Navigating vendor tasks
When it comes to compliance management responsibilities, tasks help your team stay on track. Using tasks, you can plan, track, and delegate activities to ensure your organization remains compliant. Tasks created on objects have a clear destination for the proof, meaning that when the task is closed, the proof linked to it shows up in the proof section of the originating object.
Tasks can be edited via the object they're linked to or from the Work Items tab. Any changes you make via the Work Items tab are reflected in the relevant object that the task is linked to.
To access tasks in the vendor module, you must first navigate to the module and click on the vendor's area. To view tasks, you must click on a vendor from this area to access them.
Note: each task is kept separate for each vendor you click into.
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Navigating vendor tasks
Navigating vendor tasks
From the left menu, select Vendors.
Select the Vendors tab.
Select the vendor you want to view or create a task on.
Select the task icon to open up the task panel
Create a new task.
Click on an existing task to view it.
Creating and monitoring tasks
Once we've clicked on a vendor within the vendor's tab, we can click on the task icon to open up a task or create a new one. Optionally, we can also monitor tasks via the work items tab.
In Work Items: Tasks area, you can filter out by target vendor to find just vendor tasks you or others need to work on to monitor.
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Creating and monitoring vendor tasks
Creating and monitoring vendor tasks
From the left menu, select Vendors.
Select the Vendors tab.
Select the vendor you want to view or create a task on.
Select the task icon to open up the task panel
Create a new task.
Click on an existing task to view it.
Optionally, view tasks via the Work Items area.
Select Tasks.
Filter task target by vendors.
View vendor tasks statuses or work on a task.
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.
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Creating a task with an approval
Creating a task with an approval
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.
Select the specific object. For example, if you want the task linked to control ID 1234, select that control.
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.
Click the Task icon.
Optionally, click the Pin icon to pin the Tasks panel.
Click New task.
Do any or all of the following:
Enter a name for the task (required).
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.
From the Assign by drop-down menu, select Individual or Group.
Individual - Assigns a single individual to the task. Select an assignee from the Owner drop-down menu.
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.
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.
Due date - Select a date from the calendar.
Priority
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.
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.
Make sure that Enable approvals is toggled on to require approval before linking the proof to the target.
In the Approval flow type section, select one of the following options:
Note: This option displays only when more than one approval step has been configured.
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.
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.
Click the +Step button to add a step to the approval process.
The Completion rule field defaults to Everyone must approve. You must select at least one approver before you can modify this field.
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.
Minimum approvals required - A user-specified number of approvers must mark their approval as Approved to complete the step.
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.
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.
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:
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.
User fields from the task, target, or policy, such as Created by.
Continue configuring additional approval steps as needed.
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.