Rule-Based Workflow Notifications

Rule-Based Workflow Notifications

Accessing Rule-Based Workflow Notifications

Automate reminders and escalations for Incident & Event management in Drova GRC

The Rule-Based Workflow Notification feature allows your organisation to define automated reminders and escalations based on the status and progress of Incidents or Events. These rules help ensure that items keep moving through their lifecycle and don’t remain idle beyond expected timelines.

You can configure two types of workflow rules:

  • Closure Tracking
  • Multi-status Escalation Framework

To configure workflow notifications for Incidents or Events:

  1. Go to Maintenance from the left-hand navigation menu.
  2. Select Events.
  3. Click Types of Events.
  4. Locate the Event Type you want to configure.
  5. On the right-hand side of that row, click the Clock (⏱️) icon
  6. You will now be taken to Setup Your Reminder Rules, where you can configure Closure Tracking and Multi-status Escalation Framework rules.
Notes
Each Event Type has its own set of workflow rules, allowing you to tailor notifications to the specific behaviour and urgency of different event categories.

1. Closure Tracking

Closure Tracking allows you to send automated notifications when an Incident or Event remains open past the expected closure timeline.

How It Works

The system monitors items that should be closed.
If they remain open, you can:

  • Send a reminder to the Managed By user.
  • Escalate the overdue item to the Type Owner(s).

How to Configure

  1. Navigate to Setup Your Reminder Rules for the selected Event Type.
  2. Under Closure Tracking, find the Closed status row.
  3. Switch Enable ON to activate the rule.
  4. Set the number of days after which:
    • Managed By Reminder
       should be sent.
    • Type Owner Escalation
       should be triggered.
  5. Click Save to apply your changes.
    Idea
    Use this feature to ensure regulatory or internal deadlines are consistently met

2. Multi-status Escalation Framework

The Multi-status Escalation Framework lets you create status-specific reminders and escalations for Incidents and Events. This helps ensure key stages like investigation and task allocation don’t stall.

Statuses Available

You can configure notifications for the following statuses:

  • New
  • Being Managed
  • Tasks Allocated
Idea
What You Can Configure for Each Status

For each status, you can enable:

1. Managed By Reminder

Notifies the person managing the incident if no progress has been made after a set number of days.

2. Type Owner Escalation

Escalates the item to Type Owners when it is stalled and requires higher-level oversight.


How to Configure

  1. Locate the status you want to automate (e.g., New, Being Managed, Tasks Allocated).
  2. Turn Enable ON.
  3. Enter the number of days after which the system should:
    • Send a Managed By Reminder.
    • Trigger a Type Owner Escalation.
  4. Repeat for any other statuses you want to automate.
  5. Click Save.

Example Use Cases

  • New → Reminder after 2 days

    Ensures new incidents are triaged promptly.
  • Being Managed → Escalation after 5 days

    Escalates stalled investigations.
  • Tasks Allocated → Reminder after 3 days

    Nudges task owners to complete or update their assigned tasks.
  • Closed → Escalation after 7 days

    Ensures overdue incidents are closed or escalated to Type Owners.


Quote
Benefits of Using Workflow Rules

  • Prevent incidents or events from remaining idle
  • Improve regulatory and SLA compliance
  • Reduce manual workload through automation
  • Increase visibility for managers and Type Owners
  • Ensure incidents move smoothly through their lifecycle


Idea
Saving Your Settings


After configuring all required rules:

  1. Review your selections.
  2. Click Save to activate all workflow notifications.


Your settings will take effect immediately for the selected Event Type across the Incidents / Events module.


 

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