Tasks for Risk Assessment Application

User Guide: Tasks for Risk Assessment Application

Welcome to the Tasks Module of our Risk Assessment Application!
This module enables users to create tasks and assign them to other users based on their roles and responsibilities. It is designed to support effective tracking and execution of risk-related actions.

This guide will walk you through the key features, functionality, and capabilities of the Tasks Module in detail.

1. Overview of Tasks

In the risk assessment, tasks play a critical role in ensuring that identified risks are properly addressed and managed. Tasks are a cornerstone in risk assessment. They ensure that identified risks are addressed through structured action, responsible ownership, and timely execution—converting planning into measurable results.

The Tasks module in our application enables the creation and assignment of tasks to appropriate user roles. Tasks can be created manually from the Task screen and assigned to other roles as needed.

Tasks can be generated when the Risk Response is set to "Mitigate" from the Risk Mitigation section within the Risk Treatment menu. This ensures that mitigation actions are systematically tracked, assigned, and executed, supporting a structured and effective risk management process.

In addition, tasks can also be manually created for any Risk Response type, including:

• Transfer
• Avoid
• Review
• Accept

This flexibility allows users to assign and monitor appropriate follow-up actions for each selected risk within the Risk Treatment activities.

Tasks are assigned to specific user roles such Risk Administrator, Risk Manager, Risk Owner, Risk User and Risk viewer.

Each task includes key details:

• Description of the action
• Due date or timeline
• Priority or severity
• Associated risk or control
• Status (Open, In Progress, Assigned, Completed, Closed and Incomplete)
• Subject
• Comments

1. Accessing Task Module

The Tasks Module is accessible to all user roles, including:
Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User, and Risk Viewer.

To Access Task module, follow below steps

• Navigate to Main Menu
• Select Tasks Module

The Risk Viewer user has view-only access and cannot create, edit, or delete tasks. They can only view the tasks assigned to them.

1. Adding Tasks
2. Adding Tasks

• Go to Tasks module
• Click on Create Task button Icon
• Add or select the data in the below fields
• Status Type
  Options:
  • Open
  • In Progress
  • Assigned
  • Completed
  • Closed
  • Incomplete
• Assigned By
  • Auto-filled with the logged-in user's name
  • Roles can include:
    Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  • Depends on the user's role permissions:
    • Risk Administrator → Can assign to any role, including Risk Viewer
    • Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
    • Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Risk Administrator)
    • Risk Owner → Can assign to: Risk Owner, Risk User
    • Risk User → Cannot create tasks, but can edit existing ones
    • Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  Options:
  • Blocker
  • Critical
  • Major
  • Minor
  • Trivial
• Cost
  • A user-defined input field to enter task-related cost
• Created Date
  • Select the task creation date from the calendar/date picker
• Facility
  • Indicates the location where the risk assessment is being performed
• Source
  Options:
  • Assessment
  • Miscellaneous
• Due Date
  • Specifies the task deadline, which can be extended
• Recommendations
  • Selected from a predefined list
• Subject
  • A brief title or description of the task
• After filling out the fields, click the ‘Save’ button.
• Verify that the task appears in the Task Grid with the entered details.

1. Tasks can also be created from Risk Mitigation tab

• Navigate to Main Menu
• Select Risk Treatment screen
• Select Risk Mitigation tab
• Select Risk Assessment, Select Facility and Select Risk Template
• Select Fetch Data
• Go to ‘Convert to Task’ column
• Click on (+) Symbol to create the Task
• Add or select the data in the below fields
• Status Type
  Options:
  • Open
  • In Progress
  • Assigned
  • Completed
  • Closed
  • Incomplete
• Assigned By
  • Auto-filled with the logged-in user's name
  • Roles can include:
    Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  • Depends on the user's role permissions:
    • Risk Administrator → Can assign to any role, including Risk Viewer
    • Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
    • Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Risk Administrator)
    • Risk Owner → Can assign to: Risk Owner, Risk User
    • Risk User → Cannot create tasks, but can edit existing ones
    • Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  Options:
  • Blocker
  • Critical
  • Major
  • Minor
  • Trivial
• Cost
  • A user-defined input field to enter task-related cost
• Created Date
  • Select the task creation date from the calendar/date picker
• Facility
  • Indicates the location where the risk assessment is being performed
• Source
  Options:
  • Assessment
  • Miscellaneous
• Due Date
  • Specifies the task deadline, which can be extended
• Recommendations
  • Selected from a predefined list
• Subject
  • A brief title or description of the task
• After filling out the fields, click the ‘Save’ button.
• Verify that the task appears in the Task Grid with the entered details.

1. In addition to task creation for the "Mitigate" response, tasks can also be manually created for any Risk Response type, including:

• Transfer
• Avoid
• Review
• Accept

Tasks can be created directly from the Risk Treatment Activities section by clicking the "Create Task" link associated with the selected risk.

• Click on create the Task
• Add or select the data in the below fields
• Status Type
  Options:
  • Open
  • In Progress
  • Assigned
  • Completed
  • Closed
  • Incomplete
• Assigned By
  • Auto-filled with the logged-in user's name
  • Roles can include:
    Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  • Depends on the user's role permissions:
    • Risk Administrator → Can assign to any role, including Risk Viewer
    • Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
    • Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Risk Administrator)
    • Risk Owner → Can assign to: Risk Owner, Risk User
    • Risk User → Cannot create tasks, but can edit existing ones
    • Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  Options:
  • Blocker
  • Critical
  • Major
  • Minor
  • Trivial
• Cost
  • A user-defined input field to enter task-related cost
• Created Date
  • Select the task creation date from the calendar/date picker
• Facility
  • Indicates the location where the risk assessment is being performed
• Source
  Options:
  • Assessment
  • Miscellaneous
• Due Date
  • Specifies the task deadline, which can be extended
• Recommendations
  • Selected from a predefined list
• Subject
  • A brief title or description of the task
• After filling out the fields, click the ‘Save’ button.
• Verify that the task appears in the Task Grid with the entered details.

1. Tasks can also be accessed from the My Action menu.

Navigation Steps:

• Navigate to the Main Menu.
• Select the My Action menu.
• Click on the My Tasks tab.
• The screen displays all tasks listed under My Tasks (tasks assigned to or created by the user).
• To view all available tasks, switch the view by selecting the "All Tasks" option using the toggle.

1. Editing Tasks

Tasks can be edited using Tasks screen

• Go to Action Column
• Click on the Edit Symbol
• Open Edit tasks page and edit the below fields
• Status Type
  • Options: Open, In Progress, Assigned, Completed, Closed, Incomplete
• Assigned By
  • Auto-filled with the logged-in user's name
  • Can be one of the following roles:
    Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  • Based on role permissions:
    1. Risk Administrator → Can assign to any role, including Risk Viewer
    2. Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
    3. Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Administrator)
    4. Risk Owner → Can assign to: Risk Owner, Risk User
    5. Risk User → Cannot create tasks but can edit existing ones
    6. Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  • Options: Blocker, Critical, Major, Minor, Trivial
• Cost
  • User-defined input field
• Created Date
  • Shows the original task creation date
• Facility
  • Location where the risk assessment is being performed
• Source
  • Options: Assessment, Miscellaneous
• Due Date
  • Task’s completion deadline; can be extended if required
• Recommendations
  • Select from a predefined list of recommendations
• Last Updated
  • Displays the most recent update date for the task
• Subject
  • Brief title or description of the task
• Status Updates - Editing is commonly used to update the status of a task.
  • For example, when a task is marked as Completed, a notification may be triggered to inform the assigned user about required follow-up action.
• Maintaining Task Accuracy - Keeping task details updated ensures that risk-related actions are tracked and followed through. This plays a crucial role in effective risk management and mitigation.
• Saved edited tasks displayed in the grid

1. Deleting Tasks

Tasks can be deleted using Tasks screen

• Navigate to the Action column in the Tasks grid.
• Click on the Delete icon (trash bin symbol) next to the task you want to remove.
• A confirmation message will appear prompting you to confirm the deletion.
• Click ‘Yes’ to confirm.
• Verify that the deleted task no longer appears in the task grid.

1. Tasks Status Types

Following task statuses to help track progress and manage workflows efficiently:

1. Open
   • The task has been created but not yet started.
2. In Progress
   • Work on the task is currently underway.
3. Assigned
   • The task has been delegated to a user but is yet to begin.
4. Completed
   • The assigned user has finished the task.
5. Closed
   • The task has been reviewed and officially closed after completion.
6. Incomplete
   • The task was not finished as expected and may require rework or reassignment.

Users with the roles such as Risk Manager or Risk Assessor have extended control over task handling. They can perform the following actions:

1. Extend the Due Date - They can update or extend a task’s due date based on project needs or delays.
2. Change the Task Status
   These users can change a task’s status across all states, such as:
   • Open
   • In Progress
   • Assigned
   • Completed
   • Closed
   • Incomplete
3. Reopen Closed Tasks
   If a task was prematurely closed or needs rework, Risk Manager and Risk Assessor can reopen it for further action.
4. Update Recommendations upon Task Closure
   When closing a task, they can select and update the recommendations to reflect final outcomes or decisions.
5. Delete Tasks - they are authorized to delete tasks if needed, subject to organizational rules or workflows.

1. Language Options for Tasks module

To cater to diverse user needs, the tasks module supports multiple languages. You can select your preferred language from the dropdown menu located at the top of the screen. This ensures that your reports are accessible and understandable across global teams.

1. Tasks Events

The Events section provides a complete log of all actions performed on tasks, including creation, updates, and deletions.

• When a task is created, the Action Performed is displayed as ‘Create’.
• When a task is edited, it appears as ‘Updated’.
• When a task is deleted, it shows as ‘Delete’.

Available Functionality in the Task Events Screen

1. Column-Level Filters
   • Filters are available on columns such as:
     Task Number, Task Subject, Created Date, Assigned By, Assigned To, Cost, Status Type
   • When clicking the filter icon, the following filter options are available:
     • Starts With
     • Ends With
     • Contains
     • Equals
     • Empty
     • Does Not Start With
     • Does Not End With
     • Does Not Contain
     • Not Equal
     • Not Empty
     • Like
   • Applying any of these filters will narrow down the data displayed in the task events grid accordingly.
2. Search Functionality
   • A search bar is available to quickly find specific tasks.
   • Enter any text, and if it matches content in the events data, the results will be displayed.
3. Export to Excel
   • Users can download the task events data by exporting it to a pdf file for further analysis or record-keeping.
4. Show/Hide Columns
   • Use the Show/Hide Columns option to customize the grid view.
   • If certain columns are not selected, they will be hidden from the Events grid.
5. Tasks questionnaires
6. How to open Task module?

Task module can be accessed from the main menu

• Navigate to Main Menu
• Select Tasks Module

1. How to create Tasks from Tasks screen?

• Go to Task module
• Click on + icon to Create Task
• Add or select the data in the below fields
• Status Type
  Options:
  1. Open
  2. In Progress
  3. Assigned
  4. Completed
  5. Closed
  6. Incomplete
• Assigned By
  1. Auto-filled with the logged-in user's name
  2. Roles can include:
     Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  1. Depends on the user's role permissions:
     1. Risk Administrator → Can assign to any role, including Risk Viewer
     2. Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
     3. Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Risk Administrator)
     4. Risk Owner → Can assign to: Risk Owner, Risk User
     5. Risk User → Cannot create tasks, but can edit existing ones
     6. Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  Options:
  1. Blocker
  2. Critical
  3. Major
  4. Minor
  5. Trivial
• Cost
  1. A user-defined input field to enter task-related cost
• Created Date
  1. Select the task creation date from the calendar/date picker
• Facility
  1. Indicates the location where the risk assessment is being performed
• Source
  Options:
  1. Assessment
  2. Miscellaneous
• Due Date
  1. Specifies the task deadline, which can be extended
• Recommendations
  1. Selected from a predefined list
• Subject
  1. A brief title or description of the task
• After filling out the fields, click the ‘Save’ button.
• Verify that the task appears in the Task Grid with the entered details.

1. How to assign tasks for other user?

• Go to Tasks module
• Open the task which needs to assign other user
• Go to Assigned To field
• Select the user
• Click on Save
• Task is saved with selected user, the notification will be send to the assigned user.

1. How to edit tasks?

• Open the Tasks Module.
• Navigate to the Action column at the far right of the task grid.
• Click the Edit icon for the task you want to modify.
• The Edit Task screen will be displayed.
• You can update the following Editable fields:
• Status Type
  • Options: Open, In Progress, Assigned, Completed, Closed, Incomplete
• Assigned By
  • Auto-filled with the logged-in user's name
  • Can be one of the following roles:
    Risk Administrator, Risk Manager, Risk Assessor, Risk Owner, Risk User
• Assigned To
  • Based on role permissions:
    1. Risk Administrator → Can assign to any role, including Risk Viewer
    2. Risk Manager → Can assign to: Risk Manager, Risk Assessor, Risk Owner, Risk User, Risk Viewer (cannot assign to Risk Administrator)
    3. Risk Assessor → Can assign to: Risk Assessor, Risk Owner, Risk User (cannot assign to Risk Manager or Administrator)
    4. Risk Owner → Can assign to: Risk Owner, Risk User
    5. Risk User → Cannot create tasks but can edit existing ones
    6. Risk Viewer → Has view-only access to tasks assigned to them
• Preference
  • Options: Blocker, Critical, Major, Minor, Trivial
• Cost
  • User-defined input field
• Created Date
  • Shows the original task creation date
• Facility
  • Location where the risk assessment is being performed
• Source
  • Options: Assessment, Miscellaneous
• Due Date
  • Task’s completion deadline; can be extended if required
• Recommendations
  • Select from a predefined list of recommendations
• Last Updated
  • Displays the most recent update date for the task
• Subject
  • Brief title or description of the task
• Saved edited tasks displayed in the grid

1. Can we delete the Tasks?

Yes, tasks can be deleted if they are assigned to the user and based on their role permissions

Steps to delete task

• Open the Tasks Module from the Main Menu.
• Navigate to the Action column at the far right of the task table.
• Click the Delete icon corresponding to the task you want to remove.
• A confirmation popup will appear – select ‘Yes’ to confirm deletion.
• The selected task will be deleted.
• Alternatively, tasks can also be deleted from the Edit Task screen using the Delete button.

Role-Based Permissions for Task Deletion and Editing

• Can Delete Tasks:
  • Risk Administrator
  • Risk Manager
  • Risk Assessor
  • Risk Owner
• Can Edit but Not Delete Tasks:
  • Risk User
• View-Only Access (No Edit/Delete Permissions):
  • Risk Viewer

Additionally, Edit, Delete, and Extend Due Date options are available only to:
Risk Administrator, Risk Manager, Risk Assessor, and Risk Owner.

1. How to remind the tasks?

• Open the Tasks Module from the Main Menu.
• Open the specific Task you want to send a reminder for.
• Scroll to the bottom of the Task screen.
• Click on the Remind button.
• A reminder email will be sent to the assigned user's email ID.
• The reminder email notifies the user to take the necessary action on the task

1. Can we hide/seek tasks screen columns?

• Open the Task Screen.
• Go to the right side of the screen.
• Click on the See/Hide Columns button.
• From the list, check or uncheck columns to control which ones are displayed on the screen

1. How to Search data in task screen?

• Open the Task Screen.
• Navigate to the Search field at the top of the screen.
• Enter the desired keyword or data in the Search field.
• The Task grid will display results that match or partially match the entered data.

1. How to run the filter in the task screen?

• Open the Task Screen.
• Navigate to any of the following columns:
  • Task Number
  • Task Subject
  • Created Date
  • Assigned By
  • Assigned To
  • Cost
  • Status Type
• Click on the Filter icon available in the column header.
• A list of filter options will be displayed, including:
  • Starts With
  • Ends With
  • Contains
  • Equals
  • Empty
  • Does Not Start With
  • Does Not End With
  • Does Not Contain
  • Not Equal
  • Not Empty
  • Like
  • Select a filter type and enter the desired text or value.

The Task Grid will automatically filter and display matching results based on the selected criteria.

1. How to notify the user for the task?

• Open the Task Screen.
• Select the task you want to update.
• Click on the Notify User option.
• Select the email ID(s) of the users you wish to notify.
• Click Save to confirm and save the selected Notify Users.
• Whenever there is a status update, the selected users will be notified via email.

This ensures key stakeholders are kept informed of task progress or changes.

1. What will happen if close the tasks status?

• Open the Task Screen.
• Select the task you want to update.
• Open the task in Edit Mode.
• Change the Status to Close.
• Verify that once the status is changed to Close, a Task Update email notification is sent to the assigned user.

Email Notification Includes the Following Task Details:

• Task Number
• Assigned To
• Created On
• Due Date
• Priority
• Status
• Created By
• Source
• Description

Comments Section Verification:

• If any comments were added, the email also includes:
  • Comment content
  • Created By (user who added the comment)
  • Created Date

This ensures the assigned user receives a complete update with all relevant task details and history.

1. What will happen if close more than 2 to 3 tasks immediately?

To ensure visibility into unusually rapid task completions, the system is designed to detect and notify potential anomalies in task updates.

Trigger Condition:

An anomalous email will be automatically generated and sent to the Risk Administrator when:

• 2 or more tasks are marked as Closed or Completed
• And these status changes occur within a 2–3 minute window

Purpose - This mechanism helps identify potentially rushed or bulk task closures that may require verification, thereby supporting the integrity and accountability of the risk management process.

Email Notification Details:

• Subject Line:
  "Review Required: Tasks Marked as Closed and Completed"
• Email Body Includes:
  A grid titled Task Overview – [Assessment Name], displaying the following columns:
  • Task Number
  • Subject
  • Assigned By
  • Created Date
  • Due Date
  • Last Updated
  • Status
  • Updated By
• Ensure that all tasks marked as Closed or Completed are listed in the same grid within the email.

1. What is Task History?

Task History is a chronological log of all actions, updates, and changes made to a task throughout its lifecycle. It provides a transparent, auditable trail that helps users understand:

• Who performed an action (e.g., status update, reassignment)
• What was changed (e.g., from "In Progress" to "Completed")
• When the change occurred (with exact timestamps)
• Comments or Notes added during updates (if applicable)

Purpose of Task History

• Audit Trail – Maintains accountability by recording every change.
• Progress Tracking – Shows how a task moved through different stages.
• Collaboration – Keeps team members aligned on the task's current status and past activity.
• Issue Investigation – Helps identify delays, bottlenecks, or unauthorized edits.