Creating and managing tasks

This article covers the task record: creating one, choosing its type, assigning owners and contributors, setting a deadline, and linking it to the assets and controls it belongs to. For doing the work itself, see Handling and completing tasks.

Adding new tasks

A task needs a name, a type, and ideally a due date; the type decides how it behaves later.

Creating a task

1. Go to the Tasks page via the main menu
2. Click "Add task" in the top right of the overview
3. The creation form opens where you can fill in task information

Filling in task information

Only the name and type are required; everything else can be filled in later.

Required fields:

• Name - Choose a clear, descriptive name for the work
• For example: "Perform a management review" or "Test backup procedure"
• Task Type - Select Execution or Assessment

Optional but recommended fields:

• Assign owner - Assign responsible person
• Description - Detailed context and instructions

Selecting task type

Choosing the right type helps with workflow and assignment:

Execution - For implementation work:

• Execute technical configurations
• Implement procedures
• Provide training
• Install systems
• Example: "Configure new firewall rules"

Assessment - For evaluation work:

• Assess effectiveness
• Conduct audits
• Hold reviews
• Check compliance
• Example: "Assess effectiveness of access controls"

When to choose which type:

• Execution - If you need to build, install, or implement something
• Assessment - If you need to check, assess, or evaluate something

Saving the task

1. Check all entered information
2. Click "Create" to create the task
3. The new task appears in your overview with "Open" status

Editing task details

Open a task from the overview to change its fields.

Opening task details

1. Click on a task name in the overview
2. The details panel opens on the right side
3. Select the "Details" tab for editable fields

Editable information

Once created, a task's description, due date, and period can all still be changed.

Adjusting basic data:

• Description - Detailed instructions and context
• Due Date - Set deadline for completion
• Period - Time period in which task is relevant

Expanding instructions:

• Step-by-step explanation - What exactly needs to happen?
• Expected result - What is the end result?
• Required resources - What tools or access are needed?
• Acceptance criteria - When is the task completed?

Automatic updates:

• Changes are saved immediately
• Feed tab shows historical changes
• Notifications to involved persons

Owners and responsibilities

A task has one owner who is accountable for it, plus any number of contributors who help.

Assigning owners

The owner is the person accountable for the task getting done.

Primary ownership:

1. Click in "Owners" section on the right side
2. Type username and select from dropdown
3. Multiple owners possible for shared responsibility

Owner responsibilities:

• Task planning and resource allocation
• Progress monitoring and quality control
• Final approval of task completion
• Escalation for problems or delays

Adding contributors

Contributors are the people who actually do the work and get notified automatically.

Involving executors:

1. Click "Assign" link
2. Select team members working on execution
3. Contributors receive automatic notifications

Contributor roles:

• Practical execution of work
• Evidence collection and documentation
• Progress updates via comments
• Collaboration with other stakeholders

Deadlines and planning

The due date is what drives overdue reporting, so a task without one never counts as late.

Setting Due Date

Pick a due date that reflects how long the work realistically takes, not the earliest date that looks reasonable.

Determining deadline:

1. Click "Due Date" field in Details tab
2. Select realistic date from calendar
3. Consider complexity and available resources

Deadline guidelines per type:

• Execution tasks: Depending on implementation complexity (days to weeks)
• Assessment tasks: Often linked to audit cycles (months)
• Periodic tasks: Automatically set by Plans
• Ad-hoc tasks: Based on urgency and priority

Period management

The period groups a task into a reporting window, and Plans set it automatically for tasks they generate.

Setting time period:

• Year 2025 - Default for ongoing tasks
• Periodic tasks: Automatically set by Plans based on Plan frequency

Managing task links

Linking a task to assets and controls is what makes it count towards their compliance status.

Linking assets

Linking an asset records what the task actually affects, and rolls the task into that asset's status.

Why link assets:

• Clarify which business assets are involved
• Define impact scope of the work
• Set priorities based on asset criticality

Selecting assets:

1. View linked assets in task details
2. Assets are often automatically linked via Plans
3. Manual adjustments and linking multiple assets possible if needed

Linking controls

Link the control the task actually validates, not every control the underlying work vaguely touches.

Why link controls:

• Clarify which controls the task contributes to
• Task is included in status and progress indicators at control level
• Tracking control status is required for various standards including ISO 27001

Selecting controls:

1. View linked controls in task details
2. Controls are often automatically linked via Plans
3. Manual adjustments and linking multiple controls possible if needed

Linked assessments

What are Linked assessments?

• Only available for Execution tasks
• Shows Assessment tasks with same scope (controls, assets and period)
• Cross-referencing shows relationship between work

Viewing related tasks:

1. Click on a task name in the overview
2. The details panel opens on the right side
3. Select the "Linked assessments" tab for assessment tasks

How to use this information:

• Understand workflow - How tasks build on each other
• Map dependencies - Which tasks must be completed first in a workflow
• Total overview - Overview of all related activities

Linked executions

What are Linked executions?

• Only available for Assessment tasks
• Shows Execution tasks with same scope (controls, assets and period)
• Cross-referencing shows relationship between work

Viewing related tasks:

1. Click on a task name in the overview
2. The details panel opens on the right side
3. Select the "Linked executions" tab for execution tasks

How to use this information:

• Assess all execution tasks - as part of the Assessment task
• Direct link to execution tasks - for review, reopening and other actions resulting from the Assessment
• Total overview - Overview of all related activities and dependencies

Task lifecycle management

Tasks are either created by hand or generated by a plan, and both follow the same Open-to-Closed path.

Status monitoring

A task stays Open while work is genuinely in progress, and moves to Closed only once it's actually done.

Keep Open status when:

• Work still in progress
• Waiting for evidence or approval
• Dependencies not yet completed

Move to Closed status when:

• All work completed
• Evidence collected and validated
• Owner has approved completion

Automatic task generation

Most tasks are not created by hand: a Plan generates them on a fixed schedule with pre-written instructions.

Plans generate tasks:

• Regular cycles - Monthly, quarterly, annually
• Consistent execution - Guaranteed compliance activities
• Template-based - Predefined instructions and criteria

Manual tasks vs Automatic:

• Manual tasks - One-time or ad-hoc work
• Automatic tasks - Periodic compliance activities
• Hybrid approach - Combination for complete coverage

Task templates and standardisation

Writing tasks to a consistent shape makes them easier to pick up and easier to audit.

Consistent task creation

A reusable template per task type keeps instructions consistent across every cycle.

Execution template:

Name: [Action] - [Goal/Component]
Description:
- Goal: [What do you want to achieve]
- Steps: [Concrete execution steps]
- Required resources: [Tools, access, time]
- Expected result: [End state]
- Acceptance criteria: [When is it ready]

Assessment template:

Name: [Assessment] - [Subject]
Description:
- Scope: [What is being assessed]
- Method: [How will you assess it]
- Criteria: [What do you assess on]
- Evidence: [What evidence do you collect]
- Reporting: [How do you document findings]

Quality control

Before assigning a task, check it against this list.

Review checklist:

• ☐ Task name is specific and actionable
• ☐ Correct type selected (Execution/Assessment)
• ☐ Owner has capacity and expertise
• ☐ Deadline is realistic and justified
• ☐ Description contains sufficient instructions
• ☐ Expected result is clearly defined

Best practices for task management

Tasks stay manageable when they are scoped small, owned clearly, and reviewed before they go overdue.

Effective planning

A task is easiest to complete when it covers one clear action with a realistic scope and deadline.

Task scoping:

• Atomic tasks - One clear action per task
• Realistic scope - Not too large or complex
• Measurable outcomes - Clear definition of "done"
• Time-boxed - Reasonable deadline with buffer

Team coordination

Regular check-ins and @mentions keep collaborators aligned without anyone having to chase updates.

Promoting collaboration:

• Regular check-ins - Weekly status updates
• Clear communication - Use @mentions for urgent matters
• Share evidence - Upload proof directly upon completion
• Knowledge transfer - Document lessons learned

Workflow optimisation

Grouping similar tasks and automating the repetitive ones is where most of the time savings are.

Improving efficiency:

• Group similar tasks - Group similar work
• Automate where possible - Use Plans for repetitive tasks
• Reuse descriptions - Standardise common instructions
• Continuous improvement - Evaluate and optimise processes

Next steps

Now that you can create and manage tasks:

• Plan your work systematically with realistic deadlines
• Monitor progress via dashboard and notifications
• Collaborate effectively via conversation features
• Document results for audit and compliance