Collaboration and workflow frequently asked questions

Workflow Management must be enabled when the Assessment is created. It is on by default but can be turned off during the Workflow & Data Settings step of the new Assessment setup. If it was disabled, workflow fields — including Review Status, Assignees, Approver, and Due Date — will not appear on any domain in that Assessment. Workflow can be enabled retroactively on an existing Assessment by the Assessment Owner

Only users with the Assessment Owner role or Admin role can assign Primary Assignees, Secondary Assignees, and Approvers to domains. Contributors and Viewers cannot make workflow assignments.

Users must be set up in your organization's SSO and provisioned as authorized users in Prudentia to appear in the assignee and approver dropdowns. They must also be added as a team member to a specific Assessment. If someone is missing, contact your Workspace Admin to verify their account status, or reach out to your Prudentia Customer Success Manager.

• Primary Assignee is the team member responsible for reviewing the domain findings, risk levels, evidence, and impacted parameters. Their review is the first step before the domain moves to the Approver.
• Secondary Assignee is an optional additional reviewer, typically a subject matter expert contributing supporting analysis. Their input is not required to progress the workflow.
• Approver is the team member who provides the first-stage sign-off. Once they approve, the domain escalates to the Assessment Owner for final approval.

The Assessment Owner always provides the final sign-off.

Yes. If the Assessment Owner is also assigned as the Approver on a domain, they will action both stages of the approval. In practice, most teams assign a domain-specific expert as the Approver and keep the Assessment Owner as the final sign-off.

The Approve and Reject buttons are only visible to the user whose action is required at each stage. If you are neither the Approver nor the Assessment Owner for that domain, the buttons will not appear, even if the domain is actively awaiting action. Check with your Assessment Owner if you believe a domain is stuck awaiting approval.

Either the Approver or the Assessment Owner can reject a domain. When rejected, the domain is returned for further review and the Primary Assignee is notified by email. The domain status reverts and the Primary Assignee should re-examine the findings, risk levels, or impacted parameters before resubmitting for approval.

• Check your spam or junk folder: notifications come from a Prudentia Sciences email address and may be filtered by some corporate email systems.
• Confirm with your Assessment Owner that you have been correctly assigned to the domain in question.
• Confirm that your email address in Prudentia matches the one you are checking. If there is a discrepancy, contact your Workspace Admin to update your user profile.