Scope & Launch/Create an Assessment

This article provides instructions for creating a new assessment then scoping and launching it immediately after creation. If the assessment was already created, it's possible to scope and launch it by opening it in a view, then following the instructions starting from step 6. If an admin has enabled the option to reuse data from other assessments and you have permission to view those objects, users must review those before the assessment is launched. See the Review Objects section below for more information.

For more information on why assessments are scoped and launched, see the Scope & Launch Overview article. To learn more about the user interface of the scoping tool, see the Scope & Launch User Interface article.

The names of the forms, triggers, objects, etc. in the steps and screenshots below will vary depending on your organization's current configuration.

To scope and launch an assessment:

  1. Navigate to the application and activity where the Create Assessment action is saved.
  2. Click the action button to open the assessment form.
    An assessment action. Clicking the button will open the assessment form.
  3. Enter a name for the assessment in the [Assessment] Name field.
  4. Complete one or all of the dimension fields.
    A form to create a new assessment.
    The assessment dimension fields are marked as required, however, you are only required to complete one dimension field before you can create the assessment. Note, however, that any selections made in the dimension fields on this form cannot be undone once the assessment is saved.
  5. Click the Create trigger to display the assessment review form.
    An assessment review form.
  6. Click the Open Assessment Scoping action button (Add Processes and Risks in the screenshot above) to launch the scoping tool, which will display a list of focus objects that can be added to the assessment.
  7. If needed, refine which objects are displayed by using one or more of the following default filters in the Filters pane to the left:
    • Name: Filters which objects are displayed based on their Name property. When entering keywords in this field, press Enter on your keyboard to apply the filter.
    • By Assessment Type: Filters results by object type or assessment type. For example, in the screenshot below, selecting R&C Self Assessment in the By Assessment Type filter will only display objects with instances (assessment objects) that were created through the R&C Self Assessment type. Selecting the Library option in this filter will hide any instances. If no instances exist for the object, the Assessments section will be hidden automatically.
    • By Dimension: Filters which instances are displayed in the Assessments section by object type dimension. Once one or more options are selected in the By Dimension filter, additional filters are displayed to allow you to further narrow down the results. For example, in the screenshot below, selecting the Time Period and Business Unit object type dimensions displays additional filter options, where you can select specific objects (in this case 2018 - Q4 and Toronto). If no instances exist for the object, the Assessments section will be hidden. 
      Applying By Assessment Type and By Dimension filters to narrow down the results.
    • By Description/Unique ID: Filters objects and instances by their Description and Unique ID properties.
    • By State: Filters objects and instances by workflow state, including states from other assessment workflows.
    • Other: Additional filters based on plain text fields, select lists, and multi-select lists added to the focus object type in the assessment. When entering keywords in a text field filter, press Enter on your keyboard to apply the filter.
  8. To remove any unneeded filters, click the beside the filter in the Filters applied section.
    Removing unneeded filters in the Filters applied section.
  9. Add to Scope beside an object to add it to the assessment.
  10. To add an instance to the assessment, click the Assessments link below an object, then click Add to Scope. For more information about an instance, hover your cursor over the ellipsis beside the record.
    Clicking the Assessments link below an object will display any instances, which can then be added to the assessment.
    If an object has not been previously assessed, it will not have any instances and the Assessments link will be hidden.
  11. Remove any unneeded objects or instances by clicking Remove From Scope beside that object or instance.
  12. Click the green banner at the bottom of the page to display the assessment navigation form.
    Clicking the green banner at the bottom of the page will display a navigation form where you can review and refine the objects and instances added to the scope.
  13. Click theicons in the tree to expand the nodes in the tree and display any relationships or references to the objects added to the scope. The objects displayed in the tree are determined by the data definition selected by an administrator.
  14. Click the names of the objects in the tree to review them in a palette. You may be able to edit the content in the form, depending on your role's workflow permissions.
  15. Deselect the checkboxes beside objects you wish to remove from the scope. By default, all objects and their relationships or references are selected (added to the scope). Deselecting an object in an upper node will automatically deselect the objects in the nodes immediately below it.
    Reviewing your scope. De-selecting objects will remove them from the scope.
    Instances cannot be deselected from the navigation form. To remove instances from the scope, click the green banner at the top of the page, then click Remove From Scope beside the instances in the Assessments sections.
  16. To filter which objects are displayed in the tree, click the  icon, then select an object type in the Select object type to filter tree with dropdown menu to show the available plain text, select list, property filters available for that object type. To hide the filters, click the  icon.
    Available filters on the navigation form.
  17. Click Confirm Scope, then Yes to confirm and launch the assessment. If you created the assessment then accessed it later from a view, the form selected for that view will be displayed after clicking Yes. Otherwise, the form used to originally create the assessment will be displayed. If an admin has enabled the option to reuse data from other assessments that you have permissions to access, clicking Confirm Scope > Review Objects to review the data before the assessment is launched.

Review Objects

For more information on selecting previous assessment data, see the Link to Existing (Rely On) Assessment Data article.

  1. Click Confirm Scope to display the Review Objects page.
  2. Apply the By Name or By Unique ID filters as needed.The Review Objects page.
  3. To select which instances to rely on (reuse from a previous assessment) globally instead of selecting them individually, click Assessments in the Global Assessment Selection section to display the available objects, then select existing instances you wish to link to. Hovering your cursor over the ellipsis icon beside an instance will display additional information, including the Assessment Type, Unique ID, and Created On date.
  4. To individually select the instances to rely on, click Assessments to expand it and select the Link to Existing as needed. By default, Create New Version is selected. If you made selections in the Global Assessment section that conflict with selections made on an individual object, a notification banner will display.
  5. Click Confirm to view a summary of the objects added to the assessment from this page, including the number of linked existing objects and new versions. A summary of the objects added to the assessment from the Review Objects page.
  6. Click Confirm to launch the assessment. Once launched, additional changes cannot be made.