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Automated Task System Assignment

Automated tasks are a subsystem in AuditBLOOM that automatically creates tasks when violations are detected during an audit. This system helps respond promptly to problems by automating the process of creating tasks to resolve them.

After the audit is completed on an audit object, the Automated Task subsystem performs the following steps:

  1. Audit Results Analysis: The system checks if any violations were detected.
  2. Automated Task Settings Check: The system determines if there are active automated tasks configured for the audit object and audit template.
  3. Task Creation: If the automated task settings contain relevant violations, the system automatically creates tasks based on the pre-configured template.

Automated Task Settings​

When creating an automated task, the following parameters are set:

  • Name: The name of the automated task for identification.
  • Inactive: A checkbox indicating whether the automated task is active. If checked, the task will be inactive.
  • Audit Template: Select the published audit template for which the automated task will apply.
  • Audit Objects: Specific audit objects on which the automated task will apply.
  • All Audit Objects: A checkbox that indicates the automated task will apply to all audit objects.
  • Allocated Hours for Completion: The number of hours within which the task should be completed (default is 24 hours). This impacts the task deadline, starting from the moment it is created.
  • Priority: The priority set for the created tasks (Low, Medium, High).
  • Avoid Duplicates: Option "Create task only if there are no unresolved violations on the object". This prevents task duplication in case of frequent audits and long deadlines.
  • Assigned To:
    • Assigned Users: List of users to whom the created tasks will be assigned.
    • Assigned Groups: List of user groups to whom the created tasks will be assigned.
  • Task Author:
    • User: Select a user as the author of the created task.
    • User Group: Select a user group as the author of the created task.
    • Auditor as Task Author: A checkbox indicating that the auditor who conducted the audit will be the task author.
  • Observers:
    • Observer Users: Users who will observe the created tasks.
    • Observer Groups: User groups who will observe the created tasks.
  • Description: A textual description of the automated task.

Checklist Items​

On the right side of the form, the checklist items of the selected audit template are displayed. You can use checkboxes to include or exclude any checklist items. The automated task will create tasks only for selected items if violations are detected for them.

Access to View and Create Automated Tasks:​

Requirements:

One of the roles:

  • Administrator
  • Automated Task Management

Workspace Type:

  • Full workspace

Notes and Tips​

Notes and Tips
  • Process Optimization: Using automated tasks helps automate the response process to detected violations, improving team efficiency.
  • Avoiding Duplicates: Use the option "Create task only if there are no unresolved violations on the object" to prevent duplicate task creation.
  • Relevance of Settings: Regularly check and update the automated task settings to ensure they align with current audit templates and organizational requirements.
  • Selecting Audit Objects: If the automated task should apply to all audit objects, check "All Audit Objects". Otherwise, select specific objects.
  • Clearly Define Responsible Users: Assign specific users or groups to ensure timely task completion.

Frequently Asked Questions (FAQ)​

Question: What are automated tasks in the AuditBLOOM system?

Answer: Automated tasks are a subsystem that automatically creates tasks when violations are detected during an audit, based on configured rules and templates.

Question: How does the system determine when to create an automated task?

Answer: After the audit is completed, the system checks for violation questions and active automated tasks configured for the corresponding audit template and audit object. If the conditions are met, the system creates tasks.

Question: Can I configure automated tasks for all audit objects?

Answer: Yes, by checking the "All Audit Objects" checkbox, the automated task will apply to all audit objects.

Question: How can I avoid creating duplicate tasks in case of frequent audits?

Answer: Use the option "Create task only if there are no unresolved violations on the object". This prevents the creation of a new task if the previous one has not been completed yet.

Question: Who can configure automated tasks?

Answer: Automated tasks can be configured by users with the roles "Administrator" or "Automated Task Management".

Question: Can tasks be created on behalf of the auditor?

Answer: Yes, by checking the "Auditor as Task Author" box, the auditor who conducted the audit will be the author of the created tasks.