Compliance Operations
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      Collaborating on Assessments

      Streamline your assessment process by collaborating seamlessly with internal and external stakeholders through the Mine platform.

      Index

      1. Values of Collaborating

      2. Invite Flow

      3. Check-in/Check-out Process

      4. Revoking Access

      5. Taking Over Editing

      6. Collaborator View vs. Agent View

      7. Submitting an Assessment

      8. Viewing Assessment Status

      1. Values of Collaborating

      Collaboration enhances the efficiency of managing assessments by allowing multiple stakeholders to contribute:

      • Vendor Assessments: Engage IT, legal, and other teams to ensure vendor compliance.

      • Privacy Reviews: Work with department heads on processing activities.

      • Vendor Questionnaires: Streamline vendor onboarding with external stakeholders.

      • AI Governance: Align compliance, IT, and development teams to maintain AI standards.

      Collaborators can make real-time changes, ensuring all updates are visible to everyone involved.

      2. Invite Flow

      1. Initiate Collaboration:

        • Click the Share button within an assessment.

        • Enter the email addresses of the collaborators.

      2. Email Notification:

        • Collaborators receive an email with a unique access link.

      3. Access Authentication:

        • Collaborators authenticate their identity via a verification process.

      4. Active Collaboration:

        • The link allows collaborators to edit the shared assessment within defined permissions.

      5. Limitations:

        • A maximum of 10 active collaborators can be invited at any time.


      3. Check-in/Check-out Process

      • Check-in: As soon as there is one active collaborator on an assessment, both agents and collaborators must check in to start editing.

      • Check-out: Users must save and check out to release the assessment for others to edit.

      • Automatic Overrides: Agents can override a check-out if necessary, ensuring work progresses without delay.

      4. Revoking Access

      • Individual Revocation:

        • Agents can revoke access for specific collaborators.

      • Batch Revocation:

        • All collaborators can be removed at once, ending collaboration mode.

      • Effect of Revocation:

        • Revoked collaborators lose access, and their unique links become inactive.

      5. Taking Over Editing

      • Agent Authority:

        • Agents can take over editing from collaborators by overriding the check-out state.

        • Any unsaved changes by the previous editor will be discarded.

      6. Collaborator View vs. Agent View

      • Collaborators:

        • Can view and edit assessments but are restricted from:

          • Adding custom fields or values.

          • Accessing links to other systems.

          • Completing or deleting assessments.

          • Editing the questions or sections of the assessment template itself.

      • Agents:

        • Retain full control, including overriding collaborators and completing assessments.

      7. Submitting an Assessment

      1. Collaborators Submit:

        • Once ready, collaborators can submit the assessment.

        • Submission ends collaboration for all collaborators, even if there are multiple collaborators.

      2. Agent Approval:

        • Agents review and finalize the submitted assessment.

      8. Viewing Assessment Status

      • Agents can track the progress of collaborations through:

        • Assessment Itself: View real-time collaboration and changes.

        • Assessment Table: View overall collaboration statuses.

        • System Page Linked Assessments: Access specific updates and statuses.

      • Notifications ensure agents are informed of submissions or changes in real-time.