Issues & Actions
I’m excited to announce that we have made significant improvements to our remediation capabilities, with the introduction of the Issues & Actions module!
This new module will allow you to create Issues based on any entity within 6clicks, including an Assessment, Third-Party/Client, Risk, Asset or Control Set.
You can then also create and assign Actions that relate to Issues and manage these Actions on an on-going basis.
Creating an Issue from the Issues & Actions Module
To create an Issue, first click on the Issues & Action menu item on the left-hand side.
You’ll be navigated to the Issues page, which shows all the Issues created within your team. To create a new Issue, click the New Issue button.
The Create Issue modal will appear, which has the following fields:
- Issue Name (mandatory)
- Issue Description (non-mandatory)
Hit Create Issue to create the issue.
Once you have created the Issue, you will land on the Issue Details screen. This screen has four sections.
The Overview section provides the details of the Issue, including
- Issue Description
- Stage: a dropdown that allows you to manage the progress of the Issue, with three options:
- Reported By: free text field to track who initially reported the Issue
- Issue Owner(s): add or select the Issue owner
- Associated Tag(s): add any tags relating to the Issue
Associations is where things get fun. Typically and Issue is created because something has gone with a person, process or technology. In 6clicks, you can create and associate a Risk with any of the following entities:
- Control Sets and Statements
- Authorities and Provisions
- Assessments, Assessment Domains and Questions
You can select one or more of the above to associate with an Issue by clicking the New Association button.
This will display the Associate Entity modal, which you can select from.
In this example we’ll associate this Issue with an Assessment, Question Domain and Question.
Once you’ve selected the Entity you want associate, hit the Save button, and the Associations section of the Issues Details screen will display the following:
The next step is to Associate an Assessment, Question Domain and Question. Click the Plus button next to each of the Entities to select them.
Select the Assessment you would like to associate to the risk by toggling it on then hit Add.
This will Associate the selected Assessment.
Next associate a Question Domain. The toggle functions similarly to associating an Assessment, as shown in the last step.
Lastly, you can also associate a Question.
In the Association section, both the Question and Answer Response are displayed.
You can also double click on the Question details (blue text) to show the Question Manager modal. You’ll notice that under the Issues header, the Issue we just created is displayed.
We’ll explain this in more detail later in this piece, but you can also create Issues from the Question Manager, which is accessed from the Assessment Results page.
The Actions section allows you to create tasks that you can assign to users within your own team, as well as assign them to Third-Parties/Clients which you have assessed using the Assessment Module.
To create a new Action, click the New Action button on the top right.
The Action modal will appear with the following fields:
- Status: a dropdown that allows you to manage the progress of the Action, with three options:
- Action name
- Action description
- Action deadline: set a deadline for the action, which also triggers 24hr and 3 day reminder emails
- Action Owner: add or select the Action owner
- Assign Third-Party/Client: associate a Third-Party/Client with the Action. This means they will be able to see it in their Team account, as well as use the Action chat feature (discussed below)
Assigning a Third-Party/Client can only be done if the Issue you are creating the Action within is associated with an Assessment of the same Third-Party/Client.
When assigning a Third-Party/Client, a warning will be displayed explaining that if you assign this issue to the Third-Party/Client, they will be able to see the Action in their Team, as well as use the Action chat to communicate with you.
When you click Yes, the Action will be created.
If you click on the name of the action, you will be taken to the Action modal, where you will see its details, as well as the chat functionality. The chat is specific to the Action it is displayed in and it keeps track of any changes in the Action. You can see in the below image that I have changed the status of the Action from Open to Planned, reassigned the Owner and written the comment ‘Hi all’. Updates are made when you click Save.
4. Document Upload
You can also upload documents to the Issue by using the document upload component.
Like all other entities in 6clicks, Issues have versioning. To create a new version, change the Status of the Issue from Edit to Published using the Status drop down.
You can View and Restore previous version from the Version tab.
Creating an Issue from an Assessment
You can also create Issues from a specific Assessment Question Response in the Question Results page.
To do this, navigate to the Assessment table, and click on the Results button of that Assessment.
Next open the Question Manager of the Question and Question Response you want to create an Issue for.
Upon opening the Question Manager of this Question, you can see that the Issue we created above is displayed in the Issues section.
To create an Issue from the Question Modal, hit the Add button, then enter in the name and assign a user as the owner.
You can then access the details of that Issue by clicking Open.
When you navigate to the Issue Detail page, you will see that the Question has already been associated with the Issue.
You can easily navigate back to the Assessment Results from the Issue Details page using the breadcrumbs.
There are two types of Actions:
- An Action that is assigned for the team that created internally
- An Action that is assigned to a Third-Party/Client that completed an Assessment
Viewing an action assigned internally
To view an action that has been assigned internally, head to the Actions page by navigating to the Issues & Actions page, then click the Action button.
Here you’ll see the list of Actions.
Viewing an action assigned externally
If you have completed an Assessment and the sending Team assigns you a follow-up Action, it will appear in Assessments > Actions.
Here you can see all the Actions assigned to your team. You’ll see that one Action has been assigned. This is the Action we created in the first part of the post.
Because it has been assigned to your Team, you can click on its name, and then update its status as well as chat to the Team that assigned it to you. Any changes or comments you make will be seen by the Team that assigned it to you. To update the Status you will need to hit Save.
Now if we return to the Team that actually created the Action and assigned it, in the Action modal, you can see the Status has been updated and the comment has been added by the Team that was assigned the Action. This allows for Action assignment and related chats between Teams.