Frequently Asked Questions

1. I have already completed my task, but it keeps appearing on my My Summary page, and I keep receiving notifications. Why?

This usually happens because the task has been set up as a recurring (cyclic) task, not as an ad hoc (one-off) task.

When a task is configured with a frequency (e.g., monthly, quarterly, annually), Drova automatically generates a new Current Task each time the schedule comes due — even after you’ve completed the previous one.

Example:
If a task is set to repeat monthly, a new Current Task will be generated every nth on the first reminder date, and you’ll continue receiving notifications for each new occurrence.

How to stop receiving repeated tasks:

1. Go back to the original Task record (not the Current Task).

2. Open the Schedule tab.

3. Change the Frequency from Cyclic (e.g., Monthly) to Ad hoc and set as 0

4. Remove the Next Due Date.

5. Save the changes.
   

This will ensure the task remains a one-off task — it will no longer regenerate or send further notifications after completion.

2. What’s the difference between a Task and a Current Task?

• A Task is the template that defines what needs to be done, who needs to do it, and how often. Task will appear under records such as Process control in Compliance, Treatments in Risk, Tasks in Incidents and Register etc.

• A Current Task is the live, actionable task generated from that template, which appears on your My Summary page when it becomes due.

Once you complete a Current Task, it moves to Task History  but if the Task template is cyclic, new Current Tasks will keep generating based on the schedule.

3. Why don’t I see my new task immediately after creating it?

The monitor runs once every business day, typically around 5:00 AM.
When it runs, it checks all tasks that have reached their First Reminder Date (also known as the Create Current Task Date).
If the reminder date has been reached, the monitor will release the task, making it visible on the assigned user’s My Summary page and triggering a notification email.

This process ensures consistency and accuracy in task creation across all modules.

📅 Example 1: Reminder Date is in the Future

Let’s say you create a task today (7 November):

• Task Due Date: 15 November
• First Reminder Date: 10 days before the due date → 5 November

Since today (7 November) is after the reminder date, the system would ideally have generated the task already — but it won’t appear immediately when you create it because the monitor only works during overnight processing.
The monitor will pick it up the next morning (8 November) at around 5 AM and release it then.

So even though the reminder date is technically in the past, you’ll still need to wait until the next business day for the monitor to process and release it.

The monitor only runs on business days.
If your organization’s configuration excludes weekends and public holidays, tasks scheduled to generate on those days will be held and released on the next working day.

If you need a new task to appear immediately (for example, because it must be completed today), please contact the Drova Support Team.
They can assist with generating the task right away without waiting for the next scheduled monitor run.

4. How do I stop receiving overdue task reminders?

If a task remains incomplete past its Due Date, Drova will continue sending daily reminder emails until:

• The task is marked as Completed, or

• The task setup is modified to close or cancel it.

If the task is no longer relevant, you can either:

• Mark it as Completed, or

• Ask an administrator to update or deactivate the Task record.

5. Why did I receive a task assigned to someone else?

Tasks are assigned by Position, not by individual name.
If you and another user share the same Position or security access level, you may see or receive the same tasks.

This is by design — it ensures coverage when multiple users perform similar roles or act as backups for the same responsibilities.

6. I completed a Current Task, but it’s not showing as completed.

Make sure you:

1. Click Complete on the Current Task record.

2. Save the record.

3. Confirm that it has moved to the Task History section.

If the task still appears as active, check whether it’s part of a cyclic schedule (see Question 1) — the next iteration may have already generated.

7. Can I create tasks in all modules?

• Compliance

• Risk & Risk Reviews

• Audit

• Incident / Event Management

• Contract Management

• Control Monitoring

• Documents, Obligations, and Triage PRO (optional modules)

Each module can have its own unique task naming conventions (e.g., Process Controls, Treatments, or Tasks).

8. I want to change the due date of a task that’s already on my My Summary page — how do I do that?

This is one of the most common questions from users!
When a cyclic (recurring) task reaches its due date, it appears on your My Summary page as a Current Task — meaning it’s already been released for action.

If you need to change the due date because internal priorities have shifted, here’s how it works and what you should check before making any changes.

Before changing any dates, always check the First Reminder Date (also called the Create Current Task Date) on the task record.
This determines whether the task has already been released as a Current Task or not.

If the task has already appeared on your My Summary page (meaning it’s been released), do not:

• Change the due date directly in the task record (for example, under Compliance → Process Control).

• Expect the task to disappear automatically from My Summary after changing the record.

Doing so will not retract or update the released Current Task — instead, it may cause the system to create duplicate tasks during the next cycle.

1. Go to Maintenance → Change Current Task Due Date.

2. Locate the task you need to update.

3. Change the Due Date (for example, push it forward by a month).

4. Save your changes.

The system will then update the task’s due date correctly — without generating duplicates.

If you need to temporarily stop a cyclic task from regenerating:

1. Open the original task record.

2. Go to the Schedule tab.

3. Change the Frequency to Ad hoc and set Next Due Date to zero or leave it blank.

4. Save the task.

This prevents the system from generating new Current Tasks until you choose to re-enable it.