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Managing & configuring the tasks register

Learn how to set up the tasks register in the Registers module

This article is about setting up the tasks register in the Registers module. Head here for completing tasks assigned to you. Head here for an everyday user guide for an already configured tasks register.

Table of contents

Getting started

What is it?

The tasks register maintains a catalogue of tasks, capturing ownership, due dates, and progress to support coordinated execution of governance, risk, and compliance activities. 

There are 2 types of tasks; a generic type which can be linked to any register item to ensure that activities related to the register item can be assigned, and an 'evidence validation' type which can be linked to control tests as part of the evidence submission and validation workflow.

Where is it?

Using the left navigation menu, head to the Registers (1) module. Here you can find the tasks register (2) in the list.

Editing register settings

Click on the gear icon to access the tasks register's settings.

In the settings page, click on the pencil icon next to each section to edit it.

  • Import with Hailey - allows users to import tasks into the register using Hailey AI.
  • Requirement based assessments -allows users to create RBAs based on tasks in the register.

When done, click Save to confirm the changes.

Creating custom fields

By default, a task comes with the below fields in the Overview tab.

  • ID Ref
  • Name
  • Description - use this to let the assignee/s know how to complete the task.
  • Tags
  • Owners
  • Assignees - these users/groups will receive notifications related to the task and will be asked to complete the task.
  • Access members

 

You can create custom fields or edit default field options in Administration > Custom data > Tasks custom attributes.

For dropdown or multiselect dropdown type fields, double click on the label to edit selectable options.

For step-by-step instructions, head here.

Enabled custom fields apply across all tasks and appear below the default fields in the overview tab.

Task Log Fields - Tasks allows you to edit the response fields presented to a task assignee. This means that when they complete a task, they are able to provide different types of information in each field, allowing for more thorough reporting and categorization.

By default, a Rationale field is provided but you can edit it as well as add other fields according to the needs of your organization. All fields included in the response will be presented back to the task owner once the assignee completes it.

To see how this appears as a part of the task assignee's workflow, head here.

Register tab

Click on the register name to access the register. By default, you will be taken to the register tab where all the tasks are listed.

Head here to learn more about the search & filter (link to search & filter KB) functionalities.

Insights tab

Under construction.

Creating tasks

To create tasks from scratch in the platform, click on Create task in the top right corner in the Register tab to get started.

When creating or importing tasks, you can customize the ID to better suit the needs of your organization. The custom ID can be edited/updated after the task is created.

Once a task is created, it should be linked to a control and a test if it will be an 'evidence validation' type task. If it will be a generic type task, it may need to be linked to a relevant register record.

Importing tasks

If you have an existing list of tasks, you can either use a template or Hailey to import them into the register. Click on Import then select the option that suits your data format.

  • Import via template - If you have a spreadsheet, copy your existing columns into the given template outlined below.

  • Import with Hailey  - If you have control documents or non-spreadsheet type documents containing tasks, Hailey can try to interpret the document and parse each task as a task register item.

To import using the template, click on Import via template then Download Template.

The template includes the below default field columns.

  • ID Ref - this has to be unique. If existing IDs are used, the imported information will overwrite the existing register item. You will see a confirmation message if existing IDs are detected.
  • Name
  • Description
  • Stage - this is the workflow stage.
  • Owners - use the user's email address, separated by commas. To set users in an user group as owners, enter the group's name.
  • Assignees - use the user's email address, separated by commas. To set users in an user group as owners, enter the group's name.
  • Assignees - the email address of the user who will be completing the test, separated by commas.
  • Access members - users who will have view access to this register item; use the user's email address, separated by commas. To give view access to a user group, enter the group's name.
  • Tags - separate multiple tags by comma.
  • Due Date - use DD/MM/YYYY (e.g. 24/08/2026) or MMM dd, YYYY (e.g. Aug 24, 2026). Refer to Configuration > Test set-up under any in-app test register item; the time difference between start date and due date will be used for future tests if recurring is set to yes.
  • Comments - all text will be imported as one comment with no line break.
  • Type
    • Generic
    • Evidence validation
  • Start Date - use DD/MM/YYYY (e.g. 24/08/2026) or MMM dd, YYYY (e.g. Aug 24, 2026). Refer to Configuration > Task period under any in-app task register item; the time differerence between start date and due date will be used for future tasks if repeat is set to yes.
  • Repeat
    • Yes
    • No
  • Frequency - if repeat is set to 'yes', refer to the available options in-app according to the Configuration > Task period dropdown under any in-app task register item; use exact wording shown.

Any custom fields will also appear as additional columns on the template.

  • For free text type fields, you can add any text you like.
  • For dropdown type fields, you must enter the name of a selectable option in the defined dropdown list. The text must match identically and is case-sensitive.
  • For multiselect type fields, you must enter the name(s) of the selectable option(s) in the defined dropdown list separated by a comma (,). The text must match identically and is case-sensitive.
  • For long text type fields, you can add any text you like.
  • For date type fields, use DD/MM/YYYY (e.g. 24/08/2026) or MMM dd, YYYY (e.g. Aug 24, 2026).
  • For number type fields, use any number, including decimals. Text and special characters are not allowed.
  • For user type fields, use the user's email address.

Configuration

Once a task is created or imported, its configuration tab will include information on the schedule that this task will have (if automatic/repeating).

If this is an evidence validation type task, it should have the same frequency as its linked test.

 

Task period

The task period section includes the below fields.

  • Start date
    • If the task is a one-off, this is the date that you will want your assignee to receive a notification email for the task so they know to start working on it.
    • If the task repeats on a schedule, this is the date that you will want the task to start generating logs.
  • Due date
    • If the task is a one-off, this is the date that the test log will need to be completed by.
    • If the task repeats on the schedule, the time between the first start date and first due date will be used for future logs. For example, if a task repeats on a weekly schedule and I set the start date to next Monday and the due date to next Tuesday, in the future every Monday the assignees will be notified that a new task log is available for them to complete, and every Tuesday the assignees will be notified that the task log is due.
  • Repeat
    • Frequency

Task logs

Once a task is configured and active, it will generate a task log on the start date. You can find task logs in the Task log tab in a table and view more details for each task log in the side panel.

Overview

Some overview details are inherited from the overview tab and cannot be edited at the task log level. This area serves as complete context for the particular task log at the time of its generation.

  • Status - the task assignee can change this while doing the task, but this data is shown here for the task owner as well.
    • New
    • In progress
    • Completed
  • Task name
  • Type
  • Description
  • Assignee - if a particular log needs to be completed by someone who is not the regular assignee, you can make this change to that log only
  • Test name
  • Description
  • Start date
  • Due date
  • Metadata
    • Created date
    • Last updated
    • Task period

Scope

This is a read-only view of records linked to the task at the time when this task log was generated, such as the controls, tests and other register items which this task is related to.

Evidence

If the task's completion requires evidence, for example, this is an evidence validation type task, or if it requires any attachments, they will appear here.

Any evidence the task assignee uploads against the task while completing it will be visible to the task owner here.

Validation

If the task's type is evidence validation, the task assignee can use this tab to ask Hailey AI to validate any evidence they submit against the linked test (link to evidence submission & workflow KB).

Comments

Users can mention each other as well as any files from the files register in the comments tab to communicate regarding their work on the task.

If the task's type is evidence validation, the comments under a task log's detail is connected to the linked test (link to evidence submission & workflow KB).

Linking tests and other data

You can get the most out of the evidence validation workflow (link to KB) by linking a test to a control as well as a task.

To do so, head to the Overview tab of a test and the linked data side panel.

 

To link existing items, click on the link button. To create and link a new item, select the register you want to create the item in (1) and then click on Create & link (2).

Once created with a name and description, the item will be automatically linked. You will be able to add moe details to it by clicking on the arrow next to it in the side panel's Linked data tab.

Head here to learn more about Hailey's suggestions.

Permissions

The tasks register comes with its own set of granular permissions.

To update a role's permissions related to the tasks register, head to Administration (1) > Roles (2) and select the role you want to edit (3). Here you can find the tasks register permission folder in the Permissions tab (4).

Head here for further details on each permission.

 

Next steps

  • Using the tasks register (link to KB)
  • Evidence submission workflow for tests & tasks (link to KB)