Monitoring and managing actions

Actions help to identify, assign, and monitor next steps in remediating issues associated with risks and controls. You can use action cards in Assessments to update, monitor, and manage actions.

Adding and viewing comments, attributes, and files for an action in Assessments

  1. From the Launchpad home page (www.highbond.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

  2. Under My Activities, select Actions.
  3. Select the expand arrow to open the Action card.
  4. The Comments tab displays a list of all comments that have previously been added to the action.
  5. To add a new comment, type it into the Add a comment field.
  6. To attach a file to the comment, select Attach Files, then choose the file you would like to add.
  7. Select Send to record the comment and upload the file, if you have added one.
  8. Select the Files tab to view a list of all files that have previously been added to the action. Select the download icon next to a file to save it to your device.

Sending action notifications in Assessments

  1. From the Launchpad home page (www.highbond.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

  2. Under My Activities, select Actions.
  3. Select the expand arrow to open the Action card.
  4. To send an action notification immediately to the owner and anyone assigned to or CC'ed on the action, select Send notification now.
  5. Select Manage notifications to set up recurring notifications and control the information that appears in the notification email.
  6. Configure the following options, then select Save:
    OptionDescription

    Send recurring reminder

    optional

    Select this option to send recurring reminder emails for outstanding actions. The default frequency is set to weekly. Project Admins and Project Type Admins can configure the recurrence frequency. For more information about recurring reminders, see Sending recurring action reminders.

    Reminder emails start sending at 00:00 UTC. Weekly reminders send on Mondays, and monthly reminders send on the first day of the month.

    Reminder emails about actions and requests send prior to and after the due date until the items are closed, deleted or assigned to another person. If the person assigned to the item is removed from the project, or the project is archived, reminder emails also stop sending.

    Send reminder 28, 14, 7, 2, and 1 days prior to due date

    optional

    Select this option to send email reminders to the owner and any CC'ed persons at the specified frequency prior to the due date. The default configuration for this option is to send email reminders 28, 14, 7, 2, and 1 days prior to the due date, but may differ by project type.

    Include issue title/headline and description

    optional

    Select this option to provide additional issue details to the action owner. Once the action owner clicks on the link to the action in the email, they can see the fields on the action page.

    Tip

    This provides the ability to share contextual information with those assigned an action, while maintaining control over confidential project information.

    Include remediation plan and deadline

    optional

    Select this option to provide additional remediation details to the action owner. Once the action owner clicks on the link to the action in the email, they can see the fields on the action page.

    Tip

    This provides the ability to share contextual information with those assigned an action, while maintaining control over confidential project information.

    CC

    optional

    allows you to add one or more people who will receive a notification. They will also be able to contribute to the action.

    Only Professional Managers, Professional Users, or users assigned a Contributor role can update this field.

    Note

    Anyone can be CC'ed on an action. If the person does not have access to Diligent One, or has been assigned the Oversight Executive role on the project, they are sent an unauthenticated link to the action via email, allowing them access to respond to the action.

    Tip

    You can press enter, spacebar, comma, tab, or semi-colon to add an email to the CC list.

Closing an action in Assessments

  1. From the Launchpad home page (www.highbond.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

  2. Under My Activities, select Actions.
  3. Select the expand arrow to open the Action card.
  4. Select Close action.
  5. Select the date on which the action was completed, and click Confirm.

Deleting an action in Assessments

Caution

Deleting an action permanently removes it from the project. Once deleted, you cannot access or restore the action.

  1. From the Launchpad home page (www.highbond.com), select the Assessments app to open it.

    If you are already in Diligent One, you can use the left-hand navigation menu to switch to the Assessments app.

  2. Under My Activities, select Actions.
  3. Select the expand arrow to open the Action card.
  4. Select Delete Action.
  5. Select Delete in the confirmation dialog box. The action is permanently deleted.