Enhanced Vendor Mitigation Task Workflow

We are thrilled to announce enhancements to the vendor mitigation task workflow. These updates enable more effective collaboration on the mitigation task, simplifying the process of addressing potential risk.

Use case

1. Previously, it was not possible to directly assign a mitigation task to a vendor during the evaluation of vendor questionnaires. This led to delays in gathering necessary information for compliance purposes, as vendors could not directly upload relevant documents or add comments to the mitigation task. The new update allows vendors to upload supporting documents directly to mitigation tasks assigned to them, streamlining the process of providing clarification or evidence of risk mitigation activities.

2. The mitigation task approval workflow has also been improved with enhanced notification functionality.

How does it work?

A) Creating a Mitigation Task

Step 1: Navigate to the 'Vendor Profile', in this case, Acme.

Step 2: Scroll down and click on the "Mitigation Task" tab.

Step 3: Click on "New Mitigation Task".

Step 4: Enter the name and description of the mitigation task.

Step 5: Click on the "Assignee" drop-down menu. Here, assign the task either directly to the vendor, Acme, or to someone within the internal Automation team.

Step 6: Select a due date for the task and Click on "Create Mitigation Task". This action will send a notification to the vendor.

B) Vendor Actions

Step 1: The vendor receives a notification about the assigned mitigation task. They can click on "View Task" to view its details in the vendor portal.

Step 2: The vendor can upload files by clicking on the plus button, add notes, and submit the document for review.

C) Reviewing a Task

Step 1: Receive a notification that the vendor has submitted the task for review.

Step 2: Click on "Review Task" to see the mitigation task and the document uploaded by the vendor.

Step 3: Decide whether to approve the task if satisfied with the provided artifact or request further revision. For this demonstration, request revision.

Step 4: Add a remark explaining why a revision is requested.

Step 5: Click "Save". The task status changes to "Needs Revision", and the vendor receives a notification.

Step 6: The vendor can view the task, look at the remarks, make the relevant changes, and submit it for review again.

Step 7: Receive a notification to review the task again.

Step 8: This time, approve the task. The vendor will receive a notification that the task has been approved.

D) Adding Comments

Step 1: Vendors can add comments to the task. For example, "Completed the task."

Step 2: This action triggers an email notification.

Step 3: Click on "View Comment" to see the new comment.

E) Audit Logs

Audit logs are created for every action performed on the mitigation task. These logs are visible to the vendor, ensuring complete transparency and accountability.

This feature aims to enhance collaboration with vendors, making the mitigation task process more efficient and transparent.

If you have any questions or issues, please reach out to your assigned Customer Success Manager. They'll be happy to assist you!

To view all the product updates, please click here.