Managing Subtasks in the Subtask Pane

Clicking a subtask from the queue opens the Subtask Pane, a right-handed sidebar that hosts an overview of all internal communication and attachment uploads between assignees, pertinent request details for quick reference, and history of the subtask in a compiled activity stream.

Understanding the Subtask Pane

The Subtask Pane is also available for subtasks seen and added in the Request details screen, which provides a familiar and unifying interface in two locations when actioning on subtasks in the Privacy Rights Automation & Consumer Rights module.

Click on a subtask from the queue to open the pane. The selected subtask row will be highlighted in the queue.

Note:

In order for a subtask to appear in this queue, it must be an open, active task in a workflow stage. You may need to advance the workflow to a new stage in order for it to populate here.



Overview Tab

  1. On the Privacy Rights Automation menu, select Subtasks. The Subtasks screen appears.

  2. Click on a Subtask. The Subtask Pane appears.

  3. In the Overview tab, you can review the subtask's details, add and edit comments, and upload attachments. Any comments or attachments posted here will appear internally in the Data subject request details screen's Activity tab.

    Note:

    • If you have configured a subtask with Comment required or Resolution required, it will not appear on the default view of the pane. These required items will only appear when you are editing the subtask as reference.

      Note:

      Both fields are currently a preview feature.

    • You must add a comment in order to upload an attachment. Attachments can also be uploaded to subtasks marked complete.



Request Tab

  1. On the Privacy Rights Automation menu, select Subtasks. The Subtasks screen appears.

  2. Click on a Subtask. The Subtask Pane appears.

  3. In the Request tab, you can review details of the request to which the subtask is assigned. This allows assignees to reference the associated request to easily action on the subtask without having to navigate back and forth between the Subtask Pane and request details.



  4. The First name, Last name, and Email address fields can be copied in the Request tab to easily copy data subject details.



History Tab

  1. On the Privacy Rights Automation menu, select Subtasks. The Subtasks screen appears.

  2. Click on a Subtask. The Subtask Pane appears.

  3. In the History tab, you can review the audit history of assignee changes, deadline changes, status updates, and comment edits and deletions.

    Note:

    Added comments are not included here, only edits to comments and deleted comments are tracked.



  4. Any edits/updates to the required status of a subtask will be logged in the audit history.

Subtask Statuses

You can update the status of subtasks to track progress. The following are available labels for subtask statuses:

  • In Progress

  • Complete

  • Rejected

  1. On the Privacy Rights Automation menu, select Subtasks. The Subtasks screen appears.

  2. Click on a Subtask. The Subtask Pane appears.

  3. New subtasks will appear with Mark as in progress label. Click the down arrow to select either Mark as complete or Mark as rejected.

    A modal respective to completion or rejection will appear.



  4. Once you've chosen a resolution and provided a comment, click the Mark as complete button or Mark as rejected button to update the status. The status label will update in the Subtask queue screen.

    Note:

    Comments and Resolutions can be enabled as required items for your subtask management flows. For more information, refer to Using Subtasks in Request Workflows.



Subtask Resolutions

You can select a resolution when marking subtasks as complete or as rejected. This action is also supported for marking subtasks in bulk, select system translations, reporting, and request queue APIs. When a resolution is selected, it will appear in the Overview tab of the Subtask Pane for the given subtask.

Resolutions can also be enabled as required fields when completing or requesting subtasks when you are creating or adding subtasks. For more information on this process, please refer to Using Subtasks in Request Workflows.

The following options are available as default resolutions:

  • Data found and provided

  • Data found and not provided

  • Data not found

Note:

To edit, add, or remove resolutions, see Requesting Custom Resolutions.

To edit subtasks details

  1. Click on a subtask to open the Subtask pane.
  2. Click the Edit icon.
  3. Edit and update the subtask's details as necessary.
    Note:

    You can also edit subtask details (adding assignees, marking/unmarking required) without affecting the deadline or reminder dates, if those dates are configured in the past.



  4. Click the Save button.

To manage comments

You can edit or delete comments posted in the Subtask Queue which you have posted yourself. These changes will be recorded in the History tab.

Comments posted by other users cannot be edited or deleted regardless of role or permission.

Editing

  1. Click on a subtask to open the Subtask pane.
  2. Click the Context Menu icon on the comment, then select Edit.
  3. Edit the subtask comment as necessary with the rich text editor, then click the Update button.
    Note:

    You can also click the Add attachments button to upload files to the subtask comment.

  4. Updated comments will be labeled with Edited to indicate a change was made.

Deleting

  1. Click on a subtask to open the Subtask pane.
  2. Click the Context Menu icon on the comment, then select Delete. The Delete comment modal appears.

  3. Click the Delete button. The subtask comment will be removed from the pane and request details activity stream.