Assigning Stakeholders

You can include roles, specific users, and teams as stakeholders in every workflow stage.

Stakeholders assigned to workflow stages are classified into the following two categories:

1. Task-performing stakeholders
2. Task-aware stakeholders

Task-performing stakeholders: This type of stakeholder performs different actions when the workflow enters a stage. By default, the stakeholders assigned to a workflow stage are task-performing stakeholders and have the  icon next to their name.

Task-aware stakeholders: This type of stakeholder cannot perform any action when the workflow enters the stage. Notifications are sent to this type of stakeholder so that they are aware of the workflow progress. To assign a user, team, or owner as task-aware stakeholder, add the user as stakeholder first, then select the stakeholder and click Email Only. Task-aware stakeholders have the  icon next to their name.

You must assign at least one task-performing stakeholder to every workflow stage. However, you can assign more than one stakeholder depending on your use case. The following table describes the selection options for assigning stakeholders to workflow stages:

For assessment workflows, the program must be re-synchronized in order to add a stakeholder.

To assign stakeholders: 

1. Open RiskVision Policy Manager. 
2. Go to Configuration > Workflows. 
3. Click the name of a workflow to open.  
4. Click Edit at the top-right corner of the workflow details page.
5. Click a stage. 
6. Perform one of the following options: 
   • To add an ownership type as a stakeholder, click an owner type on the Owner tab.
   • To add a team as a stakeholder, click a team on the Team tab.
   • To add a user as stakeholder, click the Search tab, enter the search criteria, and click Search. Under Search Results, select the user.
7. Click Add as Stakeholder. The assigned stakeholders are indicated with a user icon next to their name.

If you have to assign a team in each workflow stage, ensure that the number of stakeholders in a team is less than 200. Otherwise, it may not be possible to advance a workflow stage when the workflow is assigned to an object such as policy, program, and so on.

To remove a stakeholder: 

1. Go to Configuration > Workflows. 
2. Click the name of a workflow to open.  
3. Click Edit at the top-right corner of the workflow details page.
4. Click the stage to open its details.
5. Under Assign Stakeholders, select the stakeholder, and click Remove. To remove multiple stakeholders within a stage, press and hold CTRL button on your keyboard, click the stakeholders to select them, and click Remove. The stakeholder(s) is removed.
6. Click Save.