In KCM GRC, your administrators can assign tasks to you to help your organization continuously monitor its controls. If your administrator has assigned a task to you, you will need to submit evidence for the controls that you or your team are responsible for. 

See the sections below to learn how to monitor the tasks that have been assigned to you, submit evidence, view task requirements, and complete tasks. 

Monitoring Your Assigned Tasks

In your account, you can use the task email notifications and the My Dashboard, Tasks, and Documents pages to view information about the tasks that have been assigned to you. From the task notification emails, the My Dashboard page, and the Tasks page, you can navigate to the tasks that you need to complete. From the Documents page, you can view evidence and control documents that you have submitted for the tasks that have been assigned to you.

To learn how to use each of these pages to monitor your tasks, see the subsections below.

Task Email Notifications

If a task is assigned to you, you will receive an email notification about the task assignment. You will also receive reminder email notifications when the task due date is approaching. Lastly, if your task requires approvals, you will receive an email notification when the Approving Managers approve your task or mark the task as insufficient.

For more information about task notifications, see the Control Task Notifications section of our Email Notifications and the Email Digest article. 

My Dashboard Page

You can navigate to the My Dashboard page by navigating to Compliance > My Dashboard from your navigation panel. On the My Dashboard page, you can view current and upcoming tasks that have been assigned to you.

In the My Task Monitor section of your dashboard, you can view the number of your tasks that are in three categories, including tasks that are active, due today, and past due. You can also click the number next to each of these categories to navigate to the list of tasks that are in the category. In the Task Calendar section of your dashboard, you can monitor your upcoming tasks by status. 

To learn more about your dashboard, see our How to Use the My Dashboard Tab article.

Tasks Page

You can navigate to the Tasks page by selecting Tasks from the navigation panel. From this page, you can view all of the tasks that you have access to.

To learn more about this page and how to use filters to find specific tasks, see the screenshot and list below:

1. Awaiting Manager Approval: Select this check box to see your tasks that are awaiting approval from a Group Lead, Approving Manager, or Second-level Approving Manager.
2. Need My Approval: If you are a Group Lead, Approving Manager, or Second-level Approving manager, you can select this check box to view only the tasks that are waiting for your approval.
3. My Tasks: If you are the User Assigned, Approving Manager, or Second-level Approving Manager, select this check box to view only the tasks that you are assigned to. Additionally, if you are the Group Lead in a user group, you will see all of the tasks for the controls that your group is assigned to. To learn more about our User Groups workflow, see our Working with User Groups article. 
4. Name: View the name of the task, or click the name to open the task's View Task page.
5. User Assigned: View the name of the user who is responsible for completing the task.
6. Approving Manager: View the name of the manager who is responsible for reviewing the task evidence, when applicable.
7. Second-level Approving Manager: View the name of the manager who is responsible for reviewing the task evidence after the Approving Manager, when applicable.
8. Status: View the current status of the task. To learn how to filter by status, see the list below:
   • To find your tasks that are currently due, select the My Tasks check box. Then, select Active from the drop-down menu.
   • To find your tasks that are past due, select the My Tasks check box. Then, select Past Due from the drop-down menu.
   • To find tasks that are in the Failed, Satisfied, or Closed Late statuses, select the My Tasks check box. Then, select Failed, Satisfied, or Closed Late from the drop-down menu.
9. Approval Stage: View the current approval stage for the task. To learn about the approval stages, see the list below:
   • Open: The task is incomplete.
   • Awaiting Approval: Evidence has been submitted for the task and approval is required before the task can be closed.
   • Approved: The task has been approved by the Approving Manager and is closed. 
10. Satisfied Date: View the date that the User Assigned marked the task as complete.
    Note: Under the Compliance Management Module, time is recorded in Coordinated Universal Time (UTC). Therefore, the date displayed in this field may be one day off. For example, if a user marks a task as complete at 5:30 PM PST on August 17, 2020, the system will record this as 12:30 AM UTC on August 18, 2020. In this example, August 18, 2020 would display under the Satisfied Date field.
11. Due Date: View the due date for the task.

Documents Page

You can navigate to the Documents page by selecting the Documents tab of your navigation panel. From the Documents page, you can find the files or links that have been submitted as evidence or control documents for the tasks that you have access to. 

To learn more about control documents, see the Viewing Task Requirements section below. To learn more about submitting task evidence, see the Submitting Task Evidence section below.

Viewing Task Requirements

This section explains the sections of the View Task page where you can find information about the tasks that are assigned to you. You can navigate to the View Task page by selecting a task from the Tasks page. For more information, see the Tasks Page subsection above.

Click the drop-down menus below to learn more about the View Task page.

• The Task Details section of the View Task page displays information about the task. This information can help you understand what evidence you will need to submit for the task.

  To learn more about the Task Details section, see the screenshot and list below:

  1. Name: This field displays the name of the task. The task name is also shown in the Task Calendar on the My Dashboard page and in the task email notifications. The task may have the same name as the control.
  2. Description: This field displays the task description. Your administrator may use the task description to provide details, requirements, or instructions for the task. You can also view the task description in your task reminder emails. The task may have the same description as the control. 
  3. Starts On and Ends On: These fields display the date or dates when the task starts and ends.
  4. Due On: This field displays the date that the task should be completed by.
  5. User Assigned: This field displays the user who is responsible for submitting evidence and completing the task.
  6. Approving Manager: This field displays the user who is responsible for approving the task evidence before the task can be closed.
  7. Second-level Approving Manager: This field displays the user who is responsible for approving task evidence after the Approving Manager. This field will only display if a Second-level Approving Manager has been assigned to the task.
  8. Control Name: This field displays the name of the control that is associated with this task. You can click the control name to open the control and view additional details.
     Note: Under the Control Name, you may also see the Group Lead and Group Assigned to Control fields. If these fields are displayed, the Group Lead must review the task evidence before the Approving Manager.

• The Notes section of the View Task page displays any notes that your administrator has added for the task. The notes may include information such as details, requirements, or instructions for the task.

• In the Supporting Evidence section of the View Task page, you can view the evidence requirement for the task. If evidence is required, this section will display the format that you will need to submit the evidence in, including File Upload or DocuLink Required, File Upload Required, DocuLink Required, or No Requirement.

  To learn how to submit task evidence, see the Adding Evidence and Completing Tasks section below.

• In the Control Documents section of the View Task page, you can view any control documents that your administrator has uploaded or linked to help you understand what action is required for the task.

  For example, your administrator may upload a policy that you need to consider before submitting evidence for a task. The administrator may also upload an example of the evidence that you need to provide to complete the task.

  If the control document is a link, click the link icon to open the file. If the control document is a file, click the cloud icon to download and view the file. You can also click the eye icon to preview the file.

  Note: The preview feature depends on your browser version, the file type, and your pop-up window settings. You may need to allow pop-up windows in your browser settings before you can use this feature. If you click the preview button and your browser is unable to preview the file, KCM GRC will prompt the file to download instead.

  

Submitting Evidence

When evidence is required for a task that is assigned to you, you will need to submit evidence before you can complete the task.

See the subsections below to learn how to submit evidence and complete a task.

Uploading a File

To upload a file as evidence, follow the steps below:

1. Log in to your KCM GRC account. 
2. Open one of your assigned tasks. For more information, see the Monitoring Your Assigned Tasks section above. 
3. From the Supporting Evidence section of the View Task page, click the Upload Documents button. When you click this button, a pop-up window will open.
4. In the Name field, enter a name that describes the file you are uploading. 
5. In the File to Upload field, click the browse files button to open your file manager.
6. Select the file from your file manager. For information about the evidence file requirements, see the Do control task evidence files need to meet any specific requirements? question in our Frequently Asked Questions (FAQ) for KCM GRC article. 
7. (Optional) In the Version and Description fields, enter a document version and a description.
   Tip: If you would like to provide additional information for your administrator about your task or evidence, we recommend that you enter this information into the Notes area of the View Task page. 

Creating a Link

To create a link to evidence, follow the steps below:

1. Log in to your KCM GRC account. 
2. Open one of your assigned tasks. For more information, see the Monitoring Your Assigned Tasks section above.
3. From the Supporting Evidence section of the View Task page, click the Create Link button.
4. In the Name field, enter a name that describes the evidence that you are providing a link to.
5. In the Link field, type or paste the URL where the evidence is located.
   Note: If you submit a link to a local file, you will not be able to open the link by clicking the file name or link icon. Instead, you will need to right-click the file name and copy the link address. Then, open a new window in your browser and paste the link into the address bar.
6. (Optional) Provide a Version and a Description of the evidence. 
7. Click the Create button.
8. To supply additional evidence for the task, repeat step 1 through step 7 above.

Completing Tasks

When you meet a task's requirements, you can mark the task as complete. If Approving Managers or a Group Lead are assigned to the task, they will each receive an email when you mark the task as complete. Then, they can review your task evidence and either approve the evidence or request additional information from you. 

To mark the task as complete, follow the steps below:

1. Log in to your KCM GRC account. 
2. Open one of your assigned tasks. For more information, see the Monitoring Your Assigned Tasks section above.
3. In the top section of the page, click the Complete Task button to submit the task. If the task requires approvals, the Approving Managers and Group Lead will receive an email notifying them that the task is ready for review. If the task does not require approvals, the task will automatically be closed.
   Important: Make sure that you have submitted the necessary evidence before you mark the task as complete. Once you click the Complete Task button, you will not be able to submit additional evidence for the task. 
   Note: If the task requires approvals, the Complete Task button will not display until you submit the evidence in an accepted format.
   
4. Monitor your email for the task approval notification. For information about these notifications, see the Task Email Notifications subsection above.

If an Approving Manager marks your task as insufficient, you can submit new evidence for the task and complete the task again. To complete the task again, follow the steps below:

1. Navigate to the task again.
2. In the Notes section of the page, check for any details that the Approving Manager may have provided to help you successfully complete your task.
3. Submit new evidence for the task. 
4. Click the Complete Task button again. 
5. If an Approving Manager marks your task as insufficient, repeat step 1 through step 4.