Using Multiple Form Task Rules in Tropic Workflows

Overview

Efficient workflows are key to managing complex procurement processes. Tropic's Multiple Form Task Rules enable you to create workflows that adapt dynamically to unique business needs by combining multiple conditions, such as spend thresholds, purchase types, or department requirements. This guide explains how to set up and use these rules to streamline task management.

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What Are Multiple Form Task Rules?

Multiple Form Task Rules allow tasks in workflows to appear only when specific combinations of conditions are met. These conditions include:

• Anticipated Spend Thresholds
• Request Submission Form Responses
• Department Specifications
• Purchase Type Categories

You can combine these conditions using AND/OR logic to build rules that align with your business requirements.

Example:
A legal review task may trigger only if:

• Purchase Type = New
• AND Spend > $500K
• AND Supplier Risk Level = High

Benefits of Using Task Rules

• Simplify Workflows: Minimize the number of workflows by dynamically including tasks only when needed.
• Improve Compliance: Ensure proper controls by enforcing business rules consistently.
• Reduce Maintenance: Avoid workflow duplication by combining conditions in a single workflow.
• Enhance Efficiency: Ensure that tasks are visible to the right users at the right time.

How to Configure Task Rules

This section walks you through the step-by-step process of creating and managing Task Rules in Workflow Studio.

• Navigate to Settings → Purchase Workflows.
• Open the workflow you want to edit in Workflow Studio.
• Click the task in the workflow to open the Task Details form
• Go to the Rules tab and select: 
  • Always: The task will always be included in the workflow.
  • When: Add rules to control when the task is included.
• Use the dropdown to select the first condition (e.g., Anticipated Spend).
• Choose an operator (e.g., greater than) and input a value.

• Click Add Rule to include additional conditions using AND/OR logic.
  • Each task can include up to six conditions, including those within Rule Groups. This ensures workflows remain manageable while supporting complex logic.
• Validate your rules to ensure proper configuration.

Note:

• Tasks with rules will display a visual indicator on the task card in Workflow Studio, such as "3 rules applied," showing how many conditions are configured.
• Clicking the rule count on the task card opens the Rules Panel, allowing you to view or edit the conditions directly.

For a step-by-step walkthrough on configuring task rules with real-world scenarios, see How to Use Multiple Form Task Rules in Tropic Workflows.

How Task Rules Work with Workflow Assignment Rules

Tasks with rules apply within workflows that are automatically assigned based on your Workflow Assignment Rules. This ensures consistent automation, regardless of how the request is categorized (e.g., by purchase category or request type).

For more information on setting up Workflow Assignment Rules, see Workflow Assignment Rules.

Understanding Rule Groups

Rule Groups offer advanced flexibility by allowing tasks to be triggered by multiple conditions. Here's how they work and when to use them.

What Are Rule Groups?

Rule Groups allow you to create alternative sets of conditions for triggering tasks in workflows. These groups use OR logic, meaning that a task will appear if any rule group evaluates to true.

• Within a Rule Group: Conditions are connected using AND logic (all conditions in the group must be true).
• Between Rule Groups: The logic is OR (at least one group must evaluate to true).

Add Rule vs. Add Rule Group

• Add Rule:
  Adds an additional condition to the current Rule Group.
  • Logic: All conditions within the group must be true (AND logic).
  • Use Case: Combine multiple related criteria that must all be met (e.g., Spend > $500K AND Supplier Risk Level = High).
• Add Rule Group:
  Creates an alternative Rule Group with its own set of conditions.
  • Logic: The task will appear if any Rule Group is true (OR logic between groups).
  • Use Case: Handle tasks that can be triggered by different scenarios (e.g., Spend > $500K OR Purchase Type = Renewal).

Why Use Rule Groups?

Rule Groups provide flexibility in handling tasks that can be triggered by multiple pathways or scenarios, eliminating the need for duplicating workflows.

• Simplify Complex Business Logic: Combine multiple sets of conditions into a single workflow.
• Reduce Workflow Duplication: Avoid creating separate workflows for different approval or review scenarios.
• Support Alternative Criteria: Enable workflows to adapt dynamically based on varied business needs, such as departmental or spend-specific policies.
• Streamline Maintenance: Managing one workflow with Rule Groups is easier than updating or maintaining multiple workflows.

When to Use Rule Groups

Use Rule Groups when:

• Tasks Can Be Triggered by Different Scenarios:
  • Example: A Legal Review Task might be needed for:
    • Purchases > $500,000 with a high-risk supplier (Rule Group 1).
    • Renewal of existing contracts (Rule Group 2).
• Approval or Review Processes Vary by Criteria:
  • Example: An Approval Task might apply to:
    • Marketing requests (Rule Group 1).
    • Finance requests exceeding $1M (Rule Group 2).
• You Want to Consolidate Workflows:
  • Instead of creating separate workflows for high-value purchases and departmental reviews, Rule Groups allow you to handle both in one workflow.

Best Practices for Configuring Task Rules

To make the most of Task Rules, consider the following best practices for efficient configuration and management.

• Focus on critical criteria like compliance, risk reduction, or high-value transactions (e.g., approvals for spends > $500K).
• Create department-specific rules where necessary (e.g., Finance or IT requiring unique approvals).
• Limit the number of conditions in a Rule Group to maintain clarity and avoid complexity.
• Define alternative pathways for tasks by combining different scenarios (e.g., high-risk purchases vs. contract renewals) in one workflow.
• Consolidate workflows using dynamic Task Rules to reduce maintenance and ensure consistent processes.

Limitations of Task Rules

While Task Rules provide flexibility and automation, there are some current limitations to be aware of:

• Task Rules do not support conditional questions based on request form responses.
• Tasks cannot dynamically assign assignees based on request criteria.
• Conditions within a rule cannot be reordered. To change the order, you must delete the conditions and recreate them in the desired sequence.

FAQs

Q: Will task rules be reflected in Tropic’s reporting and audit features?
A: Yes, task rules and their conditions are logged in Tropic’s reporting tools. This allows you to review which conditions triggered specific tasks, ensuring better audibility, accountability, and compliance tracking.

Q: Will users be able to preview which tasks will be included before submitting a request?
A: No, the initial release does not include a preview feature. Users will need to submit the request to see which tasks are included based on the conditions.

Q: What happens if multiple rules apply to the same task?
A: If multiple rules apply to the same task, the task will be included if any of the rules evaluates to true (OR logic).

Q: Can I combine multiple conditions within a single rule?
A: Yes, within a single rule, you can combine multiple conditions (e.g., Purchase Type = New AND Spend > $500K) using AND logic.

Q: How many rules can I create for a task?
A: You can create up to 6 rules per task. Once this limit is reached, the option to add new rules will be disabled.

Q: Can I apply these rules to General Requests?
A: No, currently this feature is only available for Purchase Requests.

Q: How do I know if a task has rules applied to it?
A: Tasks with rules will have a visual indicator on the task card in Workflow Studio, which you can click to view the rules in the task drawer.

Q: Will editing rules affect existing workflows?
A: No, editing rules will not retroactively affect existing workflows. To apply updated rules, you'll need to reapply the workflow.

Q: Can I reorder conditions within a rule?
A: No, conditions cannot be reordered. You'll need to delete and recreate conditions in the desired order.

Q: How are multiple rules evaluated?
A: Rules are evaluated in a top-down sequence as they appear in the list. When multiple rules apply to a task, they are evaluated using OR logic between rules and AND logic within individual rules.

Q: Can I see why a task was hidden in a request?
A: No, the system doesn't currently provide visibility into why a task was hidden based on rule evaluation.

Q: Will amending a task affect the applied workflow rules?
A: No, amending a task will not affect applied workflows, maintaining consistency with current functionality.

Q: Are there any special permissions needed to create task rules?
A: No additional permissions are required beyond what is currently needed to edit tasks and create rules.

Q: Can Multiple Form Task Rules be applied to all task types?
A: Yes, these rules can be added to any task type, including those outside the specific types mentioned in the documentation. This ensures flexibility and broader use across your workflows.

Q: What happens if a task rule condition is misconfigured?
A: Like current workflows, there is no user-facing error message for misconfigurations. However, our backend systems will log the issue, and our team will investigate and resolve it as necessary.

Q: Will changes to task rules impact current workflows?
A: No, changes to task rules will only apply to future requests. Requests already assigned to a workflow prior to any changes will not be affected, maintaining consistency with how Tropic handles updates today.

Additional Resources

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