Assignment rules
A rule applies a compliance type to every site, piece of equipment or third party that matches its criteria: it creates their requirements, then those of items added or changed later. Owners and administrators only.
Rule list
Each row gives the compliance type, the state (active or inactive), the number of requirements created and when it was last applied. Filter by type, item concerned or state. The switch activates or deactivates the rule; “Duplicate” starts from a copy. An active rule is applied again on its own when a site, a piece of equipment, a third party or a relationship changes; “Apply now” and “Apply all active rules” run it on demand.
Fields and buttons
- New rule
- A rule creates the requirements of a type for each site, unit, equipment or third party that meets its criteria, and keeps them up to date when they change.
- Applies to
- Filters on what the type tracks: third party, site, unit, equipment or organization.
- State
- Active: creates and keeps its requirements up to date. Inactive: creates nothing more; the row's switch changes the state.
- Requirements
- Requirements created by the rule, and how many are out of rule.
- Last applied
- Last time the rule compared its criteria with the data.
- Duplicate
- Opens a new rule copied from this one, to adjust.
- Apply now
- Compares the rule with the data right away and creates the missing requirements.
- Apply all active rules
- The same for every active rule; otherwise they are applied again on their own at each change.
Creating or editing a rule
1. What to track: the compliance type (active types with a published version), which cannot change after creation. 2. Which items: third-party roles, relationship types, portfolios, sites, site, unit or equipment types, tags, countries or regions, custom fields of the third party or the site (choice, number, amount, yes / no: for example a high risk level or an annual amount of at least 500,000). Empty: every item; several conditions: all must be met; several values: one is enough. For a third party, one requirement per relationship (lease, contract), or a single one per third party. 3. First due date: from creation, the start of the relationship or a fixed date, with an offset of −365 to +365 days; a date already past is replaced by the type's delay. Conditions are chosen in “Add a condition”, the item's own first (equipment type, unit type, third-party role); × removes one. Example, lifting equipment only: “Add a condition”, “Equipment types”, “Lifting equipment”.
Fields and buttons
- 1. What to track
- The compliance type to track; it no longer changes after creation.
- Name
- Name of the rule in lists (2 to 120 characters).
- 2. Which items
- The items targeted: empty, all; several conditions, all must be met; several values, one is enough. For a third party, a box creates one requirement per third party instead of one per relationship (lease, contract).
- Third-party roles
- Contractor, tenant, subcontractor…: the third parties targeted.
- Relationship types
- Lease, contract, maintenance…: the third party's relationship with a site or a unit.
- Tags (at least one)
- An item carrying at least one of these tags.
- Countries or regions
- Countries or regions of the sites targeted; for a third party, those where it works.
- Custom fields
- Up to 5 conditions on a custom field of the third party (third-party rule) or of the site (site, unit, equipment), all met: a choice field (single or multiple) and one or more of its values, a number or an amount with a minimum or a maximum (included), a yes / no field at “Yes” or “No”. A field never filled in counts as “No” and matches no other condition.
- 3. First due date
- The first due date of the requirements created.
- Counted from
- From the requirement's creation, the start of the relationship or a fixed date.
- Delay (days)
- From −365 to +365 days; empty: the type's initial delay from creation, 0 otherwise. A past date is replaced by the type's delay.
Preview and activation
“What this rule will do” is computed at each change, without creating anything: matching items, requirements to create, already existing or excluded by hand, a sample, and the items left out with their reason (other country, role not covered by the type…). It also says how many third parties will receive a first request, and when. “Save and activate” creates the missing requirements; “Save without activating” keeps a draft. “Don't write to third parties for now” creates the requirements with their reminders paused: to send the requests, open the rule's requirements, then “Resume reminders”.
Fields and buttons
- What this rule will do
- Computed at each change, without creating anything: requirements to create, already there or excluded, items set aside with the reason, third parties who will receive a first request.
- Don't write to third parties for now
- Creates the requirements with their reminders paused; to write to the third parties, resume the reminders from the requirements list.
- Save and activate
- Saves the rule and creates the missing requirements right away.
- Save without activating
- Keeps the rule inactive; nothing is created.
Out-of-rule requirements
When a rule is deactivated, or an item no longer matches its criteria, nothing is deleted: its requirements stay tracked and are marked “Out of rule”. The banner counts them; “View requirements” opens them. “Exclude…” closes them (they do not apply) with your reason: they stay viewable and are never created again by a rule; each one can be reinstated from its page. If the item matches again, the requirement is covered by the rule again. A requirement another active rule of the same type also targets moves to that rule and is not marked.
Fields and buttons
- View requirements
- Opens the out-of-rule requirements in the requirements list.
- Exclude
- Closes these requirements with a reason: they do not apply. A rule never recreates them; each can be reinstated from its page.
- Deactivate the rule
- The rule creates nothing more; its requirements are still tracked, marked “Out of rule”.