Overview

The new To-Dos lay the groundwork for accomplishing manual steps in the Automations feature. Users can assign To-Dos to another as well as receive and work on their own assigned To-Dos at one central point in their inbox. To-Dos are available for all workspaces per default.

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Information

A new panel “My Surveys” has to be added to all respective existing Dashboards to see all running and incoming surveys.

How do the new To-Dos work?

To-Dos are created either manually (like Action Item and Answer) or automatically (like Import and Link in SaaS Discovery). If they are created manually, the creator (and creation date) is visible in the expanded view of each To-Do. Most To-Dos rely on a “base Fact Sheet” they are referring to. To-Dos appear in the inboxes of all assignees set in the creation process. Additionally, all To-Dos referring to a certain Fact Sheet are shown in the To-Do tab of a single Fact Sheet and are visible and actionable there for everyone in the workspace - also for non-assignees. Using the Select assignees button, users can add or remove users from the list of assignees and, therefore, also forward To-Dos. Using the Claim button, users and assignees can set a To-Do into progress and thereby mark the intention to complete it. Closing operations on To-Dos are:

• Mark as Complete (on Action Items)
• Reply and Close (on Answers)
• Link (on Links)
• Create and Link (on Imports)
• Reject (on Imports and Links)

Once a To-Do is closed and the page is refreshed, it disappears from the inbox as well as from the tab.

To-Do types

Action Item To-Dos

An Action item is the most generic form of a To-Do. It can be created manually on any single Fact Sheet. There are generally two ways to create Action items.

1. Navigate to the Fact Sheet that requires an Action item.

2. Either click on
   a)More Actions > Add Action Item or
   b)Navigate to the To-Do tab of the Fact Sheet and click the button Add Action Item

3. Insert To-Do name and optionally a description, assignees (dedicated users, multiple possible), and a due date (if none is chosen, the default is seven days)

4. Click Add to create the To-Do, have it assigned, and appear in the inboxes of the assignees to take over.

5. To forward an action item or generally change the assignees, navigate to the list entry either in the inbox or the tab and click to expand, click on Select assignees and add or remove users from the list and save.

6. To accomplish an action item, navigate to the list entry either in the inbox or the tab and click to expand. Click Mark as Complete to close the To-Do.

Answer and post a question

You can now differentiate between posting a simple, informative comment in the comment tab and delicately asking a question, e.g., informing the Fact Sheet subscribers of it. There are generally two ways to create Answer To-Dos.

1. Navigate to the Fact Sheet where you want to post a question.

2. Either click on
   a) More Actions > Ask Question or
   b) Navigate to the To-Do tab of the FS and click the button Ask Question

3. Insert the To-Do name (the question you want to be answered) and, optionally, a description. The Answer To-Do is assigned to the Fact Sheet subscriptions (Accountable and Responsible), which you can change in the dialog, with a configurable due date of seven days per default.

4. Click Add to submit the question. Answer To-Dos will then be assigned and appear in the inboxes of the chosen assignees to take over. Questions (and the Answers) will also be logged as a comment on the Comment tab for tracking.

5. To accomplish an answer, navigate to the list entry either in the inbox or the tab and click to expand. Insert your answer and click Reply and Close to close the To-Do and post the answer to the thread in the comments.

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Information

To-Do descriptions respect line breaks and also, like Fact Sheet text fields, support clickable URLs inserted by directly using HTTP-links or Markdown format see example.

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Information

If To-Dos do not directly appear in the tab or the list of To-Dos simply refresh the page.

Approval To-Dos

An Approval To-Do allows users to either approve or reject a To-Do item assigned to them. These approval or rejection decisions can be preset to automatically complete particular actions in the Fact Sheets, thereby facilitating administrators to enforce and track governance workflows.

An Approval To-Do is created through the Automation feature in the Admin settings. When the automation is triggered, defined Approval To-Dos are automatically created and assigned to relevant users, making it an efficient means of governance process.

Furthermore, users have the option to provide comments on their Approval To-Dos tasks, offering additional context and explanations for their decisions.

Creating Approval To-Dos

Admin users can create Approval To-Dos through the Automation feature in the Admin settings. Summarily it involves defining the trigger event for the Automation, setting the condition if necessary, and creating Approval To-Do as an action of the Automation.

To create an Approval To-Do, follow these steps:

1. In the workspace Administration area, navigate to the Automation section under Advanced Settings.

2. Select New Automation.

3. Configure the Trigger and, if needed, Conditions for the Automation.

   

4. To define the actions of the Automation:

   1. Click +Add Action and select Create To-Do: Approval from the drop-down menu.

   2. Fill in the necessary information regarding the assignee, Fact Sheet, and Fact Sheet subscription.

   3. Define action to be taken if the Approval To-Do is rejected and action to be taken if the Approval To-Do is approved. To define an action for Approval, you need to add one more action item by clicking on the +Add Action button.

      

5. Select Save and run Automation.

Based on the trigger and conditions of the Automation, an Approval To-Do will be created on a Fact Sheet with the relevant assignees.

Approving or Rejecting Approval To-Dos

An assignee can Approve or Reject an Approval To-Do based on the criteria set by the admin and the established processes in your organization.

When you approve an Approval To-Do, its status is marked as Closed, and under the Resolution column, it is shown as Accepted. When you need to reject an Approval To-Do, you are prompted to provide a reason for rejection. Once rejected, its status is marked as Closed, and under the Resolution column, it is shown as Rejected.

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Tip

Consider using Answer and Question To-Dos or the Comments tab for collaboration before approving or rejecting the Fact Sheet when further clarification or additional requirements are needed.

To-Dos on the Dashboard

Every user will find their To-Dos listed on the dashboard - if not, they can edit the dashboard to show the My To-Dos panel.

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Information

Users can find their survey invites in the respective dedicated My Surveys panel, which can easily be added using Edit Dashboard.

The panel always lists those six To-Dos that are due next. Clicking on either one of the To-Dos listed or on the Show more links opens the dedicated My To-Dos fullscreen view. Here, you can accomplish all your To-Dos at a central point.

On the new To-Do view, you will find two tabs, including 1) those new To-Dos assigned to you under Assigned to me and 2) those To-Dos that you created under Created by me, e.g., Action Items, Answers, Import and Link To-Dos, sorted by the due date.
The lists give you the following information about each To-Do:

• Icon + Title: The icon represents the To-Do type (incl. a tooltip on hover). The (unique) title describes the nature of the To-Do to accomplish.
• Fact Sheet: If a To-Do is based on another Fact Sheet (like Action Item and Answer), the base Fact Sheet is displayed in the Fact Sheet column, also clickable.
• Assignees: Lists all assigned users of the To-Do, if multiple, on hover.
• Claimed by: If applicable, the user who claimed a To-Do is shown here. It is empty as long as no assignee or other user has taken responsibility yet. A To-Do will also be shown in the inbox of a user when they have claimed it and were not assigned before.
• Due: Indicates the days until the To-Do is due. If overdue, it additionally tells how many days it is overdue already. The inbox and tab are sorted by the due date.
• Status: It can be either open, in progress, or closed.

Both views give you the opportunity to search the title and description of the To-Dos and filter and sort on the most important attributes such as creator, assignee, status, Fact Sheet type, etc.

Clicking on a single To-Do in the list expands it. Based on the type, more information, e.g., the description, creator, creation date, and actions to perform, are displayed as buttons - as described before on the tabs.

To-Dos on the single Fact Sheet

All To-Dos that are based on a Fact Sheet are shown in the new To-Do tab on the single Fact Sheet. The tab gives users all the abilities of the To-Do inbox, except that the base Fact Sheet column is not available. Users who are originally not assigned to a To-Do can nevertheless see and act on it here.

To-Dos that are due soon are also shown in the right-side panel. On click, the To-Do tab is opened, and the respective To-Do opens up in expanded mode.

To-Do notifications

There are two notification types available - but only using the revised notifications.
The first one is “You have been newly assigned to a To-Do”. This one sends out a notification whenever a user assigns another user to a To-Do - on creation or later on.
The second one is “A To-Do you are assigned to has reached the due date”. This one sends out a notification whenever a To-Do a user is assigned to reaches the due date and is not yet “closed”.

A To-Do notification contains the following content (when applicable):

• To-Do title (in the email header and prominently placed in the body)
• To-Do type
• To-Do creator
• To-Do base Fact Sheet (incl. link)
• Due date
• To-Do description
• Link to Collaboration tab Assigned to me with the explicit To-Do open

By default, both To-Do notifications are enabled and sent out instantly.
Users can adapt their settings in their notification settings. Per default, the options "Never," "Instant" and "Daily" are available. Admins can tailor those settings and defaults to their needs in the Notifications Center.

To-Do notifications are, like all notifications, available on all configured channels.