Task templates
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Task templates holds the tasks Trustbird sets up when a colleague starts or leaves, or when you add a supplier or a system. The workspace owner adapts them to how your organisation works, or switches them off.
Why this protects your organisation
Many gaps appear at moments of change: the leaver whose account stays active for months, the new supplier nobody assessed, the system without an owner. A fixed list of follow-up tasks for these moments means nobody has to remember them, and each task comes with an owner, a deadline and the reason it matters. ISO 27001 touches on these moments in several Annex A controls, such as those on access rights and on suppliers.
Steps
- Open Task templates in the Organisation group.
- Read through the list. Each row shows the Event, the Task with its reason underneath, the Owner, the Deadline and whether it is Active.
- Click Adapt on a task to change it.
- Change the Task title or Why it matters, pick a Role that owns the task, or set the Deadline in days. Switch Active off to stop the task being created.
- Click Submit. To undo your changes later, click Back to standard on that row.
Trustbird ships four events, each with its own set of tasks written in plain language.
- Colleague starts Creating an account, turning on multi-factor authentication, reading and accepting the policies, the awareness training, approving access rights and registering the device.
- Colleague leaves Revoking access to all systems, collecting the laptop and phone, changing the shared passwords the colleague knew, and handing over their systems, suppliers and risks.
- New supplier Assessing whether the supplier can be trusted, recording the data processing agreement and deciding how critical the supplier is.
- New system Recording the owner, setting up who gets access, reassessing the risks and recording how the system is backed up.
Where the tasks come from
You start an event on the record it is about: Colleague starts and Colleague leaves in the row menu on People, Set up supplier tasks on Suppliers and Set up system tasks on Assets. The tasks are linked to that record and appear under Tasks.
Owner
The standard owner of a task is either Owner of the record or Nobody yet. For a colleague, the owner of the record is that colleague; for a supplier or an asset, it is the owner filled in there. If you choose a role under Role that owns the task, the first person with that role, in order of last name, gets the task instead. If nobody holds the role, the standard owner applies.
If it does not work
Task templates is missing from the menu
Only the owner of the workspace can see and change task templates. Members and advisors do not see this screen.
Tasks are created without anyone assigned
Some templates have Nobody yet as their standard owner, and a template that goes to the Owner of the record finds nobody when the supplier or asset has no owner. Fill in the owner on that record, or click Adapt and choose a Role that owns the task.
The deadline cannot be saved
Enter a whole number of days from 0 to 365.
Starting an event created fewer tasks than expected
A template that is switched off creates nothing, and a task that is still open for the same record is not created a second time.
Screens this is about
- Task templates