Tasks

Overview

Complying with data protection laws and keeping up to date with all necessary information demands a certain workload. To reasonably subdivide that workload and stay on top, the Priverion platform allows you to create Tasks and link them to specific activities relating to your data protection compliance. This will help you keep track of what still needs to be done. In General, tasks can relate to any pending workload that needs to be performed.

All your tasks are displayed on the Overview page, neatly organized into the tabs: All, Open, In Progress, and Completed. Each task includes key details to help you stay organized.

• Manage a Task: Click on a task to view its details or make changes.
• Create a New Task: Use the Create button to add a new task and link it directly to relevant activities.

Creating a new task

General

As with every element, you can create the task manually or download a shared one from the organization. This guide focuses on manual creation. To learn more about the downloading of elements, follow the corresponding guide.

When creating it, the design is up to you and depends on the kind of Task you wish to create. The input boxes are provided as organizational aids. You can give a Task a priority or a type, assign it to an organizational unit, set a deadline and a start date, and provide an estimate of the workload and a description.

Click Next to continue.

RASCI

RASCI stands for Responsible, Accountable, Support, Consulted and Informed. It is a framework for defining roles and responsibilities and allocating tasks clearly. This ensures that the Tasks are properly delegated, monitored, and executed.

Select a person from the dropdown menu and assign one or more of the following roles to them:

• Responsible: The person who executes the task.
• Accountable: The person who ensures the task is completed accurately and thoroughly.
• Support: Individuals who assist in carrying out the task.
• Consulted: Individuals who should be consulted before a decision is made.
• Informed: Individuals who should be informed once the task is completed.

Now, you can choose the next person from the selection box. When you have added all the persons who need to be involved in the Task, click Save.

Managing a Task

General

On the General tab of the managing page of a task, you will find the information provided when the Task was created. You may edit that information by clicking the Edit button.

As with most elements, you may write notes by clicking the Notes button on the right or manage its Access by clicking the three horizontal dots in the top right corner. 

Click on the blue menu icon at the top left to expand the menu; you can then select the different tabs to edit.

Log

You can view and create log entries in the Log tab. This feature allows you to document the progress of tasks and record important details at various stages.Click Add and complete the fields for name, date, description, and status.

Linked Elements

The Linked Elements tab lists all elements in your platform linked to the document, such as ROPAs, vendors, or data collection points.

• Document linking is managed through the corresponding elements.
• Most elements have their own Documents tab where you can add documents specific to that element.
• To unlink elements, check the corresponding boxes and click the trash can icon in the black bar on the right.

Documents

On the Documents tab, you will see all documents which have been uploaded for that task. You may also add new documents by clicking the Add button.

Assessments

If you want to link assessments to that Task and have already created them, you may attach them by clicking the Add button and selecting the ones you'd like to link. Otherwise, you may create new ones by clicking the Create button. Follow the Assessments guide to learn more.

Workflows

Under the Wokflows tab, you will see the required action. Click on Overview. You can trigger a new workflow. Choose the workflow template on the next page. Click Trigger.

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