Work an obligation to Done: steps, records and evidence
Step by step: open an obligation, build its supporting record, attach evidence, choose a reviewer and request review — and what the reviewer does to take it to Done.
By the end one obligation will read Done: its supporting record filled in, evidence attached, and a reviewer's approval on file.
Before you start
- Permissions: to do the work, Work on obligations: status, notes, records and new tasks, Add, link and date evidence and Send obligations for review. The reviewer needs Approve obligations and take them off review. The built-in Org admin, Compliance manager, Compliance officer and System owner roles hold all four unless an Org admin has narrowed them.
- A second person. Nobody approves their own review request, so you need a colleague whose role can approve obligations.
- Have ready: the document, export, screenshot or link that shows the duty is met in practice. A ticked box on its own is not evidence.
Steps
- In the rail, under Position, open Obligations. Switch to My work to see what is assigned to you, then click the obligation's row. The system's Obligations tab opens the same record.
- Check the owner and the date; Edit owner & target changes them. Then press Open guided assessment. Where the obligation has its own editor, such as the Annex IV technical documentation or the FRIA, the button takes you there instead.
- Under Build the supporting record, answer the obligation's questions and tick its checklist items. Your answers save as you go, and the heading counts the steps confirmed.
- Under Supporting evidence attached, press Attach evidence, choose Upload file, Add URL or Add note, and press Add evidence. To reuse a record you already hold, press Pick from library.
- Under Accountable reviewer confirmed, choose a Reviewer.
- Press Request review. The obligation moves to In review and waits for the reviewer.
- The reviewer opens the same page, checks the steps and the evidence, and presses Approve: the obligation is Done. Or they press Request changes, answer What needs to change? and press Send back, and it returns to In progress with their reason.
If your own role can approve obligations, Complete as approver finishes it without a second review. Not applicable scopes it out instead, and keeps it on the record.
What you have now
An obligation at Done on the Obligations register and on its system, with the supporting record, the evidence, who asked for review and who approved it kept with it. If the facts behind it change, Reopen it.
If something goes wrong
- Request review stays greyed out. The footer says what is missing after Still needed: — required answers, checklist items or evidence — or asks you to choose a reviewer first.
- There is no reviewer to choose. Nobody else's role holds Approve obligations and take them off review. Ask an Org admin to give a colleague a role holding it, under Organisation → Members & roles.
- "Your role cannot submit obligations for review". Your role lacks Send obligations for review; an Org admin can add it.
- You cannot approve a request. You asked for that review yourself, so another approver decides it. You can Withdraw request instead.
Related
Still stuck? Open a support request in your workspace, and a person will answer there and by email.