Using tasks for launch management

Tasks empowers reviewers to provide structured feedback on the launch summary page, including critical information such as due dates and priorities. With Tasks, privacy and security reviewers can centralize and track items they’ve assigned, improving cross-team collaboration and alignment.

Adding a task to a launch

All tasks can be viewed and added from the Tasks tab of  Launch. Creating a task enables reviewers to swiftly and easily provide feedback to launch creators after reviewing a launch. Task assignees are alerted to any feedback and can view all necessary actions to complete the launch.

To add a task:

1. Open any launch from the Launchpad
2. Click the Tasks tab
3. and click Add Task
   1. Note: You are automatically designated as the task reporter once you create a task. This cannot be changed.
4. Supply key details for completing the action item by completing the below fields
   1. Assignee (required) - Assign a team member who will be responsible for completing the task. The Assignee field defaults to the launch creator but can be changed during or after task creation.
   2. Due date - Select a date that the work needs to be completed. If the launch release date is checked, the due date will update automatically with the launch release date.
   3. Priority (required) - Reviewers can prioritize tasks to help task assignees determine which steps are most important for completing their launch. This defaults to medium, but can be changed during or after task creation.
   4. Review Area - Make a selection from the drop-down menu to loop in other reviewers that may not have already been added.
   5. Tags - Adding one or more tags helps to organize and visualize your task. Tags can be created on the fly from the task itself, or they can be managed by an admin user from Org Settings > Tasks > Tags.
   6. Description - Reporters can provide additional context about the task or link to supporting documentation.
5. Click Save

Updating tasks

To update a task:

1. Click any task row to open and view details
2. Click on any of the fields to begin editing and adding necessary information. Your information will be saved automatically. 
   1. Status - Open the drop-down status menu to update your progress as you begin working on the task. Assignees can efficiently track their progress by marking tasks as 'Done' once they have been completed. Closed tasks can be re-opened at any time.
      Privacy Managers can gather valuable insights by analyzing the tasks assigned and completed in all launches, allowing them to make improvements to their privacy programs.
   2. Comments - Mentioning team members in the comments section makes it easy to share relevant information and ask questions when clarification is needed.
      Comments can be edited and deleted.
      

Reviewing task activity

The Activity section displays a real-time log of all changes made to a task and the person responsible. Reviewing task activity and comments can provide transparency and accountability in a launch.

Viewing "All Tasks" and "My Tasks"

If you would like to see a more holistic view of all open tasks, the launchpad has a "Tasks" section in the sidebar. You can view "All Tasks" (all tasks that are either open or in progress) or "My Tasks" (those that are assigned to you). Note: Launch access will determine which tasks you may see on “All Tasks”.

You can also sort by clicking on the up or down arrows while hovering on a column header and filter rows by selecting the filter button. 

Creating a task from a custom actions

In addition to manually creating tasks, you can also automatically trigger a task based on a launch or workflow condition. For more information, refer to automating TerraTrue with custom actions.

Reviewing notifications

Notifications for important events related to tasks are sent both via email and within the app to ensure that users are always aware of the latest updates. 

The following table outlines the different types of events and the recipients of the notifications:

In addition, you may choose to get real time email notifications for updates to a task by going to My Account > Notifications Real-time Updates section and applying the following filter:

You may also choose to enable notifications for daily updates for tasks approaching a due date in the daily updates section (below the Real-time Updates section) by applying the following filter:

Task Reporting

For a more granular understanding of how tasks are being used, privacy central provides a dashboard containing:

• Tasks Status Report
• Overdue Tasks
• Time to Complete Tasks

Navigate to Privacy Central > Tasks to access. From here, you can:

• Filter at the dashboard level by Product
• Filter at the table level by 
  • Review Teams 
  • Tags
  • Priorities
  • Date Range
• View the data in a table format
  • Export to CSV

💡 Learn more about launch management and review teams in these articles:
• How do I use launches?
• Creating and editing review teams