Managing Audit Tasks

You can create tasks in the Audit Management module to assist with task delegation when completing an audit as well as ensuring effective collaboration between teams. When a user is assigned an audit task, they will receive an email notification with a link to the task. You can view all audit tasks related to your organization on the Tasks menu.

Note:

Tasks assigned to users who are logged in will not generate an email notification.

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.

To add tasks

Note:

This action applies to audit, workpaper, and finding tasks.

  1. On the Audit Management menu, select Audits.

    The Audits screen appears.

  2. Open the audit in which you would like to add a task.
    The Audit Details screen appears.
    The Audit Details screen showing the Details tab with audit information fields.
  3. Select the Tasks tab.
  4. Click the Add Task button.

    The Add Task modal appears.

  5. Complete the fields, for more info, see Add Task Screen Reference.
  6. Click the Save button.
  7. To save and add another task without closing the modal, click the Save & Add Another button.

Add Task Screen Reference


The Add task modal.
Field
Description
Task Name

Enter a name that describes the task.

Assignee

Select a task assignee.

Priority

Set the priority of a task to Critical, High, Medium, or Low to help prioritize which tasks need immediate attention.

Collaborators

Select collaborator(s) for the task. The collaborators will help the assignee to complete the task.

Deadline

Enter a deadline date for the task to be completed.

Description

Enter a brief description of the task.

To edit audit tasks

Note:

This action applies to audit, workpaper, and finding tasks.

  1. On the Tasks tab, click the Task Name in which you would edit.
    The Task pane appears.
    The Tasks tab of the Audit details screen showing a list of tasks and the Task details pane.
  2. Click the field you would like to edit.
  3. Edit the audit task fields as needed.
  4. Click the Save button.

To add attachments to a task

Note:

This action applies to audit, workpaper, and finding tasks.

  1. On the Tasks tab, click the Task Name in which you would like to add an attachment.
    The Task pane appears.
    The Tasks tab of the Audit details screen showing task details and the Upload file button highlighted for related attachments.
  2. Click the Upload File button.
  3. Use the file browser to select and upload the file you want to attach to the audit task. The attachment will appear in the Task pane.
    The Task pane showing the attachments section with an uploaded file listed.

To add links to a task

Note:

This action applies to audit, workpaper, and finding tasks.

  1. On the Tasks tab, click the Task Name in which you would like to add a link.
    The Task pane appears.
    The Add Links modal window.
  2. Click the Link icon.
    The Add Links modal appears.
    The Add links modal with the Cancel, Save and Add New, and Save buttons.
    Field
    Description
    URL

    Enter the URL to the hosted document.

    Name

    Enter the name of the external link.

    Description

    Enter a description of the document being linked.

  3. Complete the fields.
  4. Click the Save button to save the link or the Save and Add New button to save the link and immediately add another.

To export tasks

The tasks exported from the All Tasks list screen are based on your current view. For more information, see Configuring and Filtering Audit Management List Screen Views. The Tasks menu allows you to export the task list to further analyze and report on the data outside of the OneTrust application.

  1. On the Audit Management menu, select Tasks.

    The All Tasks screen appears.

  2. Click the Export button.

    The Report Download modal appears.

  3. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon.
  4. Click the Notifications icon.
    The Notifications popover appears.
    The Notifications popover showing available export reports.
  5. Click the export link in the popover to download the exported report.

To mark tasks as complete

The Tasks menu can be used to complete audit, workpaper, and finding tasks in bulk.

  1. On the Audit Management menu, select Tasks.

    The All Tasks screen appears.

  2. Select the checkbox for each task you would like to mark as complete.
  3. Click the Mark Complete button.
    The Mark Tasks as Closed modal appears.
    Mark Tasks as Closed modal showing task selection and the Mark as Closed button.
  4. Click the Mark as Closed button.
    Tip:

    Tasks can also be closed by hovering over the task name on the All Tasks screen, clicking the Context Menu icon, and selecting Mark as Complete. This same action can be completed on the Tasks tab of the following screens:

    • Audit Details screen

    • Workpaper Details screen

    • Finding Details screen

    Tasks can be reopened by following the same steps outlined above and selecting Reopen Task.
    The All Tasks screen showing the task list, context menu options, and the Reopen Task action.

To delete tasks

The Tasks menu can be used to delete audit, workpaper, and finding tasks.

Tip:

Tasks can also be deleted by using the steps outlined above on the Tasks tab of the following screens:

  • Audit Details screen

  • Workpaper Details screen

  • Finding Details screen

  1. On the Audit Management menu, select Tasks.

    The All Tasks screen appears.

  2. Hover over the row of the task in which you'd like to delete.
  3. Click the Context Menu icon.
  4. On the Context menu, select Delete.
    The Delete Task modal appears.
    The Delete task confirmation modal showing task details and Delete and Cancel buttons.
  5. Click the Delete button.