Access review tasks
Access reviews require assistance from many people who may not be part of your compliance team and don't use Hyperproof. When you conduct an access review, you can notify people that they have tasks to do, provide them with a link to Hyperproof to complete their work, and inform them of the due date for that work.
There are two types of tasks associated with access reviews that are accessible from the access review Tasks tab or the Work items Tasks tab, simple tasks created manually and automated tasks.
Simple access review tasks
These tasks are created manually from the Tasks tab of an access review. You can assign them to Hyperproof users and contacts, or use task integration to sync Hyperproof tasks with other task management applications such as Jira, Asana, or ServiceNow. Users assigned tasks in an external task management application can complete their work in that application, which is synchronized with the associated Hyperproof task. Tasks might include providing a CSV file for a list of users or the company directory, or a screenshot of a user list from one of the applications being reviewed.
You can create simple tasks at any point in the access review workflow. See Adding a task to an access review.
Automated access review tasks
Automated tasks are tasks created by Hyperproof based on the access review configuration. Hyperproof automatically creates tasks for reviewers when a review is launched and tasks for sysadmins when the review due date is reached. Task assignments are delivered either by email or via an integration with a project management system, such as Jira. Task assignments contain a link to the list of users whose access needs to be reviewed. This list contains only those users assigned to the reviewer or sysadmin.
Note the following about automated tasks:
General
Reviewers and sysadmins must be Hyperproof users and be logged in to Hyperproof. They can click the link in the email or third-party task to display a simple window with a list of users where they can complete their work.
Reviewer and sysadmin tasks created automatically by Hyperproof display in the access review Tasks tab and the Work items Tasks tab.
Bulk operations for automated tasks are limited to exporting and modifying the task priority.
Task status for automated tasks can't be updated manually or synchronized from an integrated application. The task status is set to In Progress when the task is created and Closed when the reviewer and/or sysadmin submit their reviews and the associated due dates pass.
Reviewer tasks
Reviewer tasks are created when the access review moves from Setup to In progress by changing the status with the Launch review button or updating the Status field on the Details tab.
The task due date is set to the Application reviews due date shown in the Details tab. This date can only be changed by modifying the Application reviews due date.
Task status is set to In progress when the task is created.
If the access review is configured to deliver review tasks via an integration, reviewer tasks are created in the integrated application, such as Jira. These tasks sync bidirectionally with the task created in Hyperproof.
Reviewer tasks are set to Closed automatically when the Application reviews due date has passed and all user records assigned to the reviewer have been reviewed. The updated status is synchronized if there is a corresponding task in an integrated system.
Sysadmin tasks
Sysadmin tasks are created the day after the access review due date is reached.
The task due date is set to the System updates due date shown in the Details tab.
Task status is set to In progress when the task is created.
If the access review is configured to deliver system update tasks via an integration, sysadmin tasks are created in the integrated application, such as Jira. These tasks sync bidirectionally with the task created in Hyperproof.
Sysadmin tasks are set to Closed automatically when the System updates due date has passed and all user records assigned to that sysadmin have been completed. The updated status is synchronized if there is a corresponding task in an integrated system.
Reverting to Setup status
If you revert the access review to the Setup status:
All automated tasks that are incomplete are set to a Cancelled status.
When you relaunch the access review, new tasks are created.
If you move the access review directly from the Setup status to the Completed status no new tasks are created.
Integrated tasks
If you have enabled task integration with a project management system, the bidirectional synchronization doesn't sync everything.
If the status field is changed in a linked task, the status change is not reflected in the corresponding Hyperproof task. For example, if an assignee sets their review task to Done in Jira but they haven't completed reviewing the records, the task in Hyperproof is not set to Completed. Instead, an entry is created in the Activity Feed with an @mention to the assignee indicating that they need to follow the link in the task to complete their work and the task will be closed automatically.
If the assignee field is changed in a linked task in the project management system, the assignee is not changed in the corresponding Hyperproof task.