Source document import tasks
Summarize
Summary of Source Document Import Tasks
The Regulatory Change Management application in ServiceNow handles external regulatory alerts that include citation details and references to legislative or regulatory documents critical for compliance. Each alert contains metadata to classify and trace documents accurately within the regulatory library. When an alert is marked applicable by a user with thesngrcregchange.managerrole, a source document import task is automatically created to manage the ingestion of these documents.
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Key Features
- Automatic Task Creation: Applicable alerts generate source document import tasks that follow a defined lifecycle, ensuring systematic processing.
- Task Lifecycle States: Tasks progress through five states—Ready to Import, In Progress, Implementation, Awaiting Approval, and Closed—facilitating clear tracking and management of document import activities.
- Stakeholder Review and Compliance Team Involvement: Compliance members evaluate citations, import documents, and maintain consistency within the regulatory library, ensuring accurate regulatory content management.
- Multiple Tasks per Alert: Several import tasks can be associated with a single regulatory alert to streamline management and improve traceability.
- Workflow Updates: Upgrading the GRC: Common Workspace Elements and GRC: Regulatory Change Management applications to version 19.0.x or later enables the new task workflow with improved state transitions.
What Customers Can Expect
- Enhanced control and visibility over the import and management of regulatory documents supporting compliance and governance.
- Efficient tracking of document ingestion processes through clearly defined task states and stakeholder approvals.
- Improved organization and traceability of regulatory content by grouping multiple import tasks under single alerts.
- A structured workflow that supports compliance teams in analyzing source documents, implementing changes, and approving tasks within the Compliance Workspace.
The Regulatory Change Management application processes external alerts that may include citation titles, citation numbers, and references to legislative or regulatory materials relevant to compliance.
Each alert record contains metadata that supports the import of the document into the regulatory library. The metadata includes citation names and other relevant reference information for proper classification and traceability.
Regulatory alerts of the source document type provide citation titles and citation numbers when received. Source documents may reference legislative or regulatory materials relevant to compliance and governance.
Unassigned source document alert records are assessed to determine applicability. If marked as applicable, a source document import task is created automatically. The import task originates from the regulatory alert record and
follows a defined workflow or life-cycle. The source document import life-cycle begins when the alert is marked applicable by a user with the sn_grc_reg_change.manager role. The import document task then appears
in the Ready to import state for stakeholder review.
Compliance team members evaluate the citation associated with the alert and determine the appropriate action. Each import task facilitates ingestion of a specific source document into the regulatory library. Compliance team members are responsible for importing the document and maintaining consistency within the regulatory library.
You can associate multiple source document import tasks with a single regulatory alert. This configuration simplifies management and improves tracking of regulatory content ingestion processes. Each task adds relevant documents to the regulatory library for comprehensive capture and organization. Grouping tasks under one alert enhances traceability throughout the regulatory change management process.
New workflow of a source document import task
- GRC: Common Workspace Elements (
sn_grc_workspace) - GRC: Regulatory Change Management (
sn_grc_reg_change)
- Ready to Import- The task has been identified and prepared for import into the system. No work has started yet.
- In Progress- The task is actively being worked on. This includes analyzing the source document and defining necessary regulatory changes.
- Implementation- Identified changes are being executed. This may involve creating related tasks such as policy updates, control modifications, or process changes.
- Awaiting Approval- All implementation activities are complete, and the task is pending review and approval from the appropriate stakeholders or compliance team.
- Closed- The task has been reviewed, approved, and all required actions are completed. No further work is needed.