Before
A coordinator had to look up each team’s open task, copy in new gap findings, adjust its priority and status details, and link related records. When the last gap cleared, someone also had to locate the task and prepare its closure update.
How it works
- Receive the team’s latest coverage gaps, affected assets, severity summary, due date, and closure status.
- Find the team’s active task by its correlation key, then update it or decide whether a new task is required.
- Create and link remediation records when gaps remain, or close the existing task when all gaps have cleared.
Workflow details
- Receive coverage status: The workflow receives a structured request for one team, including its correlation key, current gap records, affected configuration items, closure status, and task details such as severity counts, priority, oldest due date, controls, and work notes describing changes since the previous review.
- Check for an existing task: It searches for an active remediation task matching the team’s correlation key, ensuring that each team has no more than one open task for its current coverage work.
- Update or create the task: When an open task exists, the workflow updates its priority, counts, description, and work notes, and links the relevant gap records. When no task exists and gaps remain, it creates a new task, attaches the affected configuration items, and links each gap record to the task.
- Handle cleared gaps: If the team’s remaining gaps have cleared, the workflow closes the existing task with a closure note. If there is no open task and no gaps remain, it completes without creating unnecessary work.
- Return traceable results: The process returns the task number and record identifier together with flags showing whether a task was created or closed, giving downstream coverage processes a clear handoff result.
What changed
Each coverage review now automatically reconciles one task per team, links the relevant gaps and affected assets, and updates the task with the latest remediation context. Human teams receive a maintained task for ongoing work, while cleared work is closed automatically and teams with no gaps receive no unnecessary task.
Work removed
Looking up active team tasks, copying current gap counts and priorities, updating descriptions and work notes, attaching affected configuration items, linking gap records, and preparing closure updates.
Expected outcome
One traceable open remediation task per team with fewer duplicate tickets and no recurring manual task lookup, record linking, or closure preparation.
