Using the tasks register

This article is about using the tasks register which has already been set up by an administrator. Head here if you are an administrator looking to initially configure the tasks register.

Table of contents

• Getting started
  • Completing a task
• Registers tab
• Insights tab
• Task overview
• Comments & attachments
• Creating and linking data
• Task logs
  • Overview
  • Scope
  • Evidence
  • Validation
  • Comments

• Task history

Getting started

If you are assigned as an owner to a task in the tasks register, you may receive an email notification that looks similar to the below.

 

Click on the link to login and view the task.

Alternatively, you can find all the tasks visible to you by logging in and going to Registers > Tasks.

Completing a task

If you are assigned as an assignee to a task, you may receive an email notification that looks similar to the below.

 

Click on the link to login and complete the task. You will be taken to your My Tasks area and be able to access the task from the tasks register, which will have the below sections.

Your task's owner is able to see any updates you make here at anytime.

1. Description - your task's owner would provide details on how to complete the task for you using this section.
2. Validation guide - if this task is linked to a test, your task's owner would provide details on the passing criteria of the test using this section.
3. Response - complete each field under this section. The exact fields will depend on your tasks register configuration.
4. Evidence - if you need to upload any attachments as evidence that the task has been completed, add them using this section. This is also available in the side panel.
5. Status - when you are first assigned to the task, this would be set to new by default. You can change it to in progress or completed at anytime. Your task's owner can edit this as well, for example if they are not satisfied by the evidence given, they may change a task's status from completed back to in progress and leave you a comment for further guidance.
6. Linked data - records in this section may provide further context or scope for the task if you have the relevant permissions to access them.
7. Comments - you can communicate with your task's owner or anyone else who has access to this task using this section. You can mention users or files by name.

Registers tab

You can find all tasks assigned or visible to you in the register tab. Head here to learn more about the filtering functionalities.

There are 2 ways to export the register records (1), one is to export all columns (including those not displayed in your register tab view) and the other is to export only the columns selected. To edit the selected columns, click on Columns (2).

 

You can perform bulk actions on your controls such as Archive, Edit, & Delete. Archived items are read-only and can be restored.

Insights tab

Under construction.

Task overview

When you click on a task in the register, you will be taken to the Overview tab.

 

Here, you can manage your task's description, type, tags, and other details.

Comments & attachments

Use the Comments tab in the side panel to leave notes for other owners or access members of this task. A comment includes the timestamp and user name, and is not editable for audit purposes.

Use the Attachments tab in the side panel to add files to this task.

 

The files will be added to the files register where you can add further details if you have relevant permissions. To head to the files register and access the file record, click on the arrow.

Without permissions to the files register, you can still add attachments to the control, but you won't be able to add further details to these files in the register.

Creating and linking data

Hailey may suggest linkages to relevant data from other registers in the side panel's Linked data tab.

Head here to learn more about Hailey's suggestions.

In the Linked data side panel, you can filter by different data types (1), edit the linkages (2), and view, unlink or expand details of linked items from the registers and modules that you have permissions for.

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 on the left (1) and then click Create & link (2). Once created with a name and description, the item will be automatically linked to this task.

Head here to learn more about linking evidence collection type tasks to tests.

Task logs

If the task you own repeats, you can find each log generated by the task under the task log tab.

 

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 you as 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 you as 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

You can mention other users as well as any files from the files register in the comments tab to communicate regarding your 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).

Task history

The history tab provides a full trail of the actions taken in relation to the control for audit.