Creating a repeating task with an approval
Roles and permissions
The following users can create a repeating task:
Anyone who is a member of a control, label, or risk
If your organization wants to track approvals for proof attached to tasks, you can configure approvals on a repeating task for one or more approvers at any time, either when you create the repeating task or after it is created. When the repeating task generates a new task, the approval is included in that task.
Approvers must be users and able to log in to Hyperproof to complete their approvals. When approvals are created, Hyperproof sends a notification to each approver containing a link to their approval and the due date. Additional notifications are sent to approvers with outstanding approvals on the due date, and every 7 days after the approval is past due.
Repeating tasks can be created via the Automations tab found on controls, labels, and risks.
You can also turn a regular task into a repeating task. See Work items: Repeating tasks and Creating a repeating task from a regular task.
Note
To add an attachment to a repeating task, save the repeating task first and then open it to add the attachment. See Linking an attachment to a repeating task.
From the left menu, select the tab that corresponds to the object you want to link the repeating task to. For example, if you want to link the repeating task to a control, select the Controls tab.
Select the specific object. For example, if you want to link the repeating task to control ID 1234, select that control.
Select the Automations tab.
Click New repeating task.
The Repeating task window opens.
Enter a name for the task (required).
Tip
Task titles have a 250-character limit.
Enter a description with any additional information the assignee might need. The following rich text formatting is supported: bulleted and numbered lists, headings, links, code, emojis, bold, italic, and strikethrough.
Add any necessary reference attachments by clicking +Attachment. For more details, see Linking an attachment to a repeating task.
From the Assign by drop-down menu, select Individual or Group.
Individual - Assigns a single individual to the task. Select an assignee from the Owner drop-down menu.
Note
Email notifications are not sent if the individual creating the task is also the assignee. If the assignee is different from the individual creating the task, the assignee receives an email notification indicating that they've been assigned a task.
Group - Assigns a group to the task. Select a group from the Group drop-down menu. By default, the group lead is designated as the owner. If the group doesn't have a group lead, select an individual from the Owner drop-down menu.
Change any of the following by hovering over the field value and clicking the Edit icon. Note that the target of a repeating task cannot be changed until the task is created.
Due date - Select a date from the calendar.
Priority - Select a priority from the drop-down list.
Target - When the task created by the repeating task is closed, proof attached to that task is linked to the target object. If necessary, you can change the target on a task after it has been created.
Note
If the task has an approval configured, the proof can't be attached to the target object until the approval process is complete and the proof has been approved.
Note
Proof cannot be linked until the task is created. When proof is uploaded, it's linked to the task and is visible in the task's proof area. The proof remains linked to the task until the task is submitted and closed. Note that if there are several pieces of proof linked to the task, you may need to use the scroll bar to view all of the proof.
If the task has an approval configured, proof isn't attached to linked objects until the proof is approved, and the task is submitted and closed.
When the task is closed, the proof can be found in the task's proof area, the linked object's Proof tab—e.g. the Proof tab of a control—, and in the organization's main proof list. This activity can be observed in the task's Activity Feed.
Under Automations, if the Auto-close task when submitted option is toggled on, Hyperproof immediately marks the new task Closed when the task assignee uploads proof and submits the task.
Note
If the Automations > Enable approvals option is toggled on, the Auto-close task when submitted option changes to Auto-close task when approved. When toggled on, Hyperproof marks the task Closed when all approvals are completed. See Creating a task with an approval for information on configuring approvals.
Make sure that Enable approvals is toggled on to require approval before linking the proof to the target.
In the Approval flow type section, select one of the following options:
Note
This option displays only when more than one approval step has been configured.
Sequential - Indicates that the approval steps occur one after another in order. If you have two steps, the approvals for Step 2 aren't created until the approvals for Step 1 are completed.
Parallel - All steps are reviewed simultaneously. If you have two steps, the approvals for both Step 1 and Step 2 are created simultaneously. Having multiple steps allows you to have different completion rules for each step.
Click the +Step button to add a step to the approval process.
The Completion rule field defaults to Everyone must approve. You must select at least one approver before you can modify this field.
Everyone must approve - All assigned approvers must mark their approval as Approved to complete the step.
Minimum approvals required - A user-specified number of approvers must mark their approval as Approved to complete the step.
How many approvals are required? - Enter the number of approvals that must be marked Approved for the step to be completed. This field is required if you have selected Minimum approvals required as the completion rule for this step.
In the Approvers drop-down, select one or more approvers. Approvers must be Hyperproof users, not contacts. These users are not required to be members of the target object, such as the Control where you are creating the task. From this list, you can select the following:
Specific Hyperproof users by name
User fields from the task, target, or policy, such as Created by.
Note
If you select duplicate users as approvers when selecting user fields and users by name, Hyperproof automatically detects the duplicates, and only one approval is generated for the duplicate users.
Continue configuring additional approval steps as needed.
To automatically mark the task as Closed when all approvals are completed, toggle on the Auto-close task when approved option. If this option is toggled off, you must manually mark the task as Closed.
Create a repeating task based on a schedule or an event:
To create a schedule-based repeating task:
Below Repeats, select On a schedule.
Below Schedule, select when the task should repeat.
Below Starts repeating, select the date that the task should start.
Tip
For example, if you have a task that starts repeating on June 22, and it's due 14 days later, the task will be due on July 6.
To create an event-driven repeating task:
Below Repeats, select On an event.
Below Event, select the event that should trigger the task to repeat.
Depending on the option you choose, additional drop-down menus may appear.
Optionally, below Integration, click the available integration to link an external task or issue.
Click Save.
The repeating task is created. To view future tasks, select the Tasks tab.