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Audit Management

Assignment Templates

Standardize assignment patterns with templates that provide default roles, priorities, and due dates

What are Assignment Templates?

Assignment templates standardize the assignment process by providing default settings for common scenarios. They reduce manual work and ensure consistency across similar assignments by automatically applying standard roles, priorities, due dates, and auto-assignment rules.

Provide Defaults

Set standard role, priority, and due date calculations automatically.

Auto-Assignment Rules

Define who gets assigned automatically based on department, expertise, or other criteria.

Template Components

Basic Settings
  • • Name: Template identifier
  • • Description: What it's for
  • • Is Active: Enable/disable
  • • Is Default: Use as default
Default Settings
  • • Default Role: EXECUTOR, REVIEWER, etc.
  • • Default Priority: LOW, MEDIUM, HIGH, CRITICAL
  • • Default Due Days: Days from assignment
Auto-Assignment Rules

JSON rules for automatically selecting users based on department, expertise, role, and workload.

Creating an Assignment Template

Step-by-Step Guide
Create a template to standardize your assignment process
1

Navigate to Templates

Go to Audit Instance → Team tab → Click "Templates" button.

Alternatively: Go to Audit Management → Assignment Templates

2

Create New Template

Click "Create Template" button to start creating a new template.

3

Fill in Basic Information

Enter template details:

  • Name: Descriptive name (e.g., "IT Control Template")
  • Description: What this template is for
  • Is Active: Enable the template
  • Is Default: Set as default for all assignments (optional)
4

Configure Default Settings

Set the default assignment values:

  • Default Role: EXECUTOR, REVIEWER, APPROVER, CONTRIBUTOR, or OBSERVER
  • Default Priority: LOW, MEDIUM, HIGH, or CRITICAL
  • Default Due Days: Number of days from assignment (e.g., 7, 14, 21)
5

Configure Auto-Assignment Rules (Optional)

If you want automatic user selection, configure JSON rules for filtering users by department, expertise, role, and workload preferences.

6

Save Template

Review all settings and click "Save Template". The template is now available for use when creating assignments.

Template Examples

IT Control Template
Standard IT security controls
Default Role: EXECUTOR
Default Priority: MEDIUM
Default Due Days: 14
Auto-Assignment: Department = IT

Use Case: Testing IT-related controls (access control, network security, etc.)

Financial Control Template
Financial compliance controls
Default Role: EXECUTOR
Default Priority: HIGH
Default Due Days: 7
Auto-Assignment: Department = Finance

Use Case: Testing financial controls (SOX, PCI-DSS financial aspects)

High-Risk Control Template
Critical controls requiring immediate attention
Default Role: EXECUTOR
Default Priority: CRITICAL
Default Due Days: 3
Auto-Assignment: Senior auditors, max 70% utilization

Use Case: High-risk controls that need experienced auditors

Review Template
Standard review assignments
Default Role: REVIEWER
Default Priority: MEDIUM
Default Due Days: 5
Auto-Assignment: Auditors and Senior Auditors

Use Case: Creating reviewer assignments after executor completes

Auto-Assignment Rules

Configuring Rules
JSON rules for automatically selecting users

Simple Example (Department-based)

{
  "filters": {
    "department": ["IT"]
  }
}

Complex Example (Multiple criteria)

{
  "filters": {
    "department": ["IT", "Security"],
    "expertise": ["Access Control", "Network Security"],
    "role": ["AUDITOR", "SENIOR_AUDITOR"],
    "workload": {
      "maxUtilization": 80
    }
  },
  "preferences": {
    "workload": "lowest",
    "completionRate": "highest",
    "expertiseMatch": true
  }
}

How Templates Work with Assignments

Template Application Flow
1. User creates Control Test Assignment
↓
2. System checks for applicable template:
├── Control type (IT, Financial, etc.)
├── Risk level (High, Medium, Low)
├── Control category
└── Default template
↓
3. Template found (or default selected)
↓
4. Applies template settings:
├── defaultRole → assignment.role
├── defaultPriority → assignment.priority
├── defaultDueDays → calculates dueDate
└── autoAssignRules → filters users
↓
5. If auto-assignment enabled:
├── Filters users by rules
├── Checks workload
└── Selects best user
↓
6. Creates assignment with template values

Template Selection Logic

How Templates are Selected
Priority order for template selection
1

Specific Match

Template matching control type + risk level (highest priority)

2

Type Match

Template matching control type (IT, Financial, etc.)

3

Risk Match

Template matching risk level (High, Medium, Low)

4

Default Template

Default template (if set) - fallback option

Template and Workflow Integration

How Templates Work with Workflows
1. Workflow triggers (ON_ASSIGNMENT)
↓
2. Workflow step needs to assign user
↓
3. If template specified:
├── Uses template defaultRole
├── Uses template defaultPriority
├── Uses template defaultDueDays
└── Uses template autoAssignRules
↓
4. If no template:
├── Uses workflow step settings
└── Uses workload-based selection
↓
5. Creates assignment

Best Practice

Workflows: Handle sequential assignment steps
Templates: Provide default values and auto-assignment rules
Workload: Determines which user gets selected

Use all three together for optimal automation.

Best Practices

Create Templates for Common Scenarios

Create templates for IT Controls, Financial Controls, High-Risk Controls, Review Assignments, and Approval Assignments to cover your most common use cases.

Use Descriptive Names

Include control type (IT, Financial, etc.) and risk level if specific (High-Risk, Standard) to make templates easy to identify.

Set Realistic Due Dates

Standard Controls: 7-14 days, Complex Controls: 14-21 days, High-Risk Controls: 3-7 days, Review Assignments: 3-5 days.

Configure Auto-Assignment Rules

Start simple (department-based), add complexity as needed. Test rules before making default.

Next Steps

Workflows

Learn how workflows work with templates

Learn About Workflows

Workload Management

Learn how workload affects template auto-assignment

Learn About Workload