Configuring Subtasks with Expected Processing Time to Completion

During system subtask configuration, you can define an expected processing time to completion in order to gain greater visibility into the runtime of a system subtask. This allows admins to determine estimated completion times, monitor actual runtime of subtasks, identify when subtasks exceed your organization's accepted standard, track and resolve errors in integration workflows, and report on these subtasks for additional administrative review.

Altogether, this configuration option works to improve the automation of the request fulfillment process even across multiple organization levels for your organization's insight.

Note:

Some menus, sections, and options shown in this article may only be available as a preview feature. To enable access to this feature, please contact OneTrust Support to submit the request.

Fields, Labels & Descriptions

Processing Time

Field Label

Location

Description

Processing Time

Task modal

Actual processing time of the integration workflow triggered by certain system subtask.

Processing in Time

Subtask tab of Request Details

Track if the actual processing time exceed the user-configured Expected Processing Time to Completion.

System Subtask Processing in Time

Request Queue

Track if the request contain system subtask that has unusual processing time (actual processing time that exceeds the user-configured Expected Processing Time to Completion).

Needs Attention State

If the value of the Processing in Time column is No, the application will indicate the processing time gap with the Needs Attention state. This orange highlight will appear on affected requests in the Request Queue and on affected subtasks in the Subtask tab of the Data Subject Request Details screen.





Drill into the affected to investigate and the orange highlight will be removed once the Task modal is opened. In the event the request experiences another issue, either because the connection failed again or a newly added connection fails, the highlight will reappear.

Additionally, if the actual processing time exceeds your defined expected time, the Task modal will show the real-time Processing Time with the Needs Attention state to indicate the prolonged expectation. This field will update with the current processing time upon each visit to the Task modal.



To add connections with expected processing time in workflows

  1. On the Privacy Rights Automation menu, click Setup > Workflows.

    The Workflows screen appears.

  2. Click on a workflow.

    The Workflow Details screen appears.

  3. Navigate to your desired workflow stage.
  4. Click the Add Connection button.

    The Add Connection pane appears.

  5. Select from the existing connections to create a new system subtask.
  6. Click the Next button.

    The Configure Subtask screen appears.

  7. Edit the subtask name, description, and run actions as necessary. For more information, see Adding Connections to Requests.
  8. For the Expected Time to Completion setting, enter an integer value and unit of time.

    • None

    • Minutes

    • Hours

    • Days

    • Weeks


    Expected Time to Completion options
  9. Click the Add button. The new connection will be added as a system subtask to the given workflow stage.

To edit expected processing time during workflow setup

  1. On the Privacy Rights Automation menu, click Setup > Workflows. The Workflows screen appears.

  2. Click on a workflow. The Workflow Details screen appears.

  3. Navigate to your desired workflow stage.
  4. Select the name of the desired subtask from the Subtask section. The Edit Subtask modal appears.

  5. Modify the Expected Time to Completion setting's value and unit of time.


  6. Click the Save button.

To add connections with expected processing time in Request Details

Tip:

If the integration workflow tied to the system subtask experiences a failure, you can investigate the given system subtask by checking the logs in the Subtask tab. You can then add a new system subtask ad hoc to reattempt.

  1. On the Privacy Rights Automation menu, click Requests.

    The Workflows screen appears.

  2. Click on an active request.

    The Data Subject Request Details screen appears.

  3. Navigate to your desired workflow stage.
  4. Navigate to the Subtasks tab.
  5. Click the Add Connection button.

    The Add Connection pane appears.

  6. Select from the existing connections to create a new system subtask.
  7. Click the Next button.

    The Configure Subtask screen appears.

  8. Edit the subtask name, description, and run actions as necessary. For more information, see Adding Connections to Requests.
  9. For the Expected Time to Completion setting, enter an integer value and unit of time.

    • None

    • Minutes

    • Hours

    • Days

    • Weeks


    Expected Time to Completion options
  10. Click the Add button. The new connection will be added as a system subtask to the given workflow stage in the active reques

To edit expected processing time in Request Details

Note:

This configuration option is only available if the subtask hasn't run yet.

  1. On the Privacy Rights Automation menu, click Requests. The Requests screen appears.

  2. Click on a request. The Data Subject Request Details screen appears.

  3. Navigate to the Subtasks tab.
  4. Select the name of the desired system subtask from the Subtask tab. The Edit Subtask modal appears.

  5. Modify the Expected Time to Completion setting's value and unit of time.
  6. Click the Save button.

To view active requests with subtasks processing in time

You will need to enable the field as a visible column, then you will be able to add a filter to display the given requests.

  1. On the Privacy Rights Automation menu, click Requests. The Requests screen appears.

  2. Click the Column Selector icon. The Column Selector modal appears.

  3. Use the directional arrows to move the System Subtask Processing in Time field to the Active list.
  4. Click the Save button.
  5. You can now view all active requests that have system subtasks processing in time.