Who is this article for?

Full Users who want guidance on editing the due dates for an action assignment.

Full User Type is required. Only a Full User with the Update Access Rights can edit an action.

In Assurance, we understand that action due dates may need to be adjusted to accommodate changes in timelines or unforeseen circumstances. It is important to understand what happens when updating due dates to avoid unintended system consequences. This article covers four main scenarios for updating task due dates: before the due date, after the due date, for repeating actions, and for non-repeating actions.

Assurance is a governance, risk and compliance (GRC) tool. We do not recommend changing the due date to actions, if at all possible. Changing due dates can often lead to user confusion and misalignment in reporting. Properly closing off tasks and creating new ones ensures transparency and accountability, which are crucial in a GRC environment. Learn more on best practices for managing due date changes

1. Updating non-repeating action due dates

1.1. Updating non-repeating action due date before it is due

It is generally fine to update a non-repeating action due date before it is due. However, we advise updating due dates well in advance to avoid last-minute changes.

Inform team members of the new due date to ensure everyone is aligned as Assurance does not notify the person responsible of changes to due date.

1.2. Updating non-repeating action due date after it is due

We do not advise making updates to a non-repeating action due date after it becomes due. It may lead to user confusion, misalignment in reporting and unintended system consequences.

Instead, we suggest creating a new task with the updated due date. Refer to best practices for managing due date changes below.

2. Updating repeating action due dates

2.1. Updating repeating action due date before it is due

There is no editable due date field at the task results level. Changing the due date at the task level does not update the due dates of already generated repeats, even before it is due. Instead, it creates a new series with the updated due date, which is not the intended outcome.

We do not advise making updates to a repeating action due date before it becomes due. It may lead to user confusion, misalignment in reporting and unintended system consequences.

Instead, we suggest creating a new repeating task with the updated due date. Refer to best practices for managing due date changes below.

2.2. Updating repeating action due date after it is due

There is no editable due date field at the task results level. Changing the due date at the task level does not update the due dates of already generated repeats, after it is due. Instead, it creates a new series with the updated due date, which is not the intended outcome.

We do not advise making updates to a repeating action due date after it becomes due. It may lead to user confusion, misalignment in reporting and unintended system consequences.

Instead, we suggest creating a new repeating task with the updated due date. Refer to best practices for managing due date changes below.

3. Best practices for managing due date changes

If you need to update the due date, consider creating a new action instead:

1. Non-repeating actions: Mark the original task result as "Cannot Complete" or similar and provide reasons in the comments to maintain accurate reporting. Then, create a new task with the updated due date.
2. Repeating actions: Edit the repeat frequency to include an end date for the current series. Mark the final task result as "Cannot Complete" or similar and provide reasons in the comments to maintain accurate reporting. Then, create a new repeating task with the updated due date.

4. How to update non-repeating action due date before it is due

We do not advise making updates to any actions after it becomes due. Nor do we advise making changes to the due date of repeating actions. Follow the steps below to update a non-repeating action before it is due.

1. Select Actions from the navigation menu, then select Actions in the dropdown menu.

2. Locate the Action that you want to update.

3. Select the three dots next to the Action, then select View Assignment in the dropdown menu.

4. Select Edit in the top left. This will take you to the Edit Task Assignment screen.

5. Select the date field beneath Due Date and select a new date from the dropdown calendar.

6. Select Update to save these changes.

5. Appendix: Examples of duplicated due dates

As explained in this article, when updating the due date of an action assignment, the old and the new due date will both appear in the Task Results List. Changing the due date of an action assignment can also cause the completion status of an assignment to change. See the below example of repeated and not repeated action assignments.

Example 1

Assignment Key: GENE-95-1

Completion Status Prior to Due Date Change: In progress

Repeats: Monthly

Assignment GENE-95-1 was previously scheduled for 10/08/2023 and scheduled to be repeated every month on the 10th. The due date was then changed to 20/08/2023 and scheduled to be repeated every month on the 20th. The image below shows that instead of replacing the old due date with the new due date. The assignment has instead been duplicated and now both the old and new due dates are listed. As this assignment is repeated every month the amendment of the due date has also been duplicated for each month.

The old due date 10/08/23 is still showing the completion status as: In progress (the same as prior to the date change), meaning that the progress of the person responsible has not been lost. See example below:

Example 2

Assignment Key: GENE-95-3

Completion Status Prior to Due Date Change: Completed/Compliant

Repeats: Monthly

Assignment GENE-95-3 was previously scheduled for 10/08/2023 and scheduled to be repeated every month on the 10th. The due date was then changed to 20/08/2023 and scheduled to be repeated every month on the 20th   The image below shows that instead of replacing the old due date with the new due date. The assignment has instead been duplicated and now both the old and new due dates are listed. As this assignment is repeated every month the amendment of the due date has also been duplicated for each month.

The old due date 10/08/23 is still showing the completion status as: Compliant (the same as prior to the date change) meaning that the person responsible progress has not been lost.

Example 3

Assignment Key: GENE-95-2

Completion Status Prior to Due Date Change:  In progress

Repeats: Does Not Repeat

This assignment GENE-95-2 was previously scheduled for 10/08/2023 with no repeats. The due date was then changed to 20/08/2023 with no repeats.

There is no completion status visible for the old due date 10/08/23, as opposed to examples 1 and 2 which show two status dots, one showing the status of the old due date and the latter showing the status of the new due date. This assignment does not show a status dot for the old due date. This means that the person responsible will have to start the assignment again regardless of the fact that they were in progress. This was caused by the date change.

Example 4

Assignment Key: GENE-95-4

Completion Status Prior to Due Date Change: Completed/Compliant

Repeats: Does Not Repeat

There is no completion status visible for the old due date 10/08/23, as opposed to examples 1 and 2 which show two status dots, one showing the status of the old due date and the latter showing the status of the new due date. This assignment does not show a status dot for the old due date. This means that the person responsible will have to start the assignment again regardless of the fact that they were in progress. This was caused by the date change.