How am I notified that I need to review a Policy (Policy & Compliance app)?

[mjdeandrea]

Hi, everyone:

When I am assigned as a reviewer for a policy document, how am I notified that the document is ready for me to start reviewing it? 

Or, from the Policy manager's perspective, if I select multiple people from my organization as reviewers for a policy (Using the Reviewer selection list on the form) and then Submit the policy for Review, how do those reviewers know the policy is awaiting their review?

I didn't see a "My Policy Reviews" module but I did see a "My Policy Approvals" module where Approvers can see Policies they need to review.  If nothing comparable for reviewers exists, I suspect I have to create and send them a Notification.

All help appreciated.  Thank you.

.  

[karenstephens]

Hi there,

Out of the box, when a policy document is setup and published through the GRC Policy Module, they include Valid from/Valid to dates.  Once the policy document is 30-days prior to the Valid to date for expiring, SNow sends an email to those assigned as Reviewers of the policy notifying them that the document is now in Review status.  The status of the document is moved to Review Status.  The reviewers basically have 30-days to review and Request Approval for continued publishing.  IMPORTANT NOTE:  Make sure to change the Valid from/Valid to dates for setting up the next review notification.  We usually publish documents for 1-year.

-Karen

[mjdeandrea]

Thanks, Karen for the quick response.  While the Valid To date allows you to automatically return a published policy for a periodic review, I don't think it applies to a policy that hasn't yet been published. For example, I create a policy document and now I want people to review it (i.e., the list of Reviewers) and, once they review it, I want it to go to the Approvers (i.e., people on the Approvers list).  Once they approve it, it then gets published for the first time and the Valid To date comes into play.

However, before the policy is published for the first time, I'm not seeing where the reviewers are automatically notified when the policy moves from draft to review. My concern is that reviewers won't know the policy is waiting for them to review, so I had anticipated that ServiceNow would automatically notify them whenever the policy moves into Review.  However, I don't see that happening, so was hoping that I was just missing it. 

Thanks again for your help. Am I thinking of this correctly?

[MACCA82]

Hi mjdeandrea,

I have the same question as you, and now that I've installed my GRC plugins and I'm testing the policy creation and lifecycle, I don't see any automatic notifications being sent to the reviewers for policy review. I tested it and checked in the email logs and couldn't find anything, I also checked in the System Notifications >Email > Notifications and couldn't find any notifications there defined on the sn_grc_document table either, so I assume I need to create notifications to the reviewers myself? Is that what you did? 

Thanks in advance for your response!

[Tom_T]

The policy creation workflow in ServiceNow (Compliance Workspace) has no notifications set up OOTB as far as I know. You have to create the notifications and define the trigger (e.g. clicking 'Request Review') for the notification. Then the reviewers will be notified.