Workflows Overview
Understand how workflows help you remediate compliance gaps and manage projects.
Workflows Overview
Workflows are structured plans for remediating compliance gaps, addressing risks, and completing complex compliance tasks. They break large efforts into manageable steps with clear ownership and tracking.
What Is a Workflow?
A workflow is a series of tasks organized into a sequence or structure that guides your team through completing a compliance objective. Workflows can be:
- Linear - Steps completed in order
- Parallel - Multiple streams happening simultaneously
- Conditional - Different paths based on outcomes
Think of workflows as project plans specifically designed for compliance work. They connect to gaps, risks, and controls to ensure remediation is tracked end-to-end.
When to Use Workflows
Create workflows for:
| Scenario | Example |
|---|---|
| Gap remediation | Fix a compliance gap identified by AI |
| Risk mitigation | Address a high-priority risk |
| Control implementation | Deploy a new security control |
| Policy update | Revise and approve a policy |
| Audit preparation | Get ready for an upcoming audit |
| Incident response | Respond to a security event |
Workflow Components
Tasks
The individual steps in a workflow:
- Clear, actionable items
- Assigned to team members
- Have due dates and priorities
- Track completion status
Stages/Phases
Logical groupings of tasks:
- Planning → Execution → Review
- Or custom phases for your process
Dependencies
Relationships between tasks:
- Task B cannot start until Task A completes
- Parallel tasks can run simultaneously
- Milestones mark key checkpoints
Links
Connections to other items:
- Gaps being remediated
- Risks being addressed
- Documents being created
- Controls being implemented
Workflow Views
PartnerAlly offers two ways to view workflows:
List View
See workflows in a table:
- Status, priority, progress
- Due dates and owners
- Quick filtering and sorting
Canvas View
Visual workflow diagram:
- See task relationships
- Understand flow and dependencies
- Interactive task management
Creating Workflows
You can create workflows:
AI-Generated
Let AI create a workflow:
- Select a gap or risk
- Click "Generate Workflow"
- AI creates appropriate tasks
- Review and customize as needed
Manual Builder
Build from scratch:
- Click "New Workflow"
- Add tasks and stages
- Set dependencies
- Assign owners and dates
From Templates
Use pre-built templates:
- Select a template (e.g., "Policy Update")
- Customize for your needs
- Assign team members
- Start the workflow
Workflow Status
Workflows progress through statuses:
| Status | Meaning |
|---|---|
| Draft | Being created, not yet started |
| Active | In progress, tasks being worked |
| On Hold | Paused, waiting for something |
| Completed | All tasks finished |
| Cancelled | Stopped, won't be completed |
Workflow Priority
Set priority to indicate urgency:
| Priority | When to Use |
|---|---|
| Critical | Must complete immediately |
| High | Important, near-term deadline |
| Medium | Standard priority work |
| Low | Complete when convenient |
Documentation Sections
Viewing Workflows
Navigate and filter the workflows list.
Workflow Detail
Understanding the workflow canvas and details.
AI Generation
Let AI create workflows from gaps and risks.
Workflow Builder
Manually create and customize workflows.
Managing Status
Complete, archive, and manage workflows.
Workflow Best Practices
Keep Tasks Actionable
- Each task should have a clear, completable action
- Avoid vague tasks like "Work on security"
- Use specific tasks like "Draft access control policy section 3.2"
Assign Owners
- Every task needs an owner
- Owners are accountable for completion
- Don't leave tasks unassigned
Set Realistic Dates
- Consider team capacity
- Account for dependencies
- Build in buffer for reviews
Review Regularly
- Check workflow progress weekly
- Address blockers promptly
- Adjust plans as needed
Connect to Gaps/Risks
- Link workflows to the items they address
- This creates a complete audit trail
- Shows remediation progress
Workflows without connected gaps or risks are just project management. The power of PartnerAlly workflows is their integration with your compliance program.
Common Questions
How many workflows should be active?
This depends on team capacity:
- 3-5 per team member is typical
- More leads to context switching
- Focus on completing before starting new
Can I have multiple workflows for one gap?
Yes, but typically:
- One primary workflow addresses the gap
- Additional workflows may cover related work
- Link all workflows to the gap
What happens when a workflow completes?
- Linked gaps can be marked as resolved
- Risks can be updated to mitigated
- Controls can be marked as implemented
- The workflow becomes a historical record
Can workflows be deleted?
You can delete draft workflows. Active or completed workflows should be cancelled or archived to maintain history.
Next Steps
- Viewing Workflows - See your workflows
- AI Generation - Create workflows with AI
- Tasks - Manage individual tasks