Once a request has been submitted, users can access Add Files by clicking on the tab. 

Note: All users who have access to the request can access the Add Files tab and upload files. This includes the submitter, approver(s), collaborator(s), and any admin with the View All Requests privilege. 

To add a file, click Add File(s). 

One or more files can be added and the user will have the option to add comments. 

Note: Any added comments are displayed in the Request History, not the Add Files Tab. 

Note: Executable files or files larger than 50 megabytes cannot be uploaded.

Prior to uploading the files, they can be deleted by clicking on the Trash Can Icon next to the file that you want to delete and then confirming your action by clicking Yes.

After clicking Confirm, uploaded files can only be deleted by the user who uploaded the files or a Request Admin. To delete a file after uploading it, click the Red Circle on the right. Click Confirm. 

To download a file, click the Name. 

Added or removed files will be noted in the Request History along with the name of the person who made the change. Any comments that were added are also displayed in the Request History. 

The added or removed files are also displayed in Request Version Comparison. 

Task History

Open the task and click the History tab at the top. 

When a task is created, assigned, updated, reassigned, canceled, or completed, the action is recorded in the history. 

Note: Tasks created prior to the release of this feature (March 2023) will not track the first action taken from this point forward. Task history will begin on older tasks with the second action taken from this release going forward. Historical actions prior to the release will not be tracked.

Task Version Comparison

A checkbox is displayed to the left of each action in the Task History. 

To compare versions, the user must select two checkboxes. Then, click Compare. 

From there, the Task Revision Comparison page will open in a new tab. Anything highlighted in red was changed or removed, while anything highlighted in green was added. 

Click on Tasks in the left navigation menu to view assigned tasks, whether they are for you or assigned by you to others.

Note: Users must have the View Tasks Page privilege to see the task link in the left navigation menu. To add, remove, or modify privileges please contact the User Admin for your organization. 

From the Tasks page, there is a tab for My Tasks, My Tasks for Others, and View All Tasks. 

Note: The View All Tasks tab is only displayed if a user has the View All System Tasks and/or Edit System Tasks privilege(s). 

Use the search tool to search for a task or pagination to go forward/backward through pages. 

Tasks associated with a Request ID can be found within the request details in the Tasks tab. 

By default, users with the Task Admin role have the privileges to Create Tasks and Edit all Tasks. To add, remove, or modify privileges please contact the User Admin for your organization. 

Who can update tasks?

Note: Updating a completed or canceled task reopens the task and moves the status back to In Progress. 

To update the task, click the Oval Icon in the top right-hand corner and select Update from the dropdown list. 

Once changes are made, click Assign Task. 

Once Assign Task is clicked, the system will: 

• If the Assignor updates the task, an email will be sent to the Assignee to let them know the task has been updated. 
• If a Task Admin updates the task, an email will be sent to both the Assignee and the Assignor to let them know the task has been updated.

By default, users with the Task Admin role have the privileges to Create Tasks and Edit all Tasks. To add, remove, or modify privileges please contact the User Admin for your organization. 

Who can cancel tasks?

Note: To cancel a completed task, an assignor or task admin must first update the task to move it back to In Progress and then cancel it. 

Open the task you wish to cancel. In the top right corner of the task, click the Oval Icon with three dots and select Cancel. 

A Cancel Task modal will ask the user to confirm they want to cancel the task. 

Once Confirm is clicked, the system will: 

• If the Assignor cancels the task, an email will be sent to the Assignee to let them know the task has been canceled.
• If a Task Admin cancels the task, an email will be sent to the Assignee and the Assignor to let them know the task has been canceled.

By default, users with the Task Admin role have the privileges to Create Tasks and Edit all Tasks. To add, remove, or modify privileges please contact the User Admin for your organization.

Who can reassign tasks?

To reassign the task, click the Oval Icon in the top right-hand corner and select Update from the dropdown list. 

Update the Assignee field and click Assign Task. 

Once Assign Task is clicked, the system will: 

• Send an email to both the old and new Assignee to inform the user that the task has been reassigned.

By default, users with the Task Admin role have the privileges to Create Tasks and Edit all Tasks. To add, remove, or modify privileges please contact the User Admin for your organization. 

Who can change the Assigned From field on a task?

While creating new tasks, task admins have the option to choose the Assigned From user from the dropdown list populated from master data and assign the task on behalf of another user.

Or to reassign the Assigned From on an existing task, click the Oval Icon in the top right-hand corner and select Update from the dropdown list. 

Update the Assigned From field from the dropdown list and click Assign Task. 

Once Assign Task is clicked, the system will: 

• An email will be sent to both the Assignor and the Assignee that the task has been assigned. 

Once configured, when a TPM engagement is Approved or Approved with Conditions, an automated task will be created by the system and will be assigned to the submitter. 

Note: A 1-2 minute delay may exist between the time the request is approved and when the task is created. 

The automated task will be assigned from System User and an email notification is sent to the submitter to let them know that an automated task has been assigned to them. The email will contain a link to access the task. 

Additionally, the automated task is tied to the original Request ID and can be accessed within the request by clicking on the Tasks tab. 

The title of the task will be Third-Party Renewal and the Due Date of the task will match the expiration date of the engagement. 

Automated tasks are also displayed in the Tasks section of the Gateway under My Tasks. 

When an automated task is created, the Task History records the action based on when it was auto-created.

Reminder Emails

Automated tasks are included in reminder emails once they are within 90 days of the task due date. 

Updates to Engagements or Tasks

• If the expiration period of an engagement changes after full approval, through an update to the engagement, the existing task is updated with the new expiration period.

The update is also logged in the Task History. 

• If an approved engagement is updated and reapproved, but the corresponding automated task is already marked as completed or canceled, the task is restarted and the due date is updated to correspond with the updated engagement. 

The update is logged in the Task History by System User. 

• If the submitter is reassigned after the approval of an engagement, the corresponding automated task has to be manually reassigned to the new submitter.  

Task Admins

• Users with the Edit All Tasks privilege (Task Admin) can update any field within automated tasks, including the assigned from and due date fields. 
  • If the task has been updated by the Task Admin and the engagement is updated and reapproved, any changes made by the Task Admin will remain unchanged. Only the due date of the task will update to correspond with the updated engagement. 

What is a Mitigation Task? 

This feature allows tenants to easily identify any requests/disclosures with an active mitigation task at the time of final approval. This helps to 1. accommodate our tenants’ existing internal processes whereby engagements/disclosures can be approved subject to certain conditions and 2. provide tenants with more visibility into these higher-risk engagements/disclosures. 

When approving a request or disclosure, an approver may feel that certain steps must be taken to mitigate the risk presented to the organization. To ensure that any concerns are addressed, approvers can assign a mitigation task before approving the request. 

How to Create a Mitigation Task

Who can create mitigation tasks? 

Approvers can create mitigation tasks for any assigned request if they have the Create Tasks privilege. Admins can also create mitigation tasks if they have the View All Requests and Create Tasks privileges. Note: To add, remove, or modify privileges please contact the User Admin for your organization. 

To create a Mitigation Task, choose Mitigation from the dropdown list in the Category field.  

When a mitigation task is added to a disclosure or request, the following rules apply:

If the mitigation task is added to a request or disclosure that is still In Progress

If the mitigation task is added to a request or disclosure that is already Fully Approved:

If the mitigation task was added to the request while the request or disclosure is still In Progress, but then the request is Cleared with Conditions or Approved with Conditions: 

If the mitigation task is added to a request or disclosure after it was already fully Approved and the request is Resubmitted:

Click here for more information on Cleared with Conditions and Approved with Condition status types.