manual work, and reduces errors in human risk management. It helps teams focus on strategic tasks and strengthens your security posture with smart automation.

How to set up Workflows

1. Create your new Workflows course or campaign if using these as an action.

• Before you can use these as an action, ensure you have created your Workflow course or campaign.
  • Workflows - Create a Workflows course
  • WorkFlows - Create a Workflows campaign

2. Set up your Workflow.

• To create your custom Workflow, navigate to Workflows.
• We suggest using one of the existing templates:
  
• Or click on Create New Workflow and follow these simple drag-and-drop setup steps...

(a) When: Specify when you want the Workflow to be triggered.

• As soon as: The Workflow activates as soon as the event target is met.

(b) Check if: Define the event that will trigger the action.

• Phish Failure: A user fails a phishing simulation by clicking a link, scanning a QR code, or opening an attachment.
  Phish clicked: A user clicks on a specified number of phishing attempts.
• Data entered on phish: A user enters data on a specified number of phishing attempts.
• User joins platform: A new user is added to the platform.
  • You can also set a delay (in days) between this event and the action occurring.

(c) Do: Specify the action you want to automate if the above scenario occurs.

• Enrol user in course: To reduce risk, ensure users receive immediate training, enrolling them in the course within an hour of the event. You will see a drop-down of previously published courses or the Workflows course you have created.
• Enrol user in campaign: Automate a content campaign targeted to the user based on their actions.
• Send an email to myself or a user's supervisor: Keep relevant parties informed of user behaviour on the platform by sending an email outlining the event that has occurred.

Key Considerations

• 'User Joins Platform': We suggest setting a 7-day delay for actions triggered by this. This grace period allows for essential activities, such as the user's company induction, ensuring a smoother onboarding experience and more effective follow-up actions.
• Future Activity: The workflow will only take into account activity occurring after the date it is enabled. For example, if you enable a workflow today that requires 2 phishing clicks to activate, it will only trigger the action after the user clicks on 2 phishing attempts in the future.
• 'Phish click' 'Data entered on phish' 'Phish Failure': These do not activate periodically, e.g. every 2 phish clicks. Instead, if you set 'Phish click' to 2 clicks, it will trigger the action after the next 2 phishing clicks. Therefore, we recommend creating a separate rule for each step of the escalation process, such as for the 2nd, 3rd, 4th, and 5th phishing attempts, and so on.