Update Entity/Control Owners based on "Source" data updates

jsuttonCDW · ‎03-17-2020

Hi All,

I am running across a deadend for answering a question regarding the updating/maintenance of Entity owners (thus Control and Risk Owners) when the Entity Source is updated.

Use Case:

There is a Configuration Management process in place to maintain correctness of information, one attribute which is the Owned By field. We have targeted this field for our Owned By on the Entity Type Filter for that Entity Type, thus the Entities are created with that CIs Owned By. While maintaining the CIs and updating these attributes, it does not seem to trigger an update to applicable Entities, which then does not update the associated Controls and Risks.

The trouble I am having with this then is what is best practice recommendations for maintaining this data, and what then is the benefit of identifying an Owned By field on a related record if this just imposes maintenance for the Risk team.

Does anyone have any suggestions as to why this is design in such a way and how to create an efficiency of updating associate Entities > Controls/Risks?

Phil Swann · ‎03-18-2020

Because you can always override the ownership, it would not be right for the source record to override your manual decision.

It can be frustrating but there are ways to configure this specifically to how you want.

e.g. some kind of sync BR/ flow designer

or what I have built in the past is UI actions to go and get the new owner, and then go and cascade the owner down to the items in state of Draft for example..

also need to consider the behaviour of the Respondents field; this relies on you making the change in the form.. and also the owner and the respondents can often be different.

But also, remember that an entity can be scoped by more than one type filter; so the ownership could be defined differently for different scopes; and this presents a different challenge that is not easily solved.

As it is the filter that defines the owner at point of creation, and not thereafter - this is something you really need to decide, and I do not think anything that SN would provide in baseline config is ever going to fit everyone so they have left this part of the system open for you to decide...

But I would say be very clear on rules if you are planning to automate this. Be very clear on how these different interactions actually work because it is likely to present some overlapping/conflicting behaviours when you scale up.

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Community Alums · ‎05-03-2023

Hi,

The Synch entity owner with source record scheduled job is the culprit, that seems to be de-activated OOTB (which was weird, I'm on Tokyo).

For the frequency of the sync you can check the GRC Properties -> Frequency of syncing the entity owner with the source record system property.