How to Create a Recurring Task

To create a new recurring task:

1. Click the Add New recurring task button on the top right-hand side of the recurring tasks Module homepage or add a new recurring task by simply clicking the + button in the universal side tray within the Ostendio platform and select Recurring Tasks.

2. Next, add the name of the recurring task, an recurring task number (Optional), and set the priority for the recurring task.

3. While the description field is optional, we strongly recommend using this space to provide a list of instructions to the Recurring Task Owner(s), such as:

• Links to the information sources (such as system urls or even direct links to the dashboards containing the information to review)
• What data points to look for
• What to do if you find a discrepancy or non-compliant issue

4. In addition, decide if you want this task to be public or private (The Ostendio Platform defaults to public).

5. Task Settings allows you to customize the frequency and the display settings of your task.

• • Task Scheme lets you choose whether to create a single collective recurring tasks or several individual recurring tasks, i.e.:
    • • A single Collective task for all items: This will create a single recurring task that encompasses all the recurring task items.
        • For example, if the same person is responsible for performing the review of the access controls for all 5 of the systems that need to be reviewed every quarter, then a single collective recurring task will enable that person to make a single submission including the review results for all systems. 
      • An Individual task per item: This will create separate recurring tasks for each owner of each recurring task item. 
        • For example, if John, Mary, Sally and Bob are the responsible owners of their own systems, this would mean:
          • John is the admin responsible for access control on the AWS back-end
          • Mary is the admin responsible for Gusto
          • Sally is the admin responsible for the Jira and ServiceNow hubs
          • Bob is the admin for the Knowbe4 content
        • When creating a quarterly review of access controls to the AWS, Gusto, Jira and Knowbe4 items, the individual task per item setting will create 4 separate recurring tasks, i.e. a separate task for:
          • John to review the access control list (ACL) for AWS users
          • Mary to review the ACL for Gusto users
          • Sally to review the ACL for Jira and ServiceNow users
          • Bob to review the ACL for Knowbe4 users
            
            
  • Task Owner designates who will be responsible for carrying out the task:
    • • For a Single Item Task, The Ostendio Platform allows you to designate who will be the person responsible for carrying out an recurring task.
      • In a Multiple Item Task Stack, the recurring task will automatically be assigned to whoever is listed as the owner of the object within The Ostendio Platform.
  • Task Frequency and Interval allows you to indicate the frequency of your recurring tasks. Note: This setting can now be changed in the future after the recurring task has been saved.

• One Time – the recurring task will occur only once.
• Daily – every [number] day
• Weekly – Weekly every [number] weeks on [day of the week].
• Monthly – every [number] months on the [date of month].
• Yearly – every [number] year on [month].
• Calendar-Quarter – every [number] quarter on the [first day] or [last day] of the quarter.
• Task Schedule Type will be determined based on Task frequency and Task interval combination chosen – Fixed Cycle or Running Cycle.
• A Fixed Cycle means that the recurring task needs to be performed on/before the exact date within your established frequency (i.e. 1st of the month every month).
• A Running Cycle means that the recurring task needs to be performed at an established frequency from the date that the recurring task was last completed (i.e. every 3 months after it was last completed).
• recurring task ends determines how long the recurring task will run.
• Never – recurring task will run interminably.
• End by – indicates the last day for when the task no longer needs to be completed.
• After – a field to populate the number of cycles the recurring task is required to run.

• recurring task begins on – this is the date Ostendio will begin tracking the recurring task schedule.
• Task first due date – this is the date the first task submission will be due, regardless of task settings.  After the first submission has been completed, The Ostendio Platform will follow the schedule outlined by the Interval settings.
• Once the Task first due date is chosen, you will have the option to Show upcoming task due dates.  These dates will show on the right-side panel.

• Select if the electronic signature is required for submission.
• Select if late submission is allowed – if this is not checked, once the due date of the task cycle passes without a completed recurring task, the recurring task will be non-compliant until the next task cycle.
• Select if multiple submission is allowed.

6. Certification Text is where you provide the text that your users will use to either certify compliance (no issues found) or non-compliance (issues found with recurring task) with their submission.  The Ostendio Platform will now have default certification language or allow for custom language.

7. recurring task items – here you will add the items that the recurring task will run against.  You can add items from multiple sources, i.e., Document, Asset, etc.  You can also do a general recurring task where there is no specific item that needs to be added.

8. Access Control designates who is the owner of the recurring task, as well as its custodians and consumers. recurring task owners are responsible for delegating a task to owners (task owners can be changed under Task Settings):

• Owners are responsible for delegating an recurring task, either to others or potentially to oneself, and can modify the recurring task within The Ostendio Platform. The owner will be notified when the recurring task has been carried out.
• Custodians of an recurring task have all the same permissions as the recurring task owner and are also not necessarily responsible for carrying out an recurring task. They have the ability to make changes to the recurring task but will not be notified when a task has been completed.
• Consumers can only view the recurring task and have no control to make any changes to an recurring task in addition to not necessarily being the person(s) responsible for carrying out the task.

9. On the side right-panel, assign any collection items you would like the recurring task to be associated with as well as any relevant tags and attachments.

10. Click Add new recurring task at the top right to save your recurring task.

In your recurring task overview page, you can still modify all aspects of your recurring task, review recurring task submissions, and monitor all activity around your recurring task.