Create Task and Notify When Control Changes to "Not Ready"

Objective

Automatically alert stakeholders and create an actionable task whenever a control's readiness changes to "Not Ready". This workflow ensures that regressions in control readiness are immediately surfaced and assigned for follow-up—supporting continuous compliance and timely remediation.

Prerequisites

Before configuring this workflow, ensure:

  • You have Admin or Workspace Manager permissions.
  • You know who should respond when a control becomes not ready (e.g., Control Owner, Admin, Security Team).
  • Notification channels are available:
    • Email (always available)
    • Slack message (Slack integration required)
    • Microsoft Teams message (Teams integration required)

Workflow Overview

This workflow runs when:

  • Object Type: Control
  • Scope: All controls
  • Trigger Event: Control readiness changed to "Not Ready"
  • Actions:
    • Create a task for the appropriate owner
    • Send a notification (Email, Slack, or Teams)

Step-by-Step Configuration

1. Create the Workflow

  1. Navigate to Settings → Workflows .
  2. Select Create Workflow .
  3. Configure:
    • Name: Create task and notify when control "not ready"
    • Object Type: Control

Create Workflow

2. Define the Workflow Scope

  1. Set the scope to All controls .
  2. Select Continue .

Start

3. Select the Trigger

  1. Choose Control readiness changed to "Not ready" as the trigger.
  2. This event fires whenever a control's readiness status drops from Ready → Not Ready.

Trigger

4. Add Steps

Create Task

  1. Add a Create task step.
  2. Configure the task:
    • Title: Control marked as not ready: {{control_name}}
    • Description:
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    The control "{{control_name}}" has changed to a Not Ready state.

Please review this control, identify the underlying issues, and take corrective action.
    • Assign to:
    • Control Owner , or
    • Specific role (e.g., Admin, Security Team)
    • Due Date: Set an appropriate follow-up timeframe (e.g., 5 days from task creation)

Create Task

Send Notification (Email Example)

  1. Add a Send notification step.
  2. Select method:
    • Email
    • Slack message
    • Microsoft Teams message
  3. For this example, configure Email .
  4. Choose recipient(s), such as:
    • Control Owner
    • Admin
    • Compliance Team
  5. Use dynamic variables such as:
    • {{control_name}}
    • {{control_readiness}}
    • {{date_changed}}
    • {{updated_by}}

Example Email Subject: Control moved to Not Ready: {{control_name}}

Example Email Body:

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Hello,

The control "{{control_name}}" has changed to a "Not Ready" state.

Date Changed: {{date_changed}}
Updated By: {{updated_by}}

A task has been created for follow-up. Please review and take appropriate action.

Thank you,
Compliance Team

Send Email

5. Review and Publish

  1. Confirm the workflow configuration:
    • Scope: All controls
    • Trigger: Control readiness changed to Not Ready
    • Steps: Create task and Send notification
  2. Select Publish to activate the workflow.
  3. Or save as Draft to review with stakeholders.

Validation & Testing

To ensure proper operation:

  1. Select a test control and manually update it to "Not Ready."
  2. Go to Settings → Workflows → Run History to verify the workflow executed.
  3. Confirm:
    • A task was created and assigned correctly.
    • The notification was successfully delivered.
  4. Adjust message content or recipients as needed.