Managing Evidence Interval Workflows

Evidence interval workflows enable organizations to streamline how evidence tasks are reviewed, approved, and tracked over time. By introducing structured workflow stages, these workflows help teams manage the full lifecycle of evidence, from initial collection to final approval, while ensuring consistency and accountability across compliance processes.

With support for automated review triggers, approver assignments, and collaborative tools such as comments and notifications, evidence interval workflows help reduce manual effort and keep stakeholders aligned. Organizations can leverage predefined workflows to improve efficiency, visibility, and control across their compliance programs. The OneTrust Platform has the following pre-configured workflows to help leverage evidence approval workflows for more critical evidence:

  • Default evidence task interval workflow

  • Evidence task interval workflow with review - this workflow includes built-in review, approval, rejection, and email notification capabilities for evidence tasks. Review, approval, and rejection actions are available only when this workflow is used.

Important:

The Evidence Task Approval Bypass permission is required to allow evidence task assignees to bypass approval stages and send an evidence task interval to be collected.

If no evidence has been added to an evidence task, you cannot change the workflow for that task. Once evidence is attached, you can switch between seeded workflows and change the stage.

To view workflow details

You have view-only access to two pre-seeded evidence interview workflows. Follow the steps below to review the available stages and view detailed stage information.

  1. On the IT & Security Risk Management menu, select Setup > Workflows.

    The Workflows screen appears.

  2. Click the View button on the Evidence interval workflows tile.
  3. Open one of the pre-seeded workflows.

    The Workflow details screen appears.

  4. Progress through different stages of the workflow to view stage details.

To set a default workflow

You can designate one of the pre-seeded workflows as the default to help manage evidence intervals effectively.

  1. On the Workflows screen, hover over the row for the workflow you want to set as the default until the Context Menu icon appears.
  2. Click the Context Menu icon.
  3. On the Context menu, select Set as Default.

    The Set as Default modal appears.

  4. Click the Confirm button.