Notify Reminder to the Control Owner on Evidence Past Due

Objective

Automatically notify the control owner when linked evidence is past its renewal date. This workflow ensures control owners are aware of overdue evidence and can take corrective action quickly, reducing audit risk and maintaining control readiness.

Prerequisites

Before setting up this workflow, ensure:

• You have Admin or Workspace Manager permissions.
• You know which controls and evidence types should be monitored.
• Your notification channels are available:
  • Email (always available)
  • Slack message (Slack integration required)
  • Microsoft Teams message (Teams integration required)

Workflow Overview

This workflow executes when:

• Object Type: Evidence
• Scope: All manual evidence
• Trigger Event: Renewal past due
• Actions:
  • Notify control owners of overdue evidence

Step-by-Step Configuration

1. Create the Workflow

1. Navigate to Settings → Workflows .
2. Select Create Workflow .
3. Configure:
   • Name: Notify reminder to the control owner on evidence past due
   • Object Type: Evidence

2. Define the Workflow Scope

1. In the Start step, choose All manual evidence .
2. Select Continue to proceed.

3. Select the Trigger

1. Choose Renewal past due as the trigger.
2. This trigger fires when the evidence's renewal date has passed without replacement or update.

4. Add Steps

Send Notification (Email Example)

1. Add a Send notification step.
2. Select your notification method:
   • Email
   • Slack message
   • Microsoft Teams message
3. For this example, configure Email .
4. Set Control Owner as the recipient.
5. Compose your message using dynamic evidence variables such as:
   • {{evidence_name}}
   • {{evidence_owner_name}}
   • {{evidence_renewal_date}}
   • {{evidence_linked_control_name}}

Example Email Subject: Evidence renewal past due: {{evidence_name}}

Example Email Body:

Hello,

The evidence item "{{evidence_name}}" linked to control "{{evidence_linked_control_name}}" is past its renewal date ({{evidence_renewal_date}}).

Please review this item and update it as soon as possible to maintain control readiness.

Thank you,
Compliance Team

5. Review and Publish

1. Review the workflow configuration:
   • Scope: All manual evidence
   • Trigger: Renewal past due
   • Notification recipients: Control owners
2. Select Publish to activate the workflow.
3. Save as Draft if additional internal review is required.

Validation & Testing

To ensure the workflow is functioning correctly:

1. Locate or create a test evidence item with a renewal date in the past.
2. Link it to a control.
3. Confirm workflow execution under Settings → Workflows → Run History .
4. Validate the control owner received the notification.
5. Adjust messaging or recipients as needed.