Assigning to-dos

Assign to-dos to set up reminders, create review notes, and collaborate with others.

How it works

To-dos are a collaboration tool between teammates and reviewers. You can assign a to-do item to one Diligent One user in a project or framework.

When you assign a to-do, the to-do is added to your to-do list as well as the to-do list of the assignee. The person assigned the to-do is notified via email and is able to update the to-do and post a comment. If you assign the to-do to yourself, you do not receive an email.

If you post a comment on a to-do, the assignee is notified via email. Similarly, if the assignee posts a comment, you are notified via email.

Icons

To-dos are accompanied by the following icons:

Icon	Description	Where the icon displays
	to-dos that have an open status - the icon also displays the number of open to-dos	The To-dos side panel, which is accessible by clickingTo-dos in the right Utility Toolbar on: fieldwork pages the Planning tab the Results tab
	new or unread to-dos	Projects homepage (Priorities) Task Tracker
	overdue to-dos

Statuses

To-dos can have the following statuses:

Status	Description	What happens in Projects?
Open	displays when you create and assign a to-do	The person assigned the to-do is notified via email. The assignee can click on the link in the email to update the to-do or post a comment.
Clear	displays when you confirm that a to-do is complete and is ready to be closed	The to-do status is updated from Open to Clear. The person that owns the to-do receives an email to confirm that the to-do was cleared and that the to-do is ready to be closed.
Closed	displays when you close a to-do	The to-do status is updated from Clear to Closed. The assignee receives an email to confirm that the to-do was closed. The to-do is removed from the To-dos panel, but is retained in within the Project To-do Lists (accessible via the To-dos project management tab) and Task Tracker.

Creating in-line to-dos with Citation Mode

Audit reports often face a lot of scrutiny from different audiences. As you draft your final report, you typically need to collaborate with other team members to ensure the final message is conveyed with the appropriate tone, details, facts, and positioning.

To facilitate the review process, you can provide coaching notes to the original author of the report by creating in-line to-dos with Citation Mode.

For more information, see Citing evidence.

Example

Permissions

Professional Managers, Professional Users, and Oversight Executives can assign and manage to-dos across all projects and frameworks in the Diligent One instance.

Contributor Managers, Contributor Testers, and Contributor Users can create, update, or view to-dos in any place they have access to using the Contributor Dashboard. For example, if the user is a Control Owner, they can create a to-do on the control page.

Create and assign a to-do

Create a new to-do and assign the appropriate person to action on it.

1. Do one of the following:

   In a project

   1. Open the Projects app.

   2. Open a project.

   In a framework

   1. Open the Frameworks app.
   2. Open a framework.
2. Do one of the following:
   • Create a to-do in a project From a context-specific Fieldwork page, or from the Planning or Results tab:
     1. In the Utility Toolbar on the right, click To-dos.
     2. In the To-dos side panel, click + Add to-do.
   • Create a to-do in a framework From a context-specific Fieldwork page, or from the Planning tab: 
     1. In the Utility Toolbar on the right, click To-dos.
     2. In the To-dos side panel, click + Add to-do.
3. Enter details in the Create to-do form. 
4. Click Save.

   Result The to-do displays under the To-dos panel.

Maintain a to-do list

Manage to-dos within a single project or framework.

1. Do one of the following:

   In a project

   1. Open the Projects app.

   2. Open a project.

   In a framework

   1. Open the Frameworks app.
   2. Open a framework.
2. Click the To-dos project management tab.

   A list of to-dos displays.

3. Locate a to-do by doing any of the following:
   • Search or apply filters to restrict the list of to-dos.
   • Sort to-dos by clicking the column title.
4. Manage to-dos by doing any of the following:
   • View the page where the to-do was created click Go To.
   • Update the status of a to-do or post comments click Update beside the to-do.
   • Delete a to-do click Delete and OK.

     Result The to-do list is updated.

Manage all to-dos

Manage to-dos that have been assigned to you and by you across multiple projects and frameworks.

1. Open the Task Tracker app.

   The Task Tracker page displays with a list of open to-dos, assigned to you, and sorted by the most recent due date.

   The yellow clock represents overdue items. The red dot represents unread items.

2. Locate a to-do by doing any of the following:
   • Search or apply filters to restrict the list of to-dos.
   • Sort to-dos by clicking next to the column title.
3. Adjust the status of a to-do, view information in the table, or click the to-do description to update the to-do.
   Tip

   You can navigate to the project where the to-do was created or the source page where the to-do was created by clicking the link under the Project or Source column, respectively.

   Note

   To-do items can only be re-assigned to Diligent One users that have access to the project that contains the to-do.

   Result The to-dos are updated.