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Control Tasks

Tasks—regular or repeating—can be linked to objects like controls, and this article focuses on working with control tasks.

Danielle Moerman avatar
Written by Danielle Moerman
Updated over 2 months ago

Creating a task on a control

When it comes to compliance management responsibilities, tasks help your team stay on track. By using tasks, you can plan, track, and delegate activities to ensure that your organization remains compliant. Tasks in Hyperproof are similar to tasks you create in project management tools such as Jira.

Tasks allow users to ask other members of their organization for proof or to remind themselves of something they need to get done. The proof is at the core of what a task is - users are always able to quickly and easily provide proof to a task.

Tasks created on objects, such as labels and controls, have a clear destination for the proof, meaning that when the task is closed, the proof attached to it shows up in the proof section of the target object.

For example, if a user is assigned a task that is attached to a control, the proof they provide via the task is automatically stored in the control. The proof is also added to the main list of proof, accessible from the Proof tab in the left navigation menu.

Adding a task to a control

When you add a task to an object, you're collecting proof for that object. Any user who has been added to the relevant object can create a task.

The tutorial below is shown from the perspective of the administrator role with object permission as a manager. If you are in a different Hyperproof role or have a different permission, you may not have access to some of the areas shown, or they may be grayed out.

For this video, we'll show you how to create a task on a specific control.

Click on the arrow below to learn more:

Create a task on a linked object

  1. From the left menu, select the tab that corresponds with the object you want to link the task to. For example, if you want to link the task to a control, select the Controls tab.

  2. Select the specific object. For example, if you want the task linked to control ID 1234, select that control.

    1. If you don't want to link the task to a specific object, select the Work items tab. Select the Tasks tab, and then click New. Skip to step 5.

  3. Click the Task icon.

  4. Optionally, click the Pin icon to pin the Tasks panel.

  5. Click New task.

  6. Do any or all of the following:

    1. Enter a name for the task (required)

    2. Enter a description

      • The following rich text formatting is supported: bulleted and numbered lists, headings, links, code, emojis, bold, italic, and strikethrough.

    3. Change any of the following by hovering over and clicking the Edit icon. Note that the task's status cannot be changed until the task is created.

      • Assignee (by default, the task is assigned to the task creator)

    4. Due date (this is the number of days out that you want the task to be due)

    5. Priority

  7. Click Create.

    1. The task is created.

Task with an Approval

If your organization wants to track approvals for proof attached to tasks, you can configure the task for one or more approvers at any time, either when you create the task or after it is created. Approvers must be users and able to log in to Hyperproof to complete their approvals. When approvals are created, Hyperproof sends a notification to each approver containing a link to their approval and the due date. Additional notifications are sent to approvers with outstanding approvals on the due date, and every 7 days after the approval is past due.

When including approvals and other automations in a task, keep in mind that interdependent fields display differently as you make choices during the configuration process.

Click the arrow below to learn more:

Creating a task with an approval

  1. From the left menu, select the tab that corresponds to the object you want to link the task to. For example, if you want to link the task to a control, select the Controls tab.

  2. Select the specific object. For example, if you want the task linked to control ID 1234, select that control.

    1. If you don't want to link the task to a specific object, select the Work items tab. Select the Tasks tab, and then click New. Skip to step 5.

  3. Click the Task icon.

  4. Optionally, click the Pin icon to pin the Tasks panel.

  5. Click New task.

  6. Do any or all of the following:

    1. Enter a name for the task (required).

    2. Enter a description with any additional information the assignee might need. The following rich text formatting is supported: bulleted and numbered lists, headings, links, code, emojis, bold, italic, and strikethrough.

    3. From the Assign by drop-down menu, select Individual or Group.

      1. Individual - Assigns a single individual to the task. Select an assignee from the Owner drop-down menu.

      2. Group - Assigns a group to the task. Select a group from the Group drop-down menu. By default, the group lead is designated as the owner. If the group doesn't have a group lead, select an individual from the Owner drop-down menu.

  7. Change any of the following by hovering over the field value and clicking the Edit icon. Note that the task's status and target cannot be changed until the task is created.

    1. Due date - Select a date from the calendar.

    2. Priority

    3. Target - When the task is closed, proof attached to this task is linked to the target object. If necessary, you can change the target on a task after it's created.

  8. Under Automations, if the Auto-close task when submitted option is toggled on, Hyperproof immediately marks the task Closed when the task assignee uploads proof and submits the task.

  9. Make sure that Enable approvals is toggled on to require approval before linking the proof to the target.

  10. In the Approval flow type section, select one of the following options:

    1. Note: This option displays only when more than one approval step has been configured.

      1. Sequential - Indicates that the approval steps occur one after another in order. If you have two steps, the approvals for Step 2 aren't created until the approvals for Step 1 are completed.

      2. Parallel - All steps are reviewed simultaneously. If you have two steps, the approvals for both Step 1 and Step 2 are created simultaneously. Having multiple steps allows you to have different completion rules for each step.

  11. Click the +Step button to add a step to the approval process.

  12. The Completion rule field defaults to Everyone must approve. You must select at least one approver before you can modify this field.

    1. Everyone must approve - All assigned approvers must mark their decision to complete the step. If all approvers mark their decision as Approved, then the step is considered Approved. If any one person selects Change requested, then the entire step is marked as Change requested.

    2. Minimum approvals required - A user-specified number of approvers must mark their approval as Approved to complete the step.

    3. How many approvals are required? - Enter the number of approvals that must be marked Approved for the step to be completed. This field is required if you have selected Minimum approvals required as the completion rule for this step.

  13. This step ends if any assignee marks their decision as Change requested. If the step ends due to a Change requested decision, any incomplete approval requests are canceled.

  14. In the Approvers drop-down, select one or more approvers. Approvers must be Hyperproof users, not contacts. These users are not required to be members of the target object, such as the Control where you are creating the task. From this list, you can select the following:

    1. Specific Hyperproof users by name. Note that if you select contacts as approvers, they can't complete the approval because they can't log into Hyperproof.

    2. User fields from the task, target, or policy, such as Created by.

  15. Continue configuring additional approval steps as needed.

  16. To automatically mark the task as Closed when all approvals are completed, toggle on the Auto-close task when approved option. If this option is toggled off, you must manually mark the task as Closed.

Note: If the Automations > Enable approvals option is toggled on, the Auto-close task when submitted option changes to Auto-close task when approved. When toggled on, Hyperproof marks the task Closed when all approvals are completed.

By design, if a task assignee changes a task from Not started to In progress, the task status still shows Submit. The Activity Feed shows the actual status of In progress.

Note:

Email notifications are not sent if the individual creating the task is also the assignee. If the assignee is different from the individual creating the task, the assignee receives an email notification indicating that they've been assigned a task.

If the task has an approval configured, the proof can't be attached to the target object until the approval process is complete and the proof has been approved.

Repeating task on a control

Repeating Tasks are similar to a regular task in Hyperproof that we discussed earlier, however, they can be set up to repeat on a schedule or on an event. Hyperproof makes it easy to simplify your routine activities with repeating tasks. Once a repeating task is created, you can view and manage it directly from the Automations tab.

Tasks that repeat based on a schedule can be set to repeat on an interval of daily, weekly, monthly, quarterly, semiannually, or annually. Once you’ve set the interval, you can set the task to start repeating immediately or at a date in the future.

The tutorial below is shown from the perspective of the administrator role with object permission as a manager. If you are in a different Hyperproof role or have a different permission, you may not have access to some of the areas shown, or they may be grayed out.

This video also shows Hypersyncs on a control, which is not required for a repeating task, so can be skipped over.

In this video, we'll discuss Repeating Tasks. We'll also talk about adjusting your automation settings.

Click the arrow below to learn more:

Creating a repeating task

  1. From the left menu, select the tab that corresponds with the object you want to link the repeating task to. For example, if you want to link the repeating task to a control, select the Controls tab.

  2. Select the specific object. For example, if you want to link the repeating task to control ID 1234, select that control.

  3. Select the Automations tab.

  4. .Click New repeating task

    1. The repeating task window opens.

  5. From the Template tab, do any or all of the following:

    1. Enter a name for the task (required)

    2. Enter a description

    3. Change any of the following by mousing over and clicking the Edit icon:

      • Assignee (by default, Hyperproof assigns the task to the task creator)

      • Due date (this is the number of days out that you want the task to be due)

      • Priority

  6. Create a repeating task based on a schedule or an event:

    1. To create a schedule-based repeating task:

      1. Below Repeats, select On a schedule.

      2. Below Schedule, select when the task should repeat.

      3. Below Starts repeating, select the date that the task should start.

    2. To create an event-driven repeating task:

      1. Below Repeats, select On an event.

      2. Below Event, select the event that should trigger the task to repeat.

      3. Depending on the option you choose, additional drop-down menus may appear.

  7. Optionally, below Integration, click the available integration to link an external task or issue.

  8. Click Save.

    1. The repeating task is created. To view future tasks, select the Tasks tab.

Task integrations

Tasks can also integrate with Jira or Asana. Hyperproof natively integrates with them all. These integrations are bidirectional, meaning they provide a two-way sync of Jira or Asana tickets to Hyperproof tasks. This allows you to manage your work without disrupting your workflow. You can set up integrations for Asana on a task, and Jira in the Settings tab on the left navigation pane

Asana integration

The Asana integration allows organizations to collect proof without disrupting their usual workflow. Proof sync is unilateral—from Asana to Hyperproof. The Asana integration supports proof files stored on your computer or in Dropbox. Currently, it's not possible to attach files that have been uploaded to Asana from Google Drive, Box, OneDrive, or SharePoint. Comments work bidirectionally, meaning that comments made in Asana show in the Hyperproof task’s Activity Feed, and comments made in the Activity Feed show in Asana.

Click the arrow below to learn more:

Hyperproof and Asana

  1. Create a new task. Note that Hyperproof task titles have a 250-character limit.

  2. Click a field to edit the task name, description, assignee, due date, priority, and target.

  3. Click the Asana integration icon in the upper-right corner, and then enter the following:

    1. The Asana team containing the project where you want the task to appear (optional)

    2. The Asana project you want the task to appear in (required)

    3. Tags (optional)

    4. Click Create.

The Asana task is now linked to the Hyperproof task.

Jira integration

Hyperproof natively integrates with Jira, saving you time and increasing efficacy. The Jira integration is bidirectional, meaning it provides a two-way sync of Jira issues and Hyperproof tasks, which allows you to manage your work without disrupting your workflow. Note that proof uploaded in Jira can be uploaded to Hyperproof, but not vice versa. Comments also work bidirectionally, meaning that comments made in Jira show in the Hyperproof task’s Activity Feed, and comments made in the Activity Feed show in Jira.

Click on the arrows below to learn more:

Hyperproof and Jira workflow

A task is created and assigned, and then linked to Jira

When a task is created in Hyperproof, the task creator has the option to link the task to their organization's Jira instance. The task assignee then works on the issue in Jira. If the assignee has any questions, they can leave a comment on the Jira issue. Their comments are synced to Hyperproof, where the task creator can view them and respond. If the task creator comments back, the comment is synced to Jira.

The assignee works on the task and attaches proof via Jira

When the task assignee feels that the task is complete, they attach proof via the Jira issue and then mark the task as Done by changing the Jira issue’s status to one of the Completed statuses. This changes the task’s status in Hyperproof to Submitted, i.e., the assignee believes the work is done, and the task creator can now review and verify. Note that all status changes are recorded in the task's Activity Feed. The proof attached to the Jira issue is automatically synced into the Hyperproof task for easy verification by the task creator.

The proof is reviewed, and the task is closed

If the proof is sufficient, the task creator closes the Hyperproof task, which causes the proof to “land” in the Proof tab on the task’s target object. For example, if the task is linked to a control, the proof will be available via that control's Proof tab. If the proof is not sufficient, the task owner changes the Hyperproof task’s status back to In progress, which then changes the linked Jira issue’s status to the first In progress state listed in the status map. The assignee is then notified that they have additional work to complete. At any point, if the task creator realizes that they don’t need the task performed after all, they can cancel the task. This changes the Jira issue’s status to the first Jira status listed in the Completed mapping “bucket”.

Creating a Jira issue with Hyperproof

  1. Create a new task. Note that Hyperproof task titles have a 250-character limit.

  2. Click a field to edit the task name, description, assignee, due date, priority, and target.

  3. If this is your first time using the Jira integration, follow the steps below. If you’ve already signed in to Jira in Hyperproof, skip to step 4.

  4. Click the Jira integration icon in the upper-right corner.

  5. The Authorize app window opens.

  6. Click Accept.

  7. The Authorize Hyperproof window opens.

  8. Click Allow.

  9. Click the Jira integration icon, and then select Create a new issue from this task.

  10. Enter the following information:

    1. Jira project (required)

    2. Jira issue type (required)

    3. Jira labels

    4. Triage

    5. Fix versions

    6. Story points

    7. Priority

    8. Scrum team

    9. Spec status

  11. Click Create

Attaching an existing Jira issue to a task

  1. Create a new task. Note that Hyperproof task titles have a 250-character limit.

  2. Click the Jira integration icon, and then select Attach an existing issue.

  3. If this is your first time using the Jira integration, follow the steps below. If you’ve already signed in to Jira in Hyperproof, skip to step 4.

    1. Click the Jira integration icon in the upper-right corner.

    2. The Authorize app window opens.

    3. Click Accept.

    4. The Authorize Hyperproof window opens.

    5. Click Allow.

  4. Enter keywords or the Jira Issue ID, and then press Enter.

  5. Select the issue.

  6. The Review and confirm window opens.

  7. Click Confirm. Optionally, select the checkbox to prevent Hyperproof from displaying this message in the future.

  8. The Jira issue is now attached to the task.

Assigning a task to a Contact

You can assign a task to a contact, and the contact can add proof. When you assign a contact a task, the contact receives an email that allows them to view the task outside of Hyperproof. The only action they can take is to add proof and submit. Once they've added and submitted their proof, it is accessible from both the task and the proof main list.

Note: Since a contact can only add proof, the task owner is responsible for updating the task status.

Example task email

The contact would receive an email that they have a task assigned to them. From this example, they can click view task to access it and work on the task.

Example of a task

After the contact clicks view task, they are taken to a web browser to view the task and upload proof to the task. Contacts don't have access to Hyperproof but can work on tasks via the browser link.

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