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Adding Auto Assessment Tasks

Overview

You can add one or more Auto Tasks to any question in a template. When a respondent answers a question in a particular way, the system automatically generates a task for the appropriate stakeholder and sends an email notification that the task has been assigned. For more information about tasks, see Managing Tasks.

📋 Example: When a respondent answers "Yes" to whether their division collects information from EU-based individuals, automatically create a task for the Assessment Owner to follow up — and a second task for the Assessment Approver to review the company privacy notice for GDPR compliance.
Adding an Auto Task to a Question
1
In the right-hand context menu of the question, click Edit Question to open it.
Question context menu showing the Edit Question option
2
Go to the Auto-tasks tab.
Edit Question page showing the Auto-tasks tab
3
On the Add Task screen, complete the following fields.
Add Task screen showing all Auto Task fields including condition, summary, assignee, priority, effort, risk, framework, labels, due date, and description
Task Expression (1) — The answer condition that triggers the auto task. Must contain at least one answer choice. Click Add Another Expression to add more choices.
Task Summary (2) — A brief description of the task that will be created.
Assignee (3) — The assessment stakeholder to whom the task will be assigned (see Assignee Roles below).
Priority (4) — Task priority level.
Due Date (5) — When the task should be completed.
Other fields — Level of effort, level of risk, TrustArc Framework, labels to associate with the task, and a description.

In the example below, if the respondent selects Germany in the "In which countries do you collect Personally Identifiable Information (PII)?" question, the system automatically generates a task for the Assessment Owner (3) to "Double check with the Respondent that no GDPR compliance is needed" (2), with Medium priority (4) and a due date 30 days out (5).

Completed Auto Task example with Germany as the trigger answer, task summary, Assessment Owner as assignee, Medium priority, and 30-day due date

Multiple answer choices in the Task Expression must be combined with AND or OR. AND always takes precedence over OR.

Task Expression with multiple conditions combined using AND and OR operators

Example — AND takes precedence over OR

If "Germany" is selected  OR  ( "Italy" is selected AND "France" is selected )

4
Click Save Task.

To add another Auto Task to the same question, click Add Task (1). To edit or delete an existing Auto Task, click the Edit or Delete icon (2) to the right of it.

Auto-tasks tab showing an existing auto task with Add Task, Edit, and Delete controls
Assignee Roles

The Assignee field determines who the auto task is assigned to when triggered:

Project Creator — The user who created the assessment.
Assessment Owner — The user selected as the Assessment Owner on the Create New Assessment page.
Respondent — The respondent assigned to answer that specific question. This is typically the default respondent of the assessment unless sections were manually reassigned. See Assigning Different Respondents to Different Sections.

For a full description of all assessment roles, see Assessment Roles.

TrustArc  ·  Adding Auto Tasks to a Question  ·  support.trustarc.com