9.1.8.1 Object Subtype Attribute & Approval Workflow Conditional Rule

Administrators can define conditional rules for attributes and approval workflows, enabling a more dynamic and efficient process. This includes the ability to determine:

• Which roles or resources are required to approve based on selected attributes.
• Which attributes are mandatory, optional, or hidden based on the values of related attributes (e.g., type, compliance program, etc.).
  

This functionality extends to default attributes, such as Subtype, Category, and Description, ensuring these fields can also be designated as mandatory during object creation or editing. This structured approach streamlines the process, ensuring critical fields are addressed when necessary and reducing errors or omissions.

How to Configure Subtype Conditions

!To ensure conditional approval cycles function correctly, the advanced system setting INHERIT_APPROVAL_CREATE must be set to true. If this setting is disabled, conditional approval cycles will not be applied.

1. Navigate to the Environment Admin section of EPC.
2. Click on the Attributes tab.
3. The Define Object Type Conditions and Approval Workflows table allows to view all Subtypes and their applicable object Types.

4. Find the desired Subtype in the table and select its button to edit.
5. The Edit Conditions window will appear. It is divided into two tabs:
   • Approval Cycle: Here, you can define the desired approval cycle configuration that will automatically be applied if the subtype is assigned to an object.
     • Use the Order of Appearance field to specify the sequence in which conditional stages are applied within the approval cycle; lower numbers appear first, while stages without a value are added at the end. For more details on behavior, see the Rules and Limitations section.
       
   • Value Conditions: Here, you can control the visibility and requirements of UDAs that will appear in the creation or edit forms when a subtype is assigned to an object:
     • Required: Marked with an asterisk (*), these attributes are mandatory for users to complete.
     • Optional: Displayed without restrictions, users may fill them in if applicable.
     • Hidden: These attributes are not displayed for certain types, minimizing irrelevant fields.
       

6. Click Save to apply the changes.
7. In the same page, scroll down to the bottom.
8. The Default Mandatory Fields table allows to set the mandatory status of default fields (Subtype, Category, Description, & Scope) for object creation, customized per module:
   • If checked, the field will be mandatory for object creation, displaying an asterisk (*) to indicate its status. Leaving the field blank will block object creation.
   • If unchecked, the field remains optional and does not prevent object creation if left blank.
9. Changes will automatically apply across the selected modules.

*Organizations can also configure conditions based on object categories.

Rules and Limitations

Order of Appearance & Stage Sequencing

• The Order or Appearance determines the sequence of conditional stages relative to the existing approval cycle; lower numbers appear first, stages without a value are added at the end.
• If multiple attributes share the same number, their sequence is determined by the order in which they were selected on the Edit Form.
• Changing the order affects only new objects; existing objects retain the stage order they had when they were created.
• Stages always occur in the defined sequence: the next stage starts only after the previous one is fully completed, even if a stage allows parallel approvals.

User & Role Participation

• Users or roles included in multiple stages receive only one approval task per cycle; if they’ve already voted in an earlier stage, they are skipped in later stages.
• Removing a resource from a role immediately updates all objects with that condition; adding resources later does not affect existing objects.