How Do I Create Tasks for My Controls?

When using the KCM GRC platform for compliance management or risk management purposes, task schedules are the best way to ensure that your organization is maintaining it's ongoing efforts.

In KCM GRC, tasks are assigned to users so they can collect evidence for the controls that your organization needs to maintain. Controls are the statements that outline the policies and procedures that your organization has in place—in order to remain compliant and/or secure. 

See the sections below to learn about task schedules and one-time tasks, the necessary prerequisites, and how to create tasks for your controls.

Jump to:

Prerequisites

What Types of Tasks Are Available for My Controls?

Task Approval Workflows

Navigating to the View Control Page

• Navigating From the Controls Library
• Navigating From a Scope

How Do I Create a Task Schedule (Or a One-time Task)?

• Creating a One-time Task
• Creating a Task Schedule (Standard)
• Creating a Task Schedule Using Effective Date Range

Task Schedule Frequencies

When Do Tasks Become Active in My Account?

The Task Schedules and Tasks Tabs

• Task Schedules Tab
• Tasks Tab

How Do I Cancel a Task Schedule?

Prerequisites 

Before you can create task schedules for your controls, you'll need to do the following: 

1. Create and map controls to the appropriate scoped requirements or risks. Create controls for one or both of the following purposes:
   
   
   Compliance Management Controls

   • Create controls to document how your organization is meeting the requirements that you've added to your scopes.
     • For more information, see our Creating and Importing Controls article.

   Risk Management Controls

   • Create controls to document the preventative measures that your organization takes against the risks that you've added to your risk register. 
     • For more information, see our Creating and Mapping Risk Controls article. 

2. Create user accounts for the individuals who will be responsible for completing and approving control tasks. Typically, you can grant these users the Contributor user role in KCM GRC. For more information, please see our User Roles article. 
   • When creating a task schedule, you will assign the following roles to these users:
     
     
     User Assigned

     The user responsible for submitting evidence for a task.

     Approving Manager (optional)

     The user responsible for approving task evidence before the task can be closed.

     Second-level Approving Manager (optional)

     The user responsible for approving task evidence–after the Approving Manager has approved the evidence–before the task can be closed.
3. Ensure that your users (described in prerequisite 2) have activated their user accounts.

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What Types of Tasks Are Available for My Controls?

The following is true for all tasks that are created in your account: 

• You will assign a user who is responsible for the task. This role is called the User Assigned.
  • The User Assigned receives task reminder email notifications from KCM GRC, based on the task frequency (see: Control Task Notifications).
• You can require evidence to be submitted for a task via one or either of the following methods: 
  • Upload a file directly to your account
  • Add a URL to your account that links to evidence from your intranet or a file sharing service

There are three task schedule options available in your platform:

• One-Time Task: These tasks only occur once and have a specified due date.
  A one time task may be appropriate when:
  
  • A task only needs to occur once or on an as-needed basis.
  • An unexpected incident occurs outside of the control's normal task schedule.
  • You're onboarding with your KCM GRC platform and your compliance efforts are currently up-to-date, but you want to track your current efforts so they can be referenced at a later time.
• Task Schedule (standard): This is the most commonly used option for control tasks. The task will automatically recur based on the selected frequency. Decide which frequency is appropriate based on how often your organization needs to submit new evidence for the control. For a description of the task frequencies, see the Task Schedule Frequencies section of this article.
• Task Schedule using Effective Date Range (EDR): Using Effective Date Range (EDR) is generally not necessary nor recommended for most use cases. This schedule is similar to a standard task schedule, but if you utilize EDR, you are choosing to show the time period that is covered by the task.

If you're ready to create tasks, skip to this section. See the next section to learn about your options for assigning users to approve task evidence. 

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Task Approval Workflows

If evidence is required for a task—and you would like to assign one or more users to review the evidence before the task can be closed—there are two approval workflows available. For details, expand the drop-down menus below:

The standard workflow allows you to assign up to two users who will be required to review task evidence—an Approving Manager and a Second-level Approving Manager.

The user group workflow allows you to assign up to three users who will be required to review the task evidence—the Group Lead, Approving Manager, and Second-level Approving Manager.

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Navigating to the View Control Page

Once you've added your organization's controls to your KCM GRC platform, you can create task schedules for these controls.

In your KCM GRC account, you have two primary areas from which you can work with your controls:

1. If your controls will be mapped to multiple requirements across multiple scopes, we recommend working from the Controls Library area of your account.
   • For navigation instructions, see the Creating Tasks from the Controls Library section, below.
2. If your controls are specific to one requirement–and therefore to one scope–we recommend working from the Controls tab within your scope.
   • For navigation instructions, see the Creating Tasks from a Scope section, below.

Navigating From the Controls Library

Follow the steps below to open a control from the Controls Library area of your account.

1. From the navigation panel to the left, click Controls.
2. From the Controls Library table, click a control name to open the control. You can use the search bar under the Name column to find a specific control. 

Now, see the How Do I Create a Task Schedule? section, below, for instructions on creating one-time tasks and task schedules. See the task descriptions, above, to learn more about your task options.

Navigating From a Scope

Follow the steps below to open a control from the Controls tab within a scope:

1. From the navigation panel to the left, click Compliance > Scopes.
2. From the Name column, click on the name of the scope containing the requirements that are mapped to the controls you'll be working in.
3. From the View Scope Page, click the Controls tab.
4. Here you'll find all of the controls that are mapped to requirements within the scope. Click a control name to open the control.
   
   Workflow Tip: If you are creating task schedules for multiple controls in the same scope, right-click each control name to open the controls in new tabs.

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How Do I Create a Task Schedule (Or a One-time Task)?

After deciding whether you would like to create a task schedule or a one-time task, see the applicable subsection for instructions: 

• Creating a One-time Task
• Creating a Task Schedule (Standard)
• Creating a Task Schedule Using Effective Date Range

Creating a One-time Task

From the View Control page, follow the steps below to create a one-time task:

1. From the Task Schedules tab, click the Create Schedule button.
   
2. In the Create Task Schedule window, add the details that are outlined below:
   
   1. Be sure to click the One-Time Task checkbox.
   2. User Assigned: Select (or search for) the name of the user who will be responsible for submitting the evidence that is needed for the task.
      • This user will receive task reminder email notifications from KCM GRC. For details, see: Control Task Notifications.
   3. Assigned Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence before the task can be closed.
      • This user will receive an email notification once the task is awaiting approval. For more information, see the Task Approval Workflows section.
   4. Second-level Approving Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence–after the Approving Manager has approved the evidence–before the task can be closed.
      • This user will receive an email notification once the task is awaiting their approval. For more information, see the Task Approval Workflows section.
   5. Due Date: Select a date from the calendar. The task evidence should be submitted on or before this date.
      • For one-time tasks, the due date also determines the task's start date and end date.
        
        Tip: By default, tasks are considered "Past Due" for seven days past the due date, before changing to the "Failed" status. You have the option to change this default Task Fail Interval setting. See our Account Settings article to learn more.
   6. Task Name: By default, the control name will show in this field. You have the option to update the task name to be specific to this task.
      • The Task Name can be 1-255 characters long.
   7. Task Description: By default, the control description will show in this field. You can (optionally) update the task description to be specific to this task.
      • The Task Description can be 1-10,000 characters long.
      
   8. Evidence Requirements:
      
      • Leave both options disabled if: Evidence is not required for the task.
      • Enable both options if: You would like to give your user the option to submit a link to an externally-hosted file or upload a file directly to your account.
      • Enable Require Link if: Your user should only have the option to submit a link to an externally-hosted file.
      • Enable Require Document Upload if: Your user should only have the option to upload a file directly to your account.
        
        Note: One of these evidence requirement options may be disabled if you have restricted the evidence allowances at the scope-level or account-level. To learn more, see: Restricting the Type of Evidence Allowed for Compliance Controls.
3. Click the Schedule button to save the task.

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Creating a Task Schedule (Standard)

From the View Control page, follow the steps below to create a task schedule:

1. From the Task Schedules tab, click the Create Schedule button.
   
2. In the Create Task Schedule window, add the details that are outlined below:
   
   1. User Assigned: Select (or search for) the name of the user who will be responsible for submitting the evidence that is needed for the task.
      • This user will receive task reminder email notifications from KCM GRC. For details, please see: Control Task Notifications.
   2. Assigned Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence before the task can be closed.
      • This user will receive an email notification once the task is awaiting approval. For more information, see the Task Approval Workflows section.
   3. Second-level Approving Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence–after the Approving Manager has approved the evidence–before the task can be closed.
      • This user will receive an email notification once the task is awaiting their approval. For more information, see the Task Approval Workflows section.
   4. Schedule Frequency: The frequency determines how often the task should occur. 
      • For example, if you create a task schedule at the Monthly frequency, the task will be open for one day, on the same day of each month.
        
        Tip: For an explanation of each frequency, see the Task Schedule Frequencies section.
   5. Due Date: Select the due date for the first task in the schedule.
      • For tasks under a standard task schedule, the start date, end date, and due date will share the same date, per task. To see examples, refer to the Task Schedule Frequencies section.
        
        Tip: By default, tasks are considered "Past Due" for seven days past the due date, before changing to the "Failed" status. You have the option to change this default Task Fail Interval setting. See our Account Settings article to learn more.
   6. Task Name: By default, the control name will show in this field. You have the option to update the task name to be specific to this task schedule. 
      • The Task Name can be 1-255 characters long.
      Important: This Task Name determines the task name for all tasks under this schedule. After creating the schedule, if you want to change the task name you will need to update each task under this schedule.
   7. Task Description: By default, the control description will show in this field. You can (optionally) update the task description to be specific to this task schedule.
      • The Task Description can be 1-10,000 characters long.
      Important: This Task Description determines the task description for all tasks under this schedule. After creating the schedule, if you want to change the task description you will need to update each task under this schedule.
      
   8. Evidence Requirements:
      
      • Leave both options disabled if: Evidence is not required for the task.
      • Enable both options if: You would like to give your user the option to submit a link to an externally-hosted file or upload a file directly to your account.
      • Enable Require Link if: Your user should only have the option to submit a link to an externally-hosted file.
      • Enable Require Document Upload if: Your user should only have the option to upload a file directly to your account.
        
        Note: One of these evidence requirement options may be disabled if you have restricted the evidence allowances at the scope-level or account-level. To learn more, see: Restricting the Type of Evidence Allowed for Compliance Controls.
3. Click the Schedule button to save the task.

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Creating a Task Schedule Using Effective Date Range

From the View Control page, follow the steps below to create a task schedule using Effective Date Range (EDR):

1. From the Task Schedules tab, click the Create Schedule button.
   
2. In the Create Task Schedule window, add the details that are outlined below:
   
   1. Be sure to click the Use Effective Date Range checkbox.
      
      Note: This checkbox will be unavailable if Effective Date Range is disabled under your account settings. To learn more, see our Managing Account Settings article.
   2. User Assigned: Select (or search for) the name of the user who will be responsible for submitting the evidence that is needed for the task.
      • This user will receive task reminder email notifications from KCM GRC. For details, please see: Control Task Notifications.
   3. Assigned Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence before the task can be closed.
      • This user will receive an email notification once the task is awaiting approval. For more information, see the Task Approval Workflows section.
   4. Second-level Approving Manager (Optional): Select (or search for) the name of the user who will be responsible for approving the task evidence–after the Approving Manager has approved the evidence–before the task can be closed.
      • This user will receive an email notification once the task is awaiting their approval. For more information, see the Task Approval Workflows section.
   5. Schedule Frequency: The frequency of the task schedule determines the following:
      1. How often the task should occur.
         • For example, if you create a task schedule (using EDR) at a monthly frequency, and set a start date of July 7, 2020: The task will be open from July 7, 2020, until August 7, 2020, and the next task in the schedule will also begin on August 7, 2020.
           
           Tip: To learn more about each schedule frequency, see the Task Schedule Frequencies section.
      2. The length of the date range in which evidence should be collected for this control.
         • Continuing with the above example, evidence should be collected between July 7, 2020, and August 7, 2020. The due date for the task evidence is determined by your selection in the Due After field (see item g., below). 
   6. Start Date: Select a start date for the first task in the schedule. 
      
      • Together, the task's Start Date and Schedule Frequency determine the end date of the first task in the schedule. Additionally, a task's end date also serves as the start date of the next task in the schedule (when using EDR). For more information and examples, see the Task Schedule Frequencies section.
   7. Due After: Select the amount of time that the user should have to submit evidence–starting from the end date–for each task in the schedule. This setting will determine the due dates for the tasks under this schedule.
      
   8. Task Name: By default, the control name will show in this field. You have the option to update the task name to be specific to this task schedule. 
      • The Task Name can be 1-255 characters long.
      Important: This Task Name determines the task name for all tasks under this schedule. After creating the schedule, if you want to change the task name you will need to update each task under this schedule.
   9. Task Description: By default, the control description will show in this field. You can (optionally) update the task description to be specific to this task schedule. 
      • The Task Description can be 1-10,000 characters long.
      Important: This Task Description determines the task description for all tasks under this schedule. After creating the schedule, if you want to change the task description you will need to update each task under this schedule.
   10. Evidence Requirements:
       
       • Leave both options disabled if: Evidence is not required for the task.
       • Enable both options if: You would like to give your user the option to submit a link to an externally-hosted file or upload a file directly to your account.
       • Enable Require Link if: Your user should only have the option to submit a link to an externally-hosted file.
       • Enable Require Document Upload if: Your user should only have the option to upload a file directly to your account.
         
         Note: One of these evidence requirement options may be disabled if you have restricted the evidence allowances at the scope-level or account-level. To learn more, see: Restricting the Type of Evidence Allowed for Compliance Controls.
3. Click the Schedule button to save the task.

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Task Schedule Frequencies

When creating a task schedule, you will select a frequency from the Schedule Frequency drop-down menu. Expand the drop-downs below to learn how the frequencies behave under the two task schedule options. 

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When Do Tasks Become Active in My Account?

The way that tasks are created and become active, or visible, in your account varies between one-time tasks, standard tasks schedules, and task schedules using Effective Date Range.

Click the drop-down menus below for details about when the different types of tasks become active in your account.

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The Task Schedules and Tasks Tabs

This section explains the information available under the Task Schedules tab and the Tasks tab on the View Control page.

Task Schedules Tab

Once you've created one or more task schedules for a control, the Task Schedules tab on the View Control page will show your schedules. See details about the Task Schedules tab outlined below.

1. Schedule Name: The Task Name that was used when you created the task schedule. To learn more, see item f in the Creating a Task Schedule (Standard) section above. 
2. Frequency: The rate at which tasks are created under this schedule. To learn more about schedule frequencies, see the Task Schedule Frequencies section above.
3. Current Due Date: The due date for the most recent task in the schedule. If previous tasks have not been closed, this column shows the due date for the oldest task in the schedule—meaning, the task that needs to be addressed first. Click on the date to open the applicable task.
   • For Effective Date Range tasks, if this field is blank, this means the first task in the schedule is not yet active in your account. To learn more, see: When Do Tasks Become Active in My Account?
4. Last Satisfied Date: For tasks under this schedule, the most recent date that the User Assigned has marked a task as complete. Click on the date to open the applicable task.
   • If this field is blank, this means the first task in the schedule has not been completed.
   • To learn more about completing tasks, see: Monitoring and Completing Tasks (a Guide for Contributors).
5. Last Approval Date: The most recent date that a task was approved and closed by an approving manager for this task schedule. Click on the date to open the applicable task.
   • This column will show N/A if an approving manager is not assigned to the tasks under this schedule. 
   • To learn more about approving tasks, see: Monitoring and Approving Tasks (a Guide for Approving Managers).
6. EDR: A checkmark in this column indicates that the task schedule uses Effective Date Range (EDR). To learn more about EDR tasks, see: What Types of Tasks Are Available for My Controls?. 
7. Actions: Click the cancel icon if you'd like to cancel the task schedule. To learn more see: How Do I Cancel a Task Schedule?.

Tasks Tab

The Tasks tab on the View Control page shows one-time tasks and the tasks that were created under task schedules. See details about the Tasks tab outlined below. 

1. Name: The name of the task. Click on the task name to open it. 
2. User Assigned: The user who is responsible for completing the task. 
3. Approving Manager: The Approving Manager who is responsible for approving the task, if applicable. 
   • To learn more about task approvals, see the Task Approval Workflows section above.
4. Schedule Frequency: Shows how often tasks are created under the schedule that this task is part of. If it is a one-time task, this column will show One-Time Task. 
   • To learn more about task schedule frequencies, see the Task Schedule Frequency section above.
5. Start Date: The start date for the task. To learn more about task start dates see the applicable subsection under How Do I Create a Task Schedule (Or a One-Time Task)?. 
6. End Date: The end date for the task. To learn more about task end dates see the applicable subsection under How Do I Create a Task Schedule (Or a One-Time Task)?.
7. Due Date: The due date for the task. To learn more about task due dates see the applicable subsection under How Do I Create a Task Schedule (Or a One-Time Task)?.
8. Status: This column shows the current status of the task. You will see one of the following statuses in this column: 
   1. Active: The task is currently active in your account, and the task is not past due.
   2. Satisfied: The task has been marked as complete by the User Assigned. This status may also mean that the task is closed.
      Note: Tasks that are currently awaiting approval from an approving manager may show a Satisfied status. To see if a task is awaiting approval, open the task and check the Task Status area. To learn more, see the Understanding Task Requirements section in our Guide for Approving Managers.
   3. Past Due: The task is between one and seven days past its due date.
      Note: By default, tasks remain in the Past Due status for seven days before changing to Failed. This is called the Task Fail Interval setting. You may change this default in your Account Settings area. For more information, see: Task Fail Interval.
   4. Closed Late: The task has been marked as complete by the User Assigned one or more days past the task's due date. This status may also mean that the task was closed one or more days past the task's due date.
      Note: Tasks that are currently awaiting approval from an approving manager may show a Closed Late status. To see if a task is awaiting approval, open the task and check the Task Status area. To learn more, see the Understanding Task Requirements section in our Guide for Approving Managers.
   5. Failed: The task has not been completed or closed, and the Task Fail Interval has passed. 
      Tip: You can still complete a task once it is in the Failed status.

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How Do I Cancel a Task Schedule?

If you would like to end a task schedule or cancel a one-time task, you can do so without losing task data or the evidence that has been submitted to existing tasks.

Follow the steps below to cancel a task schedule:

1. Navigate to the View Control page that contains the task schedule that you would like to cancel. For navigation instructions, see the Navigating to the View Control Page section.
2. With the Task Schedules tab selected, click the cancel icon for the schedule that you would like to cancel.
   
3. Once prompted, click Yes.
   
   Tip: From the Tasks tab, you will continue to see the tasks that were created under the canceled schedule. If you would like to delete an individual task, open the View Task page and click Delete Task.

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