Risk Manager record scheduling

You can create, manage, and automate scheduled record deliveries for Risk Manager objects, such as risks, controls, processes, and objectives. These schedules can run on a recurring basis, with options to update, pause, resume, or delete schedules as needed. Use record scheduling to trigger schedules for specific records, apply filters, and assign scheduling tasks to multiple users. A schedule is triggered based on the time zone configured in your organization. When a schedule is set, it begins immediately if scheduled for the current day, or at 12:00 AM on the specified day. A schedule can be in one of the following stages:

• Active: The schedule is currently running.

• Paused: The schedule is temporarily paused.

• Scheduled: The schedule is set to run in the future.

• Stopped: The schedule is completed.

• Canceled: The schedule is canceled and can no longer be resumed, updated, or deleted.

• Blocked: The schedule is either incorrectly configured or an error occurred during execution.

Adding a schedule

Here is how you can add a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, select Add Schedule.

4. In the Add schedule pane enter a name for the schedule.

5. Select the Object Type. The available object types are risk, control, process, and objective.

6. Select the Record Type. The records associated with the selected object type are displayed. For example, if you have selected the object type as risk, the displayed record types are risk assessment and risk mitigation.

7. (Optional) In the Filter by section, specify the field, field value, and related organizational unit using which the records should be filtered. You can select multiple fields, field values, and organizational units. Select Apply.

8. Specify a schedule frequency:

   1. Select how often the schedule should repeat. The available options are:

      • Monthly

      • Quarterly

      • Half-yearly

      • Annually

      • You can also customize the repetition frequency starting from 1 month. Use the plus (+) or minus (-) buttons to adjust the number of months.

   2. Use the date picker to specify a start date.

   3. Specify when the schedule should end. The available options are:

      • Never ends

      • Use the date picker to set an end date

      • Stop after a specified number of occurrences

9. Use the Assignee field to search and assign the schedule to multiple people. Alternatively, you can check the Assign to object owners checkbox to automatically assign the schedule to object owners. Assignees receive an email notification with a complete list of all assigned records, when a schedule is triggered. Notifications are triggered for each assessment based on the scheduling configuration.

10. Select Add schedule. You can view the schedule in the schedule list page. After you create and save a schedule, assessments are triggered immediately on the same date.

Viewing a schedule

Here is how you can view a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

   On the Schedule list page, you can view schedules and details including the schedule name, status, record, frequency of repetition, start date for the schedule, end date, and the selected filters.

Updating a schedule

Here is how you can update a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, find the schedule that you want to update, select the More options icon (three vertical dots) and then select Update schedule.

4. In the Update schedule pane, you can update the following fields:

   • Schedule name

   • Filter by

   • Repeat every, Start date, and Repetition end, to modify the frequency of the schedule. If a schedule is set to start on a future date, you cannot update the start date to the current day. The earliest you can update the start date is to the next business day.

   • Assignee field, to assign the schedule to a different owner or add owners.

5. Select Update schedule. The details are updated.

   Any updates to the schedule after it is triggered for the first time, sets the record and object fields to read-only. You can still edit the other fields. However, the changes will take effect in the next run.

Pausing a schedule

Here is how you can pause a schedule in active or scheduled stage:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, find the schedule that you want to pause and then select Pause.

   The schedule pauses and the status changes to Paused.

Resuming a schedule

You can resume all schedules except those in the Stopped status.

Here is how you can resume a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, find the schedule that you want to resume and then select Resume.

   The schedule resumes and the status changes to Active.

Canceling a schedule

You can cancel schedules in the Active or Paused status.

Here is how you can cancel a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, find the schedule that you want to cancel, select the More options icon (three vertical dots) and then select Cancel schedule.

4. In the Cancel schedule dialog box, select Cancel schedule to confirm the cancellation. The schedule is canceled and appears in the Canceled section. You cannot update, resume, or delete a canceled schedule.

Deleting a schedule

You can delete schedules in Scheduled status only. Here is how you can delete a schedule:

1. From the Launchpad home page (www.highbond.com), select the Risk Manager app to open it.

   If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Risk Manager app. The Risk Manager home page opens.

2. In the left panel, select Settings and then select Schedule.

3. On the Schedule list page, find the schedule that you want to delete, select the More options icon (three vertical dots) and then select Delete schedule.

4. In the Delete schedule dialog box, select Delete schedule to confirm the deletion. The schedule is deleted and can't be retrieved.