You can use subtasks to collaborate with other members of your organization and initiate integration workflows for more effective communication, task delegation, and workflow automation for request processing.
There are two types of subtasks in the module: user and system.
Things to Know
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When requests are closed or rejected, subtasks in the most current workflow stage will be visible.
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Subtasks are grouped by their workflow stage. Within each stage, subtasks are launched by their due date then alphabetically.
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Subtask assignees can view the request related to their assigned subtask. You can leverage permissions to limit the subtask assignees' access to edit the request and to view requests outside of their assignments, but access to their assigned subtask’s request cannot be limited.
For more information on working with active, assigned subtasks, see Configuring the Subtask Queue and Managing Subtasks in the Subtask Pane.
To add a user subtask during workflow setup
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On the menu, click . The Workflows screen appears.
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Click on a workflow. The Workflow Details screen appears.
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Navigate to your desired stage, then click the User Subtask button. The Add Subtask modal appears.
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Complete the fields. See Add Subtask Modal Reference - Workflow Details for more information.
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Click the Save button or click Save and Add button to add additional subtasks before closing the modal.
Add Subtask Modal Reference - Workflow Details
To add a user subtask in request details
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On the menu, click Requests. The Requests screen appears.
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Click on a request. The Data Subject Request Details screen appears.
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Go to the Subtasks tab.
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Click the User Subtask button. The Add Subtask modal appears.
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Complete the fields. See Add User Subtask Modal Reference - Request Details for more information.
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Click the Send button.
Add User Subtask Modal Reference - Request Details
To configure subtask reminders
You can configure multiple reminders to remind assignees about their subtask on, before, or after the deadline.
In the Add Subtask modal, after you've entered the number of days for the Deadline field, the Add button will become available. Choose between the following options, then choose one or more assignee. Click the Save button to retain your changes.
Warning
If your organization uses AWS as a SMTP provider, the maximum number of recipients allowed is 50. Workflow subtask reminders will not be sent if the user list or user group exceeds 50 addresses.
OneTrust encourages our customers to be mindful of their subtask management and user group administration if this scenario applies to your current account. For more information on SMTP with OneTrust, see Configuring Email Server Settings and Configuring Custom SMTP Email Accounts.
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On Deadline
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Before Deadline (requires number of days entry)
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After Deadline (requires number of days entry)
Note
Things to Know:
You can add multiple reminders to be set on, before, or after the deadline and uniquely assign them to multiple users. Click the Add button to configure additional reminders.
Subtask reminders populated off the deadline date are ONLY available for subtasks added via workflow configuration.
To add a suggested connection
For more detailed information on this process, see Adding Connections to Requests.
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On the menu, click . The Workflows screen appears.
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Click on a workflow. The Workflow Details screen appears.
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Navigate to your desired workflow stage.
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Click the Add Connection button. The Add Connection pane appears.
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Select from the existing connections to create a new system subtask. Selecting multiple will create a system subtask based on each connection.
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Click the Add button. The system subtask will be added to the Subtasks section of the Workflow Details screen in the following format: <connection-name>_subtask.
To add a system subtask in request details
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On the menu, click Requests. The Requests screen appears.
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Click on a request. The Data Subject Request Details screen appears.
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Go to the Subtasks tab.
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Click the Add Connection button. The Add Connection pane appears.
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Select an existing integration connection.
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Click the Add button. The new connection will be added as a system subtask with the appended _subtask to the Connection Name.
To check system subtasks logs
You can easily navigate to a system subtask log hosted in the Integrations module from the Request Details screen. This allows users to troubleshoot processing errors with an associated Event ID, Message Key, attempts, and status label.
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On the menu, click Requests. The Requests screen appears.
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Click on a request. The Data Subject Request Details screen appears.
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Go to the Subtasks tab.
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Click the Context Menu of a system subtask, then click Check Logs. The Logs tab of the Workflow Builder screen appears.
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Reference this log entry with the system subtask Event ID and Message Key to troubleshoot the processing error(s).
You can view subtasks at a glance for your organization, group subtasks, ones assigned just to you, or requests within subtasks in the Requests screen.
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On the Requests screen, use the View Selector to choose a filter for subtasks.
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Your chosen view will populate subtasks for managing. For more information on managing subtasks, see Assigning and Managing Subtasks in Bulk.
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Go to the Data Subject Request Details screen for the request.
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Go to the Subtasks tab.
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Click on the name of the task you want to complete. The Task modal appears.
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In the Task Response field, enter a response describing the action taken to resolve the subtask.
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Use the Upload Attachment(s) button to upload a document.
Note
Attachments are limited to 2GB.
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Select the Mark as Completed check box to mark the task as complete.
Note
When you select the Mark as Completed check box, the Task Response field will no longer be editable.
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Click Submit.
To view a subtask in the Activity tab
Once a subtask has been completed by the assignee, a comment will appear in the Activity tab stream that shows which assignee completed the specified subtask by name.
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Go to the Data Subject Request Details screen for the request.
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Go to the Activity tab.
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Review the activity of the request and see which assignee complete the subtask.
Available Subtask Statuses
The following table lists all the possible subtask statuses and their applicable details. For more information, see the OneTrust Developer Portal.
