Workflow
How to turn an alert into a report, matter and task
An alert creates value only when it reaches a decision. The workflow should preserve the original publication, capture analysis once and reuse it when reporting, opening a matter or assigning an action.
Triage: complete and assign
On receipt, validate the source, sign, number, owner, goods or services, territory and publication date. If critical data is missing, mark the alert as incomplete rather than filling gaps by intuition.
Assign an owner and review date based on risk and urgency. Explicit ownership prevents an important alert from being visible to everyone but handled by no one.
Record a reusable decision
A concise analysis should identify similarities and differences, proximity of goods or services, relevant rights, uncertainties and a recommendation. Structured points can later populate a report without copying and pasting.
A dismissal also needs a reason. Consistent categories explain decisions, support quality review and reduce future noise without erasing what was assessed.
Create reports and matters without duplication
A report should reuse alert data and add its recipient, scope, conclusion and next steps. If a matter is opened, link it to the alert and watched right instead of creating a disconnected copy.
Version reports and distinguish imported facts from internal comments. If a source is corrected, the team should know which version supported the original decision.
Create tasks and deadlines with verifiable closure
Every action needs an owner, date, status and expected outcome. Reminders should escalate before the due date, and closure should require evidence such as a filed submission or communicated decision.
Preserve the alert–decision–report–matter–task chain. It supports timing audits, answers enquiries and shows which alerts resulted in actual action.
Official sources
Frequently asked questions
Should every alert create a matter?
No. Alerts are reviewed first; only those requiring formal monitoring or action need a matter. Dismissals should retain a reasoned decision.
Which data should not be copied manually?
Identifiers, sign, owner, source, publication, goods or services and dates should flow from the validated alert.
When can a task be closed?
When its expected outcome is complete and supporting evidence is retained, not merely when someone checks a box.