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Managing Automations

View, edit, activate, and maintain your automation workflows

Managing Automations

Keep your automations running smoothly with effective management and maintenance practices.

Viewing All Automations

Location: Settings → Automations tab

The automations list shows:

  • Automation name and type
  • Target entity (control, registry, etc.)
  • Recurrence schedule
  • Next task creation date
  • Health status
  • Active/Inactive status

Filtering: Toggle between "Show Active Only" and "Show All" to control what you see.

Editing an Automation

From the Automations List

  1. Navigate to Settings → Automations
  2. Find the automation you want to edit
  3. Click the "Edit" button (pencil icon)
  4. Make your changes in the form
  5. Click "Save"

From a Control Detail View

  1. Open the control that has the automation attached
  2. In the evidence table, click on the automation name
  3. The automation edit form opens
  4. Make changes and save

What You Can Edit:

  • Name and description
  • Recurrence schedule
  • Advance notice days
  • Target entity
  • Active/Inactive status
  • Assignment rules (if configured)

Changing Recurrence Schedules

When you change an automation's recurrence schedule, it affects future task creation. Existing tasks remain unchanged.

Example: Changing from monthly to quarterly

  • Current tasks: Remain on original schedule
  • Future tasks: Created quarterly starting from next due date

Steps:

  1. Edit the automation
  2. Update the recurrence rule
  3. Review the "Next trigger" date to confirm
  4. Save

Tip: Check existing tasks if you're increasing frequency - you may need to manually adjust or delete some to avoid duplication.

Activating and Deactivating

To Activate an Automation:

  1. Find the automation in the list
  2. Toggle the "Active" switch to ON
  3. The automation immediately begins creating tasks on schedule

To Deactivate an Automation:

  1. Find the automation in the list
  2. Toggle the "Active" switch to OFF
  3. No new tasks will be created (existing tasks remain)

When to Deactivate:

  • Seasonal compliance activities (reactivate when needed)
  • Temporary process changes
  • Testing or troubleshooting
  • Control no longer requires automation

Note: Deactivating doesn't delete the automation - you can reactivate anytime.

Updating Target Entities

To move an automation from one control to another:

  1. Edit the automation
  2. Change the "Target Entity" field
  3. Select new control/registry/risk
  4. Save

Important: Future tasks will link to the new entity. Existing tasks remain linked to the original entity.

Deleting Automations

Warning: Deleting an automation cannot be undone.

Steps:

  1. Go to Settings → Automations
  2. Find the automation to delete
  3. Click the delete button (trash icon)
  4. Confirm deletion

What Happens:

  • The automation is permanently removed
  • No new tasks will be created
  • Existing tasks are NOT deleted - they remain linked to their entities
  • Automation health history is archived

Before Deleting: Consider deactivating instead if you might need it later.

Monitoring Automation Activity

Next Trigger Date

Shows when the next task will be created. Check this to ensure the automation is scheduled correctly.

Task History

To see tasks created by an automation:

  1. Go to the Tasks page
  2. Filter by the control/entity the automation targets
  3. Look for tasks with consistent due dates matching the automation schedule

Health Dashboard

The health status gives a quick overview of how well the automation is performing. See Understanding Health Status for details.

Troubleshooting Common Issues

Issue: Automation Not Creating Tasks

Check:

  1. Is the automation active? (toggle should be ON)
  2. Is the next trigger date in the future?
  3. Does the recurrence rule look correct?
  4. Is the automation attached to an entity?

Fix: Edit the automation, verify all settings, ensure it's active and properly configured.

Issue: Tasks Created at Wrong Time

Check:

  1. Review the recurrence rule - is it what you intended?
  2. Check advance notice days - tasks are created that many days before due
  3. Look at timezone settings (if applicable)

Fix: Edit the recurrence rule or advance notice to match your needs.

Issue: Too Many Tasks Being Created

Check:

  1. Do you have duplicate automations?
  2. Is the frequency too high?
  3. Are multiple automations attached to the same control?

Fix: Deactivate duplicates, adjust frequency, or consolidate automations.

Issue: Tasks Not Being Completed

This is a process issue, not an automation issue. See Understanding Health Status for how to address low completion rates.

Best Practices for Ongoing Management

Regular Review Schedule

Review your automations quarterly:

  • Are they still needed?
  • Are schedules still appropriate?
  • Are tasks being completed?
  • Should any be deactivated or deleted?

Keep Names and Descriptions Current

Update automation details when processes change so future team members understand the purpose.

Watch for automations trending toward "warning" or "failing" status - this indicates process issues that need attention.

Consolidate When Possible

If you find multiple automations doing similar things, consider consolidating into one automation attached to multiple entities.

Document Changes

When making significant changes (like frequency shifts), note why in the description field for future reference.

Automation Lifecycle

A typical automation goes through these phases:

  1. Creation: Set up based on compliance need
  2. Testing: Monitor first few tasks to ensure correct operation
  3. Steady State: Regular task creation and completion
  4. Adjustment: Modify schedule or settings based on experience
  5. Deactivation: Turn off when no longer needed (or delete if permanently obsolete)

Next Steps