Notify When Control Owner Is Updated

Objective

Automatically notify relevant stakeholders whenever the owner of a control changes. This workflow improves visibility into ownership updates, ensures new owners are aware of their responsibilities, and helps teams maintain accurate role assignments across the GRC program.

Prerequisites

Before configuring this workflow:

• You must have Admin or Workspace Manager permissions.
• You should know who needs to be notified of control owner changes (e.g., Admins, Compliance Team).
• Your notification channels must be available:
  • Email (always available)
  • Slack message (Slack integration required)
  • Microsoft Teams message (Teams integration required)

Workflow Overview

This workflow runs when:

• Object Type: Control
• Scope: All controls
• Trigger Event: Control owner updated
• Action: Notify selected recipients of the update

Step-by-Step Configuration

1. Create the Workflow

1. Go to Settings → Workflows .
2. Select Create Workflow .
3. Configure:
   • Name: Notify when control owner updated
   • Object Type: Control

2. Define the Workflow Scope

1. Under Start , choose All controls to monitor all current and future controls.
2. Select Continue .

3. Select the Trigger

1. Choose Control owner updated as the trigger.
2. This event fires whenever a control's owner field changes.

4. Add Steps

Send Notification (Email Example)

1. Add a Send notification step.
2. Select a communication method:
   • Email
   • Slack message
   • Microsoft Teams message
3. For this example, use Email .
4. Choose recipients such as:
   • Admin
   • Compliance Team
   • New Control Owner
5. Use dynamic variables such as:
   • {{control_name}}
   • {{old_control_owner}}
   • {{new_control_owner}}
   • {{updated_by}}

Example Email Subject: Control owner updated: {{control_name}}

Example Email Body:

Hello,

The control "{{control_name}}" has had its owner updated.

Previous Owner: {{old_control_owner}}
New Owner: {{new_control_owner}}
Updated By: {{updated_by}}

Please review responsibilities and ensure all required tasks are reassigned appropriately.

Thank you,
Compliance Team

5. Review and Publish

1. Confirm the workflow settings:
   • Scope: All controls
   • Trigger: Control owner updated
   • Action: Notify appropriate recipients
2. Select Publish to activate.
3. Save as Draft if additional internal review is required.

Validation & Testing

To ensure proper functionality:

1. Select a test control and update its owner.
2. Go to Settings → Workflows → Run History to verify the workflow executed.
3. Confirm recipients received the notification.
4. Adjust the message or recipients as needed.