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 HighBond 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.

Note

To maintain the integrity of the audit trail, you cannot delete a comment.

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 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

Creating a review note

Scenario

Your colleague has assigned you to review the results of an audit procedure. As you are reviewing, you recognize that the results documentation is not as comprehensive as it could be. You want to create a review note for your colleague so that they can follow-up and provide additional information.

Process

From the Execute Procedure page, you click Add in the To-dos side panel. You provide the following information in the review note:

  • Description Please provide the analytics data associated with this audit procedure.
  • Assigned to your colleague
  • Due date expected completion date

Result

The to-do is created and is automatically assigned the Open status. The person assigned the to-do is notified by email, and is able to update the to-do and post a comment.

Permissions

Professional Managers, Professional Users, and Oversight Executives can assign and manage to-dos across all projects and frameworks in the HighBond 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, 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, 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 HighBond users that have access to the project that contains the to-do.

    Result The to-dos are updated.