Event Task Form Field Workflow

Now you can design and set custom workflows for Form Fields within each incident (Event) type via a task. These tasks can be assigned to any Position (use Blind task for Positions without security access to this record) - all with full audit tracking behind the scenes.

We're working on additional enhancements in this space and we'd love your feedback - get in touch to share your thoughts.

The setup of this functionality is applicable for any Position which has edit access to the Events record. Contact your site administrator if you require increased access to your Events record.

Overview - Form Field Tasks for Events

• Purpose: Adds specific field-level task assignments within incidents to improve compliance, speed up incident resolution, and reduce manual oversight.

• Why It Matters: Incident managers can now assign individual fields to specific assignees, ensuring sensitive data stays controlled while maintaining task clarity.

  • Value Proposition & Use Cases:

    • Clearer Field Ownership: Assigning only relevant fields to each assignee avoids confusion and protects sensitive data.

    • Faster Resolution: Tasks become simpler and more focused, reducing turnaround time.

    • Compliance & Privacy: Supports confidential handling of whistleblower reports or regulatory deadlines.

  • Example Scenarios:

    • Whistleblower Case Handling: Assign only identity-related fields to legal team, while HR sees only behavioral fields.

    • Cross-Team Collaboration: Assign specific technical fields to engineering while business context fields go to operations.

Assign specific Fields for completion 

To assign specific fields for completion, please follow the below steps.

1. Once a record has been created, navigate to that record. 
2. Select Tasks from the left-hand bar 
   
3. Select Form Tasks
   

The event module name is configurable, so may be called something else in your organisation - i.e. Incidents 

If this is the first time you are creating Form Tasks on this record, click the Create Task button. If you've already assigned Form Tasks, you can add additional tasks by clicking the + icon in the top right. 

Configuring Workflow 

1. Once you've either clicked Create Task or the + icon, a pop-up will appear. 
2. Enter the details on the Details tab
   
   
   
3. Select the Permission tab. 
4. This will show you all fields from the form. Note: all fields will need an input. If you are only assigning a small number of fields, select the box at the top to 'select all' and then update the relevant fields to the permission you want to provide (i.e. Editable, Read-Only, Hidden).
5. Once all fields have been completed (on the Details and Permissions tab), the Save and notify assignee button will be highlighted. 
   
   
   
6. Click Save and notify assignee
   
7. The Form Task assignment will then appear and the assignee will be notified 
   
   
   

Note: To view what has been assigned, click the task record - this will show you the Details and Permission tabs. As this is the first iteration of this functionality, edit/delete features are not currently available. If you need to assign an additional section of the form to another or the same position, you will need to create a new Form Task record. 

View Task Completion History 

1. Once the task has been completed, the assigned form fields will be completed. This can be viewed within the Form Fields section of the record, or alternatively, to see the history, click the clock icon and a pop-up will appear. 
   
   
   
   

How to complete the task 

1. Once a task has been assigned, the relevant assignee will view the task under My Summary. 
   
   
   
   
2. Click the icon to complete the task and a pop-up will appear.
   
   
3. Complete the information under Details and Form Fields, and where applicable, attach files under the Attachments tab. 
   
4. Add a comment for completion and then mark the task as completed. 

If required, review the audit log or record history to reference the changes. 

If you need any assistance with setting this up, please contact support@drova.com 

• Related Articles

• Event Status Workflow

  Now you can design and set custom workflow status flows for each incident (Event) type, assign or reassign owners on the fly, and trigger smart notifications - all with full audit tracking behind the scenes. We're working on additional enhancements ...

• Rule-Based Workflow Notifications

  Accessing Rule-Based Workflow Notifications Automate reminders and escalations for Incident & Event management in Drova GRC The Rule-Based Workflow Notification feature allows your organisation to define automated reminders and escalations based on ...

• Adding (Scheduling) the KRI Task

  Adding (Scheduling) the KRI Task The KRI’s purpose is to record each measure as required. So, unlike a Compliance Process which can have multiple Process Control tasks, the KRI only has one task, record the measurement. Hence, the Task tab only ...

• Set an Event Task as a Blind Task

  Note: The following is also applicable to the Registers Module. Open an Event record to open it from either the ‘My Summary | Current Tasks’ tab, 'My Summary | My Events' tab or from the Events records List. The selected Event record is displayed. ...

• Drova GRC: Events Maintenance Section

  Events Module Maintenance section Every Module has a Maintenance Section where the configuration can be done. Only Administrators can access the Maintenance Configuration Events tab. Only Administrators and Administrators - Events can access the ...