Monitoring and managing actions

Actions help to identify, assign, and monitor next steps in remediating issues associated with risks and controls. You can use action cards in Assessments to update, monitor, and manage actions.

Adding and viewing comments, attributes, and files for an action in Assessments

  1. From the Launchpad home page (www.diligentoneplatform.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

    Note

    Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

  2. From the Activities dashboard, select the Action card.
    In the Tasks tab, the action description clearly outlines the purpose, scope, or specific action needed, helping you understand the requirements within the assessment process.

    3. Note

    The task tab below the description displays all attributes. Only users with the owner role can update these attributes.

  3. Select a submission date for the action using the Submitted On dropdown menu.
  4. Use the Status dropdown menu to select the status to which you would like to set the request.

  5. The Comments tab displays a list of all previously added comments and their associated files. To add a new comment, select Add a comment, enter your text in the Comments (Required) text box, attach any relevant files, and then select Send to save your changes.

  6. To attach a file for the action, go to the Files tab, select Upload file. Choose the file you want to upload, add comments, and then select Send to save your changes.

Sending action notifications in Assessments

  1. From the Launchpad home page (www.diligentoneplatform.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

    Note

    Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

  2. From the Activities dashboard, select the Action card.
  3. To send a request notification immediately to the owner and anyone assigned to or CC'ed on the request, select Send notification.
  4. From the More options icon, select Manage notifications to set up recurring notifications and customize the information that appears in the notification email.
  5. Configure the following options, and then select Save:
    OptionDescription

    (Optional) Send recurring reminder

    Select this option to send recurring reminder emails for outstanding actions. The default frequency is set to weekly. Project Admins and Project Type Admins can configure the recurrence frequency. For more information about recurring reminders, see Sending recurring action reminders.

    Reminder emails start sending at 00:00 UTC. Weekly reminders are sent on Mondays, and monthly reminders are sent on the first day of the month.

    Reminder emails about actions and requests are sent prior to and after the due date until the items are closed, deleted, or assigned to another person. If the person assigned to the item is removed from the project or the project is archived, reminder emails are no longer sent.

    (Optional) Send reminder 28, 14, 7, 2, and 1 days prior to due date

    Select this option to email reminders to the owner and copied recipients at set intervals before the due date. The default schedule is 28, 14, 7, 2, and 1 day before the due date but may vary by project type.

    (Optional) Include issue title/headline and description

    Select this option to provide additional issue details to the action owner. When the action owner selects the link to the action in the email, the action page opens, displaying all relevant fields.

    Tip

    This provides the ability to share contextual information with those assigned an action, while maintaining control over confidential project information.

    (Optional) Include remediation plan and deadline

    Select this option to provide additional remediation details to the action owner. Once the action owner selects on the link to the action in the email, they can see the fields on the action page.

    Tip

    This provides the ability to share contextual information with those assigned an action, while maintaining control over confidential project information.

    (Optional) CC

    Add one or more people who will receive a notification. They will also be able to contribute to the action.

    Only Professional Managers, Professional Users, or users assigned a Contributor role can update this field.

    Note

    Anyone can be copied on an action. If the person does not have access to Diligent One, or has been assigned the Oversight Executive role on the project, they are sent an unauthenticated link to the action via email, allowing them access to respond to the action.

    Tip

    You can press enter, spacebar, comma, tab, or semi-colon to add an email to the CC list.

Completing an action in Assessments

  1. From the Launchpad home page (www.diligentoneplatform.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

    Note

    Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

  2. From the Activities dashboard, select the Action card.
  3. Select Complete.
  4. In the confirmation pop-up, define the date on which the action was completed, and select Confirm.

Deleting an action in Assessments

  1. From the Launchpad home page (www.diligentoneplatform.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

    Note

    Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

  2. From the Activities dashboard, select the Action card.
  3. Select Delete Action from the More options icon.
  4. Select Delete in the confirmation dialog box.
    The request is permanently deleted.
    5. Caution

    Deleting a request permanently removes it from the project. After a request is deleted, it is permanently removed and cannot be accessed or restored.