Create Task for Control Approvers to Review Newly Linked Evidence

Objective

Automatically create a task for control approvers whenever new evidence is linked to a control. This workflow ensures approvers are immediately aware of new documentation impacting their controls, enabling timely review, approval, or follow-up actions to maintain compliance and audit readiness.

Prerequisites

Before creating this workflow, ensure:

  • You have Admin or Workspace Manager permissions.
  • Your organization uses control approvals and has designated approvers.
  • Notification and task assignment roles are set up correctly:
    • Email (always available)
    • Slack message (Slack integration required)
    • Microsoft Teams message (Teams integration required)

Workflow Overview

This workflow executes when:

  • Object Type: Evidence
  • Scope: Selected evidence or all manual evidence
  • Trigger Event: Evidence linked to a control
  • Actions:
    • Create a task assigned to control approvers
    • (Optional) Notify additional recipients

Step-by-Step Configuration

1. Create the Workflow

  1. Navigate to Settings → Workflows .
  2. Select Create Workflow .
  3. Configure:
    • Name: Create task for control approvers to review newly linked evidence
    • Object Type: Evidence

Create Workflow

2. Define the Workflow Scope

  1. Under Start , choose one of:
    • All manual evidence
    • Source of evidence
    • Framework evidence
    • Selected evidence
  2. Select Continue .

Start

3. Select the Trigger

  1. Choose Evidence linked to a control as the trigger.
  2. This fires whenever evidence becomes associated with a control.

Trigger

4. Add Steps

Create Task

  1. Add a Create task step.
  2. Configure the task details:
    • Title: Review newly linked evidence for {{evidence_linked_control_name}}
    • Description:
    Copy
    Copied
    New evidence {{evidence_name}} has been linked to control {{evidence_linked_control_name}}.

Please review the attached evidence and confirm accuracy, completeness, and relevance.
    • Assigned To:
      • Control Approvers (recommended)
      • Or a specific user/role (Admin, Compliance Team)
    • Due Date: Set a reasonable follow-up window (e.g., 3–5 days from task creation)

Create Task

5. Review and Publish

  1. Review:
    • Scope
    • Trigger
    • Task configuration
    • Optional notifications
  2. Select Publish to activate the workflow.
  3. Or save as Draft if additional stakeholder review is required.

Validation & Testing

To verify correct operation:

  1. Choose a test evidence item and link it to a control.
  2. Navigate to Settings → Workflows → Run History to confirm the workflow executed.
  3. Check that:
    • A task was created and assigned to control approvers .
    • Any configured notifications were sent successfully.
  4. Adjust task details, assignment, or messaging as needed.