Notify Control Owners When Evidence Renewals Are Approaching

Objective

Automatically alert control owners when evidence linked to their controls is approaching its upcoming renewal date. This workflow ensures proactive evidence management, reduces the likelihood of expired documentation, and helps maintain audit readiness.

Prerequisites

Before configuring this workflow, ensure you have:

• Admin or Workspace Manager permissions.
• Identified which evidence items require renewal reminders.
• Verified available notification channels:
  • Email (always available)
  • Slack message (Slack integration required)
  • Microsoft Teams message (Teams integration required)

Workflow Overview

This workflow notifies control owners when:

• Object Type: Evidence
• Scope: All manual evidence
• Trigger Event: Upcoming renewal
• Trigger Condition: Number of days before the renewal date (user-defined)
• Action: Send 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: Notify control owners when evidence renewals are approaching
   • Object Type: Evidence

2. Define the Workflow Scope

1. Under the Start step, select All manual evidence .
2. Click Continue .

3. Select the Trigger

1. Choose Upcoming renewal as the evidence trigger.
2. Enter the number of days before the renewal date you want the workflow to notify (e.g., 30 days).

4. Add Steps

Send Notification (Email Example)

1. Add a Send notification step.
2. Choose your delivery method:
   • Email
   • Slack message
   • Microsoft Teams message
3. For this example, configure Email .
4. Set Control Owners as recipients.
5. Use dynamic variables such as:
   • {{evidence_name}}
   • {{evidence_owner_name}}
   • {{evidence_renewal_date}}
   • {{evidence_linked_control_name}}

Example Email Subject: Upcoming evidence renewal: {{evidence_name}}

Example Email Body:

Hello,

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

Please review and renew this evidence to maintain compliance and control readiness.

Thank you,
Compliance Team

5. Review and Publish

1. Review the workflow details:
   • Scope: All manual evidence
   • Trigger: Upcoming renewal
   • Action: Notify control owners
2. Select Publish to activate the workflow.
3. Or save as Draft if further review is needed.

Validation & Testing

To validate workflow behavior:

1. Identify or create a test evidence item with an upcoming renewal date.
2. Link it to a control.
3. Adjust the renewal date or trigger window to force activation.
4. Navigate to Settings → Workflows → Run History to verify execution.
5. Confirm the notification was received by the intended recipients.
6. Adjust wording or timing as needed.