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Creating Automations

Step-by-step guide to creating automations from templates or custom configurations

Creating Automations

Learn how to create automations that automatically generate recurring tasks for your compliance program.

Before You Start

Location: Navigate to Settings → Automations tab

What you'll need:

  • A clear understanding of what needs recurring review
  • The schedule/frequency for the automation
  • Which entity (control, registry, risk, etc.) should be linked

Method 1: Create from Template (Recommended)

Templates are pre-configured automations for common compliance scenarios, set up by your administrator with best-practice schedules.

Step-by-Step: Create from Template

  1. Open Automations

    • Go to Settings (click your account name → Settings)
    • Click the "Automations" tab

  2. Click "Create Automation"

    • You'll see a list of available templates
    • Each template shows its name, description, and default schedule

  3. Select a Template

    • Choose the template that matches your need
    • For example: "Monthly Compliance Review" or "Quarterly Risk Assessment"
    • Click the template to select it

  4. Configure Basic Settings

    • Name: Give it a descriptive name (e.g., "SOC 2 Monthly Control Review")
    • Description (optional): Add details about what this automation does
    • The recurrence schedule is pre-configured but can be adjusted

  5. Set Advance Notice (optional)

    • Default is 14 days - tasks are created 2 weeks before due date
    • Adjust if you need more or less preparation time
    • Example: 30 days for complex reviews, 7 days for simple checks

  6. Choose Target Entity (optional at creation)

    • You can attach to a specific control, registry, or other entity now
    • Or leave blank and attach later from the control/entity view
    • See Attaching to Controls for details

  7. Activate

    • Toggle "Active" to ON to start the automation
    • If left OFF, the automation is saved but won't create tasks
    • You can activate later from the automations list

  8. Save

    • Click "Save" or "Create Automation"
    • Your automation is now live and will create tasks on schedule

Tip: Start with a template whenever possible - they're based on compliance best practices and tested patterns.

Method 2: Create Custom Automation

Use custom automations when no template fits your specific compliance need.

Step-by-Step: Create Custom Automation

  1. Open Automations

    • Go to Settings → Automations tab

  2. Click "Create Custom Automation"

    • This opens the custom automation form

  3. Basic Information

    • Name: Descriptive name for the automation (e.g., "Vendor Review - Quarterly")
    • Description: Explain what this automation does and why
    • Type: Select the automation type (usually "Recurring Task")

  4. Configure Recurrence Schedule

    This is where you define when tasks are created. See the recurrence guide below for details.

    Common Patterns:

    • Weekly: "Every Monday at 9:00 AM"
    • Monthly: "First day of each month"
    • Quarterly: "Every 3 months on the 1st"
    • Annually: "January 1st each year"

  5. Set Advance Notice

    • How many days before the due date should the task be created?
    • Default: 14 days
    • Recommendation: 7-30 days depending on complexity

  6. Advanced Settings (optional)

    • Assignment rules: Who should tasks be assigned to?
    • Notification preferences: How should assignees be notified?
    • Task template: Pre-fill task descriptions or checklists

  7. Target Entity (optional)

    • Link to a specific control, registry, risk, asset, vendor, or incident
    • Or leave blank to attach later

  8. Activate and Save

    • Toggle "Active" ON to start immediately
    • Click "Save"

Configuring Recurrence Rules

Recurrence rules determine when tasks are created. Here's how to configure common schedules:

Weekly Recurrence

Use when: Tasks need to happen every week

Examples:

  • "Every Monday" - Weekly review at the start of each week
  • "Every Friday" - End-of-week check-ins
  • "Every 2 weeks on Monday" - Biweekly reviews

Configuration:

  • Frequency: Weekly
  • Day(s) of week: Select one or more days
  • Interval: 1 (every week) or 2 (every other week)

Monthly Recurrence

Use when: Tasks need to happen once per month

Examples:

  • "First day of each month" - Start-of-month reviews
  • "Last Friday of each month" - Month-end compliance checks
  • "15th of each month" - Mid-month reviews

Configuration:

  • Frequency: Monthly
  • Day: Choose specific date (1-31) or relative (first Monday, last Friday)
  • Interval: 1 (every month) or more for less frequent

Quarterly Recurrence

Use when: Tasks need to happen every 3 months

Examples:

  • "Every 3 months on the 1st" - Standard quarterly review
  • "Jan 1, Apr 1, Jul 1, Oct 1" - Calendar quarter reviews
  • "Every quarter, 2 weeks before quarter end" - Pre-quarter planning

Configuration:

  • Frequency: Monthly
  • Interval: 3 (every 3 months)
  • Day: Specific date or relative

Annual Recurrence

Use when: Tasks need to happen once per year

Examples:

  • "January 1st each year" - Annual policy review
  • "Every December 31st" - Year-end compliance review
  • "First Monday in April" - Annual risk assessment

Configuration:

  • Frequency: Yearly
  • Month: Select month
  • Day: Specific date or relative

Custom Intervals

Examples:

  • "Every 6 months" - Semi-annual reviews
  • "Every 18 months" - Extended review cycles
  • "Every 45 days" - Custom audit schedules

Configuration:

  • Set frequency (daily, weekly, monthly)
  • Adjust interval number

Tip: Use monthly frequency with interval=6 for semi-annual, or days frequency with interval=45 for custom day counts.

Activating vs. Deactivating

Active Automations

  • Create tasks automatically on schedule
  • Track health and completion rates
  • Show up in automation health dashboards

Inactive Automations

  • Saved but not running
  • Don't create tasks
  • Can be activated later when needed

Use inactive automations for:

  • Seasonal compliance activities
  • Temporary process changes
  • Testing automation setups

Best Practices

Naming Conventions

Use clear, descriptive names that include:

  • What is being reviewed (e.g., "Access Controls")
  • Frequency (e.g., "Monthly", "Quarterly")
  • Purpose or standard (e.g., "SOC 2", "ISO 27001")

Good names:

  • "SOC 2 Monthly Control Review"
  • "ISO 27001 Quarterly Risk Assessment"
  • "GDPR Annual Data Processing Review"

Avoid:

  • "Review 1", "Automation A"
  • "Monthly Task" (too vague)

Advance Notice Guidelines

  • Simple reviews: 7-10 days
  • Standard compliance tasks: 14 days (default)
  • Complex assessments: 21-30 days
  • Annual reviews requiring prep: 45-60 days

Start Date Planning

When you create an automation, the first task is scheduled based on:

  • The recurrence rule
  • The current date
  • The advance notice period

Example: Creating a "Monthly review, 1st of month" automation on Dec 17th:

  • Next due date: January 1st
  • Advance notice: 14 days
  • First task created: December 18th (tomorrow)

Tip: If you want the first task later, you can either:

  • Create the automation inactive, then activate when ready
  • Adjust the start date in advanced settings

Common Mistakes to Avoid

Mistake 1: Too Many Automations

Creating separate automations for similar activities leads to management overhead.

Instead: Use one automation and attach it to multiple entities if the schedule is the same.

Mistake 2: Unclear Naming

Generic names make it hard to understand what the automation does.

Instead: Use descriptive names that explain frequency and purpose.

Mistake 3: Wrong Advance Notice

Not allowing enough time for task completion.

Instead: Match advance notice to task complexity.

Mistake 4: No Testing

Activating a complex automation without testing can create confusion.

Instead: Create inactive first, review settings, then activate and monitor the first few tasks.

Next Steps