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Dynamic Status

Dynamically label items based on your rules and trigger automated notifications - long

  • Episodes3
  • Duration10m 35s
  • LanguagesEN
Episode 2

Creating Dynamic Status

How to Create and Trigger Dynamic Status

Introduction

In this episode we will explain you the "Types" of Dynamic Statuses and how they are created.

System Vs. Custom

Every module and every tab has a menu on the top where you will find the "Status" functionality. You will find two types of dynamic statuses:

  • System: this are status that we know most people use and therefore have been loaded on the system for you. You can edit the name, color and if it should show-or not but you can not edit the conditions that trigger the status.
  • User Defined: this are status you have created on your own and are fully editable by anyone with access to the module.

Is not possible to remove "System" status or edit its conditions, but you can make it "Invisible" so when it triggers is not shown on the system.

 

Creating Dynamic Status

Every module and every tab has an option for Dynamic Status, so is important you always configure your dynamic status on the module/tab you want them to trigger.

Once there click on "Status" and then "Add", a window will open. The form is pretty self explanatory so you should be able to create the status all by yourself.

There are many conditions you can use and therefore is good idea you spend some time familiarizing yourself on how they work. As explained before there are three types of conditions:

  • Fields: you can compare the fields on the module item. For example: If owner is "Empty" and "Title" includes "Test" ...
  • Functions: return a numeric value based on the item or its related items. For example: Return the number of audits for this control, return the number of risks for this asset, Etc.
  • Related Status: return the number of items with a related status. For example: return the number of child audits where the status is "Failed"

If you have created "Custom Fields" (see Course) on the tab, these fields will also become available for you to use in your conditions (as part of the "Field" type).

Once you save the dynamic status it will immediately apply, this is useful for you to test if your conditions are matching the way you want.

Status Inheritance

Every module and tab allows you to create statuses, but as you have seen eramba links modules all the time. For example, "Organization" > "Third Parties" are linked to "Risk Management" > "Third Party Risk Management" because when you create a Third Party Risk you need to tell which Third Party is related to that Risk.

On the "Third Party" module you will see under the "Function" conditions on your Dynamic Status that you can get the "Third Party Risks" "Status" as part of them.

This is because these two modules are related and can see each-other statuses. So you could use a Function condition that counts how many "Third Party Risks" a "Third Party" has and if the result is lower than 1 then you can assume that Third Party has not been Risk Assessed.

Or you could create a Dynamic Status called "Massacre" on the "Third Party Risk Management" that triggers when the risk is "Very High" and the mitigation controls are "Not Tested". Then on the "Third Party" module you could use a function that counts how many related "Third Party Risk Management" items have the status "Massacre" and if the result is above 0 then you can trigger a status on that module called "Really Bad".

The above example is one in probably an infinite number of possibilities.