Action Items

  • Updated

 

The Action Items page contains a list of all action items that have been generated for in progress subject rights requests:

Action Items.png

 

When the identity of a requester has been verified on a received request action items will generate for every data store that has at least one field classified as containing PI.

Access to the Page

The following roles will be able to view this page and will see the generated action items described under each role:

  • Admins -
    • Will be able to view all action items on in progress requests.
  • Subject Rights Managers -
    • Will be able to view all action items on in progress requests that they are able to view on the Requests page.
  • Subject Rights Assignees -
    • Will be able to view all action items on in progress requests that have been generated from data stores they are assigned to as Subject Rights Assignees.

Info on the Page

Fields

The following details will be shown for each action item:

  • Email -
    • This field will display the email address of the requester on the request the action item is for.
    • To the right of the email address is a Copy icon. Users can click on this icon to copy the requester's email address to their clipboard.
    • Request Id -
      • The request Id for the request that the action item is for will display below the requester's email address.
  • Data Store -
    • This field will display the data store that the action item has been generated for.
    • If the user has permissions to view the Data Store Configuration page the user can navigate directly to that page by clicking on the name of the data store.
  • Request Type -
    • This field will display the request type of the request the action item is for.
  • Action to Take -
    • This field will display the action to take to complete the action item.
  • Assignee -
    • This field will display the assignee to the action item.
    • If there is a single subject rights assignee on a data store that user will automatically be assigned action items generated for that data store.
    • Users can click the Assignee dropdown and select either themselves or a subject rights assignee listed on the data store to assign/reassign the action item.
  • Due
    • Prior to the reg due date for the request this action item is for this field will display the number of days until the reg due date.
    • After the reg due date for the request this action item is for this field will display the number of days since the reg due date.

Search & Filters

Users can click the Search icon at the top right of the action items list to open a search for action items:

Search.png

Search checks for matching action items against Email as well as RequestId.

Users can click the Filter icon to the left of the Search icon to open the list of filters for action items:

Action Item Filters.png

Action items can be filtered by Data Store, Request Type, Action to Take, or Assignee.

How to Use the Page

All subject rights assignees will receive an email notification each day informing them of the number of in progress requests. Assignees can log in to Osano and view this page to see a list of all outstanding action items they are eligible to be assigned to.

Subject rights assignees and managers should coordinate to ensure all action items are assigned and completed prior to the due date for the request.

To assign and/or complete a a single action item users can navigate to the Action Item Configuration page. For information on how to assign or complete action items in bulk from the Action Items page, read on. 

Additional Functionality

Bulk Action Item Assignment

Action items can be assigned in bulk by multi-selecting the action items you'd like to assign and clicking the Assign Users button at the top right of the screen:

Bulk Assignment.png

 

The logged in user will always be listed as an potential assignee along with any user who is listed as a subject rights assignee on all data stores that generated the action items selected.

Bulk Action Item Completion - No Matching Search Results

Action Items can be completed in bulk by multi-selecting the action items you'd like to complete and click the Mark Complete button at the top right of the screen:

Screenshot 2024-03-12 at 2.50.41 PM.png

You can then chose to mark all selected action items complete because there were no matching search results for the requester(s) email:

Screenshot 2024-03-12 at 2.51.25 PM.png

Custom Notifications

You can also set up more bespoke notifications for subject rights assignees using webhooks. These notifications can be customized to trigger in more specific conditions, can be sent to specific assignees in their preffered channels (e.g. Slack), and can also include custom content.

Some channels that receive webhooks (like Slack) are also capable of sending webhooks. Osano can receive information from these webhooks through our Action Items API. Using interactive components in Slack, you can enable subject rights assignees to complete action items in Osano without them ever needing to login to the app.