Tasks can be used by stakeholders to work on the request and document that work. Tasks can be created manually or automatically. Tasks can be created manually in two places – in the Tasks tab of the request and in the Systems tab of the request if systems are present. Tasks can be created automatically in two ways as well – using the Data Mapping & Risk Manager Integration and using Conditional Task Templates.
Creating Tasks Manually from the Task Tab
To create a task from the Task tab, follow these steps:
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Select a request ticket from the Request page and click See Full View.
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Select the Task tab under Activity column.
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Click the Add New Task button to add a task.
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Select a Task Template in the list whenever applicable, otherwise select Add from Blank Template.
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Under Task Details, provide the following information:
- Task Name – this is name of the task
- Status – status can be Open/In Progress/Complete
- Description – description of the task
- Due Days – numbers of days within which task needs to be completed
- Priority – task priority can be high/medium/low
- Resolution – resolution of the task when task is completed – Can’t find data/Data uploaded/Won’t Do/Completed
- IT System – if a task is associated with an IT System, this can be recorded here.
- JIRA/External ID – if this task is tracked using an external ID or JIRA, it can be recorded here
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Assignees – these are task assignees
Task Assignees can be Participants, DPOs and Admins though most likely use is to assign to Participants (IT System Administrators). Whenever a new task is created or when a task field changes an email notification is sent to Assignees of the tasks.
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If Data Mapping & Risk Manager integration is enabled for IRM for a particular customer, then Systems from Data Mapping & Risk Manager can be populated in the IT System field of Tasks & Subtasks. If such systems from Data Mapping & Risk Manager have an email as a contact, then the task is assigned to this email. This email can be a system user or an external user.
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As an option, you can assign new or existing tasks to external users. External users are emails that do not have IRM login access. This feature is typically used to notify Vendors and partners of their share of work for the request. Assign a task to an external user by adding their email address under the External User field.
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Tasks can have subtasks. In the Subtasks column, click the + button to add subtasks and provide the same information as described above. Click Add new subtask once complete.
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Click Create to create the task.
NOTE: When a task is completed and when the last task is completed for a request, email notifications are sent to DPOs assigned to the request.
Editing Tasks Before Adding Them to Requests
Users can use the Edit button in the Add New Task window to modify tasks before they are added to the requests.
In the Edit page, users can navigate from one tab to another to modify the tasks (1). The system retains the changes when users navigate between tabs (2). Users can click the Add Task button on each task to add the tasks individually (3).
The system displays toast notifications to confirm successful addition of individual tasks (4). The task already added displays a check icon to indicate successful addition to the request (5). IRM dynamically updates the tab names to reflect the names of the tasks added.
Users may revisit the previously added task in the Edit page to update the details and then, click the Update Task button to apply the changes (6). When users refresh the Edit page, the page dynamically returns to the previously added task and the Update Task button reverts to Add Task and allows the users to add the same task again as new tasks.
A window displays to confirm if the users want to save the changes made to the task.
When users click the Exit button on the Edit page (7), a window displays to inform users that the system will discard the changes made to the task and users can confirm if they want to proceed.
When users click the Add All Tasks button, IRM displays a window to confirm if users would like to proceed adding and updating all the tasks.
When the user clicks the Add All button in the confirmation window, IRM displays a toast notification to inform users of successful addition of all tasks. IRM dynamically updates the tab names to reflect the names of the tasks added.
If a user encounters an error on a specific task while adding multiple tasks, IRM retains the task with error and then adds the other tasks without error to the Data Subject Request (DSR). The tasks will contain check icons to indicate successful addition of tasks and x icons to indicate tasks with errors.
Creating Task Manually from the Systems Tab
To create task from the Systems tab, follow these steps:
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Select the Systems tab under Activity column.
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Select an IT System from the list and click the + button to create a task.
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Under Task Details, provide the following information:
- Task Name – this is name of the task
- Status – status can be Open/In Progress/Complete
- Description – description of the task
- Due Days – numbers of days within which task needs to be completed
- Priority – task priority can be high/medium/low
- Resolution – resolution of the task when task is completed – Can’t find data/Data uploaded/Won’t Do/Completed
- IT System – if a task is associated with an IT System, this can be recorded here.
- JIRA/External ID – if this task is tracked using an external ID or JIRA, it can be recorded here
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Assignees – these are task assignees
Task Assignees can be Participants, DPOs and Admins though most likely use is to assign to Participants (IT System Administrators). Whenever a new task is created or when a task field changes an email notification is sent to Assignees of the tasks.
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If Data Mapping & Risk Manager integration is enabled for IRM for a particular customer, then Systems from Data Mapping & Risk Manager can be populated in the IT System field of Tasks & Subtasks. If such systems from Data Mapping & Risk Manager have an email as a contact, then the task is assigned to this email. This email can be a system user or an external user.
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As an option, you can assign new or existing tasks to external users. External users are emails that do not have IRM login access. This feature is typically used to notify Vendors and partners of their share of work for the request. Assign a task to an external user by adding their email address under the External User field.
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Tasks can have subtasks. In the Subtasks column, click the + button to add subtasks and provide the same information as described above. Click Add New Subtask once complete.
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Click Create to create the task.
NOTE: When a task is completed and when the last task is completed for a request, email notifications are sent to DPOs assigned to the request.
Creating Subtasks
Subtasks can be created while in the process of creating a task. Subtasks can also be added to an already existing task. To do this, follow the steps below.
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From the Subtasks column, click the Add New Subtask button.
- Provide the information in the required fields and click Add new subtask.
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- Subtask Name – this is name of the task
- Status – status can be Open/In Progress/Complete
- Description – description of the task
- Due Days – numbers of days within which task needs to be completed
- Priority – task priority can be high/medium/low
- IT System – if a subtask is associated with an IT System, this can be recorded here.
- JIRA/External ID – if this task is tracked using an external ID or JIRA, it can be recorded here
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Assignees – these are task assignees
Task Assignees can be Participants, DPOs and Admins though most likely use is to assign to Participants (IT System Administrators). Whenever a new task is created or when a task field changes an email notification is sent to Assignees of the tasks.
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If Data Mapping & Risk Manager integration is enabled for IRM for a particular customer, then Systems from Data Mapping & Risk Manager can be populated in the IT System field of Tasks & Subtasks. If such systems from Data Mapping & Risk Manager have an email as a contact, then the task is assigned to this email. This email can be a system user or an external user.
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As an option, you can assign new or existing subtasks to external users. External users are emails that do not have IRM login access. This feature is typically used to notify Vendors and partners of their share of work for the request. Assign a task to an external user by adding their email address under the External User field.
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Once created, the subtask is listed under the Subtasks column.
NOTE: If Admins, DPOs, or Participants reply to notifications sent regarding subtasks, this will be recorded in the Comments section of the Subtask. if Admins, DPOs, and Participants reply to Task related email notifications, it will be recorded in the Comments section of the Task.