Goodbye, review emcee: hello automated review & workflow assignments

As companies scale their operations, risk governance naturally expands. A single launch might now trigger a privacy assessment, a vendor review, security evaluations, or AI ethics reviews. But as the number of reviews and workflows grows into the double digits, a new friction point emerges: manual coordination.

Without automated assignment, someone on your team is forced to play "emcee"—spending precious time assigning individual tasks, chasing down owners, and risking reviews slipping through the cracks.

To eliminate this ambiguity and streamline launch management, TerraTrue is introducing Automated Review Assignments and Automated Workflow Assignments. Together, these features ensure every review and sub-task is routed to the exact right person instantly, with zero manual overhead.

1. Smarter Review Assignments: Equal Distribution & Workload Controls

Clear workflow assignment starts with knowing who owns the overall review. Here's how to automate review assignments as your team grows: TerraTrue now gives review teams flexible, automated options to distribute incoming launches fairly and predictably.

• Intelligent Round-Robin Routing: In addition to assigning reviews based on product ownership, review teams can now enable round-robin routing. If a launch doesn't have a specific product default, TerraTrue automatically assigns it to the next available team member.
• "Taking Reviews" Availability Toggles: Team members can toggle their status between Taking Reviews and Unavailable directly in their user profile. When someone is on vacation or managing a fractional workload, TerraTrue automatically bypasses them during round-robin selection.
• Built-in Timing Protection: To prevent notification noise, automated assignments respect custom action rules before dispatching assignment alerts.

2. Granular Workflow Assignments: Right Task, Right Person

Once a launch is created, underlying workflows need distinct owners. Whether it's an intake form completed by the launch creator or a complex risk worksheet owned by a subject matter expert, TerraTrue automates workflow assignments at the builder level.

To assign each workflow to the right owner automatically, workflow managers can configure rules for each workflow based on three distinct assignment types:

• Launch Creators: Intake workflows (such as Data Specs) can automatically assign to the team member who initiated the launch as soon as it is created.
• Review Team Members: Specialized worksheets (such as Privacy Worksheets or DPIAs) automatically bind to the assigned launch reviewer the moment they are designated.
• Subject Matter Experts (SMEs): Workflows requiring niche assessments—such as specialized risk or security evaluations—can round-robin across a pre-selected pool of subject matter experts who aren't primary members of the review team.

3. Dynamic Re-Assignment & Frictionless Maintenance

In fast-moving organizations, ownership changes happen. TerraTrue ensures that workflow tracking adapts seamlessly without requiring manual updates. Here's how automatic reassignment works when a reviewer changes mid-launch.

• Automatic Re-Assignment: If a launch reviewer is updated mid-stream, all open, uncompleted workflows associated with that review team automatically re-assign to the new owner.
• Consolidated Notifications: Instead of spamming users with a notification for every individual task assigned in a launch, TerraTrue batches updates into single, consolidated alerts.
• Complete Audit Trails: Every automated or manual assignment leaves a clear audit trail on the launch, detailing exactly how and why an assignment occurred.

Streamline Your Launch Reviews Today

By removing manual coordination from the review process, your team can focus on what actually matters: evaluating risk and accelerating launches.

Ready to bring clarity and automation to your review process? Log into TerraTrue to configure your review team settings and workflow assignment rules, or reach out to your account manager for a guided walkthrough.
New to TerraTrue? Request a demo.

Frequently Asked Questions

What Is an Automated Review Assignment?

Automated review assignment routes each incoming launch to the right reviewer without anyone manually deciding who owns it. TerraTrue assigns reviews based on product ownership rules first, then falls back to round-robin routing so no launch sits unassigned.

What Is Round-Robin Routing for Risk Reviews?

Round-robin routing distributes incoming launches evenly across a review team by assigning each new one to the next available member. In TerraTrue, it kicks in when a launch has no product default, and it automatically skips anyone marked Unavailable.

Can Workflows Be Assigned to People Outside the Review Team?

Yes. Subject matter expert workflows can round-robin across a pre-selected pool of specialists who aren't primary review team members. This is useful for niche assessments like specialized security or AI risk evaluations that need a particular expert.

What Happens to Open Workflows If a Reviewer Changes?

All open, uncompleted workflows tied to that review automatically transfer to the new reviewer. Nothing needs to be reassigned by hand, and every change is recorded in the launch's audit trail.

How Do You Avoid Notification Overload With Automated Assignments?

TerraTrue batches all task assignments for a launch into a single consolidated alert per user instead of sending one notification per task. Assignments also respect custom action rules before dispatching, so alerts only go out when they should.