Configure Workflows for Risk Scoring and Level Setting

Overview

This article explains how to automate the calculation of risk scores and assign risk levels for suppliers and items using TraceGains Workflows. Proper workflow configuration ensures that:

• Scores update automatically when relevant data changes

• Risk levels are assigned correctly, without unnecessary workflow execution

Important: The workflow triggers differ for score calculation vs. level assignment. Score workflows are triggered by record updates, while level workflows are triggered by other workflows.

Risk Scoring Roadmap

Risk scoring helps you evaluate the relative risk of your suppliers and items by assigning weighted scores to key attributes. To implement it effectively, follow the process across these four articles:

1. Risk-Related Calculations

Learn how to build the weighted calculations that determine supplier and item risk scores.

2. Configure Supplier Risk Scoring

Set up supplier risk attributes, questionnaires, and link them to risk-calculations created in the first article.

3. Configure Item Risk Scoring

Set up item risk attributes, questionnaires, and link them to risk-calculations created in the first article.

4. Configure Workflows for Risk Scoring and Level Setting - (this article)

Automate risk scoring and assign risk levels using workflows.

Workflow Trigger Types

Supplier Risk Workflow Configuration

To produce effective supplier-level risk scores, you need to configure two workflows using the calculations build out in the first article of this series (Risk-Related Calculations): 

1. Supplier Risk Level – sets the risk level based on score.

2. Supplier Risk Score – calculates the risk score and triggers the level workflow.

Supplier Risk Level Workflow

Step 1: Navigate to Configuration > Workflows.

Step 2: Click New.

Step 3: Configure the workflow using the following selections:

• Name: Supplier Risk Level

• Use: Supplier/Site/Partner

• Record Type: (optional) leave blank or select as appropriate

• Trigger: Workflow (called by another workflow)

Step 4: Click Save. 

Step 5: Navigate to the Workflow Steps tab.

Step 6: Create steps that set the Supplier Risk Level attribute based on the value of the Supplier Risk Score attribute.

For example:

• No Risk Indicated
• Low Risk
• Medium Risk
• High Risk

Step 7: Save and activate the workflow. Ensure that the workflow is active before proceeding.

Since this workflow is meant to be called only after the score is calculated, its trigger must be set to Workflow.

Supplier Risk Score Calculations Workflow 

Step 1: Create a new workflow named Supplier Risk Score.

Step 2: Configure the workflow using the following selections:

• Use: Supplier/Site/Partner

• Record Type: (optional) choose applicable

• Trigger: On Record Updated — so score recalculates whenever key data changes

• Execute Order: 1

Step 3: Click Save.

Step 4: Navigate to the Workflow Steps tab. Create steps to identify the Risk score calculation based on the Supplier Group.

Example sequence:

• Raw Materials Suppliers Risk Score

• Packaging Suppliers Risk Score

• Supplier Risk Level Update — call the Supplier Risk Level workflow created above

Note: The Risk Level Update step should use the Workflow action type to trigger the Supplier Risk Level workflow.

Step 5: Save and Activate the workflow. Make sure that the workflow is Active before proceeding.

Item Risk Workflow Configuration

To produce effective item-level risk scores, you need to configure two workflows using calculations built in a previous step (see article): one for Item Risk Level setting and the other for Item Risk Score calculations.

Item Risk Level Workflow

Step 1: Navigate to Configuration > Workflows and click New.

Step 2: Configure the workflow using the following selections:

• Name: Item Risk Level

• Use: Items Supplied/Partner Items

• Record Type: (optional) choose or leave blank

• Trigger: Workflow

• Execute Order: 1

Step 3: Click Save.

Step 4: Navigate to the Workflow Steps tab.

Step 5: Create four steps to identify the Risk Level based on the Item Risk Score attribute value:

• No Risk Indicated
• Low Risk
• Medium Risk
• High Risk

Step 6: Save and activate the workflow. Ensure that the workflow is active before proceeding.

Item Risk Score Calculations Workflow

Step 1: Create a workflow named Item Risk Score.

Step 2: Configure the workflow using the following selections:

• Use: Items Supplied/Partner Items

• Record Type: (optional) choose or leave blank

• Trigger: On Record Updated

• Execute Order: 1

Step 3: Click Save.

Step 4: Navigate to the Workflow Steps tab. Create steps to identify the Risk score calculation based on the Supplier Group. 

For example, Raw Materials and Packaging Groups would be assigned the following Workflow steps:

• Raw Material Risk Score
• Packaging Risk Score
• Item Risk Level Update
  • This step will trigger the Item Risk Level workflow to set the correct Risk Level (this is where we insert the workflow created above: Item Risk Level.)

Step 5: Click Save and Activate the workflow. Make sure that the workflow is Active before proceeding.

Test Your Workflows

Step 1: Ensure workflow is active.

Step 2: Navigate to Supplier Questionnaire section of TraceStation for a test supplier.

Step 3: Edit a response to a question that impacts the risk score. 

For example, change the response for “Dietary Supplements” from “Yes” to “No”.

Step 4: Save the TraceStation

Step 5: Navigate back to the Risk Scoring section and note whether the Risk Score and Risk Levels have changed.

Step 6: If the risk score does NOT change, check for the following:

• Ensure the attribute you’ve tested is part of the risk scoring calculation.
• Confirm the Risk Score workflow is set to “On Record Updated.”
• Check the workflow logs by navigating to Configuration > Logs.
• Review your workflow configuration.