During the installation of TriLine GRC, a Service called The Monitor is installed.
The Monitor performs the following functions:
Generation and notification of new Current Tasks to specified Actioned By Positions according to each Task Schedule,
daily notification for Overdue Tasks to each Actioned By, and first time only Overdue notification to each Task ‘Escalate To’ position, or the Postions default ‘Escalate To’ position,
reminder notifications for Critical Tasks (when enabled) to specified Actioned By Positions according to each Task Schedule,
running Scheduled Reports,
rolling over Task schedules to their next cycle due date,
rolling over perennial holidays,
Contract, Obligation and/or Triage Pro housekeeping, and
the complete removal of ‘Deleted Records’ on their deletion date, and,
the removal out-of-date Logs and audit trail records that have reached the end of their retention period.
The Monitor sends successful completion email a notification (up to 4 per day) to the Monitor Notification email address. It is the responsibility of persons receiving these notification to contact support@trilinegrc.com if these notifications should ever cease.
Note: During the initial setup of TriLine GRC, the Monitor is set to Project Mode ON. While in this mode, The monitor will not generate new Tasks*** and hence not not generate any Task notification, however, tasks will still be rolled over to the next each due date in each task cycle. When a site is ready to go ‘Live’, Project Mode is turned OFF.
*** Document Module ‘Read and Certify’ tasks will still generate and notify regardless of the Project Mode setting. There is a configuration combination that can still cause Triage PRO tasks to generate, but notifications for these will still not be sent in Project Mode OFF.
Configure The Monitor
The Monitor settings are located from the main menu Maintenance | Configuration Page, ‘Monitor’ tab. Adjust these settings to determine how The Monitor operates. Then Save these setting.
The Monitor Configuration fields
The Monitor Configuration fields
ID
Field
Description
0
SMTP Server
This Field Not Shown
For Self Hosted sites, the name or IP address of the SMTP Server used to route/send emails. This is initially set by your IT department during installation.
Important: Do not change this setting unless advised to do so by your IT department.
1
Default Email
The Default Email address is the delivery email address used for any Position that does not have an email address. (The Default Email is often the same address used in the Notification Email 2.)
2
Notification Email
At the completion of each monitor process (New Tasks, Critical Tasks, Scheduled Report and Overnight processing), a notification email is sent to this email address.
The notification email is confirmation that The Monitor has run successfully and should be checked each day by the owner(s) of this email address each day to ensure your site is running smoothly.
Tip: Set up an email group (with multiple users) on your email server and set ‘Notification Email’ as the group email address.
Important: If a notification email is not received after the scheduled times, check if a log file was written (see View The Monitor Logs) and if there isn’t, contact support@trilinegrc.com ASAP and request this issue be investigated.
3
Email Signature
This is the Identifying signature that appears at the bottom of emails sent by The Monitor.
4
TriLine GRC URL
Do not change this setting. This URL address is setup by TriLine GRC. When required, it is included as a link in emails sent by The Monitor. This allows users to click the link in the email and open TriLine GRC.
The time must be set between midnight and the start of business hours. (e.g. For 5 am—or 0500—set the number ‘5’.)
6
Critical Task Check
The hour (in 24 hour-time) that The Monitor will send out additional reminder notifications for Critical Tasks. To turn this feature on, see the Task Section Settings ) item 5. See the Glossary entry Critical Task for more information.
The time must be set between the end of business hours and midnight. (e.g. For 11 pm—or 2300—set the number ‘23’.) When the Obligations Module is installed, this is required to be set to 23:00 for optimal processing.
8
Overdue Days
By default, Overdue emails are sent on the Due Date. You can overwrite the default setting and increase the number of days before Overdue emails are sent.
9
Escalation Days
By default, ‘Escalate To’ emails are sent the day a scheduled task becomes overdue (on the Due Date). You can overwrite the default setting and increase the number of days before ‘Escalate To’ emails are sent.
10
Scheduled Reports
The hour (in 24 hour-time) that The Monitor will run Schedule Reports scheduled for this day.
11
Email content format
When enabled, the format of emails is reversed so that the Task Description (e.g. Process Control or Risk Treatment) appears before the details of the Parent Record (e.g. Compliance Process or Risk).
12
TriLine GRC Support switches
Only change these switches under instruction from TriLine GRC Support.
The Monitor processing schedule
The Monitor automatically does these processes at the scheduled time each day:
The time of the each Process is set in the Configuration Page ‘Monitor’ tab. See Setting up The Monitor for more information.
Notification emails
At the completion of each Process, a notification email is sent to the ‘Notification’ email address set in the Configuration Page ‘Monitor’ tab.
Receipt of a notification email is confirmation that The Monitor has run successfully.
Note:
If a notification email is not received, check to see if a log file has been written (see The Monitor logs). Then contact support@trilinegrc.com ASAP and request this issue be investigated.
When restart, the Monitor will automatically recover and process any dates where the Monitor did not run.
New Tasks processing
The following occurs when The Monitor executes New Tasks processing:
The Monitor selects all Records where:
the Reminder Date is older than, or equal to, the current date,
the Record is ‘Active’, and
no notification has already been sent.
The Monitor creates a new Task, which is displayed on the ‘Actioned By’ Position’s ‘My Tasks’ Page (Current Tasks List).
The Monitor sends a notification email to the ‘Actioned By’ Position(s).
Critical Tasks processing
Note: The Monitor only processes Critical Tasks where ‘Critical Tasks’ has been enabled in the Configuration settings.
Every day, at the configured time, the Monitor finds all uncompleted Current Tasks; for each of these Current Tasks that are Due today and are flagged critical, the Monitor sends an additional reminder notification to Actioned By Positions of those tasks.
Administrators must enable ‘Use Critical Tasks’ in the Configuration page ‘General’ tab before this feature can be used.
Scheduled Reports processing
The following occurs when The Monitor executes Scheduled Reports processing:
The Monitor selects all Scheduled Reports Records where the Due Date is older than, or equal to, the current date,
The Monitor creates these Reports and sends a copy as an email attachment to the specified email addresses.
Rolls over the Scheduled Reports due dates to the next cyclic due date.
Overnight processing
When The Monitor executes Overnight Processing, The Monitor:
selects all Task Records where the Due Date is older than, or equal to, the current date,
adds the Task to the ‘Escalate To’ Position’s ‘My Tasks’ List (if applicable) where the current date is the first overdue day,
sends a notification email to the user (and a cc: email to the ‘Escalate To’ Position, if applicable),
selects all Activity Records (e.g. Process Control) where the Cycle Date is older than, or equal to, the current date,
rolls the Cycle Date, Due Date and Reminder Date forward to the next cycle in the future,
Note: If the Cycle date or initial Reminder date falls on a weekend or holiday (based on settings in the ‘Holidays’ configuration page) then the Due Date and Reminder Date will change to the previous working day.
deletes any Monitor Logs and Audit Records that are older than the data retention settings in the Configuration Page ‘Maintenance’ tab,
starts and ends Task Temporary Reallocation based on the dates in each Reallocation setting,
deletes module records that are due for deletion on or before today’s date, and
rolls over perennial holidays.
if the Obligation module is installed, loads new Obligation updates from LexisNexis.
Does other housekeeping as required per modules installed.
Important: Do not change this setting unless advised to do so by your IT department.