Task Automation
Automate routine steps, reminders and escalations
Automate repetitive compliance work — task creation, reminders, escalations and routing — driven by configurable rules, so teams spend time on judgement rather than administration while nothing falls through the cracks. A compliance programme runs on a thousand small, predictable steps: raise the review, chase the evidence, reassign the queue, escalate the overdue item. Done by hand they consume the time meant for actual analysis, and the moment someone is busy or absent, one of them is quietly missed. OnyxOne Task Automation turns those recurring steps into rules the platform runs itself, so the routine happens reliably and people are freed for the work only they can do.
How it works, visually
The layered platform architecture — this module operates across ingestion, the engines and the audit trail.
The problems this module solves
The operational realities that make this hard for compliance and risk teams today.
Routine steps eat the time meant for judgement
Skilled analysts spend their day creating tasks, sending reminders and reassigning work — administration that must happen but adds no insight. The capacity a firm pays for its expertise is consumed by clerical steps a rule could handle.
Things fall through the cracks when people are busy
A periodic review that nobody scheduled, a reminder that never went out, an overdue item nobody escalated — each depends on a person remembering at the right moment. When the team is stretched, the forgotten step is exactly the one a regulator later asks about.
Work isn't handed off consistently
Routing depends on who knows to pass what to whom. When an owner is on leave or a queue backs up, work sits with the wrong person or no one at all, because the hand-off lives in people's heads rather than in a rule.
Recurring obligations are tracked by hand
Periodic reviews, attestations and checks recur on fixed cycles, but scheduling them relies on someone maintaining a spreadsheet of dates. A missed cycle isn't noticed until the gap shows up in an audit.
Escalation happens too late or not at all
An overdue item only escalates when someone happens to look at the queue. Without automatic escalation, problems age silently and reach management as a breach rather than as an early warning that could have been acted on.
How OnyxOne addresses it
Rules do the routine, people do the judgement
Recurring steps — creating tasks, sending reminders, routing and escalating — are defined once as rules the platform runs itself. The clerical load lifts off the team, and the capacity a firm pays for its expertise goes to analysis instead of administration.
Nothing depends on someone remembering
Scheduled reviews are raised, reminders are sent and overdue items are escalated automatically on defined triggers. The steps that used to depend on a person remembering at the right moment now happen reliably whether the team is quiet or stretched.
Consistent, rule-based hand-off
Work is routed by rule to the right owner or queue by type, risk, workload or availability, and reassigned automatically when an owner is unavailable. Hand-off lives in the platform rather than in people's heads, so work reaches someone every time.
Recurring obligations scheduled automatically
Periodic reviews, attestations and checks are scheduled on their cycles and generated when due, so a recurring obligation never depends on someone maintaining a list of dates. The cycle runs itself and its completion is recorded.
Early escalation, not late discovery
Items approaching or exceeding their deadlines escalate automatically to the right role, so a problem surfaces as an early warning to be acted on rather than as a breach discovered after the fact.
What's in the module
Turn on what you need and add more as your programme scales.
Rule-based task creation
Generate tasks automatically when a defined trigger or condition occurs, so routine steps happen without being raised by hand.
Scheduled & recurring tasks
Schedule periodic reviews, attestations and checks on their cycles and generate them automatically when due.
Automated reminders
Send reminders on a configurable cadence as a task approaches its deadline, so owners are prompted before they slip.
Escalation rules
Escalate items that approach or exceed their deadlines to a nominated role automatically, surfacing problems early.
Routing & assignment
Route work to the right owner or queue by type, risk, workload or availability, and reassign when an owner is unavailable.
Load balancing
Distribute work across a team to keep queues even, so no one is overwhelmed while others sit idle.
Conditional workflows
Chain steps that fire only when defined conditions are met, so automation follows the shape of the actual process.
SLA tracking
Track tasks against target times and surface at-risk and overdue work before it becomes a breach.
Rule library & templates
Build reusable automation rules and task templates so common processes are set up once and applied everywhere.
Immutable activity trail
Write every automated action — created, reminded, routed, escalated — to an append-only audit record.
The views your team works from
Purpose-built dashboards and views, each answering a question a specific role needs to act on.
A representative layout of the KPI tiles and charts these dashboards present. Figures shown are illustrative examples, not real data.
Task overview
All open tasks by type, owner and queue, with ageing and status, so the whole workload is visible in one place.
SLA & overdue monitor
Tasks against their target times, surfacing at-risk and overdue work before it becomes a breach.
Queue balance
How work is distributed across the team, highlighting queues that are backing up or owners who are overloaded.
Recurring-obligation calendar
Periodic reviews, attestations and checks on a timeline by due date, showing what recurs and when.
Automation activity
What the rules have done — created, reminded, routed, escalated — assembled as an audit-ready record.
What the platform automates
Rules, workflows, alerts and scheduling that run the routine so your team works the exceptions.
Triggered task creation
A defined event or condition generates the appropriate task automatically, without anyone raising it by hand.
Recurring scheduling
Periodic reviews, attestations and checks are generated on their cycles automatically when they fall due.
Deadline reminders
Owners are reminded on a configurable cadence as a task approaches its deadline, before it slips.
Automatic escalation
Items approaching or exceeding their deadline escalate to a nominated role automatically, surfacing problems early.
Routing & reassignment
Work is routed to the right owner or queue by rule and reassigned automatically when an owner is unavailable.
Where AI helps the analyst
Assistive, decision-support features that speed up the work on the record. Suggestions are always reviewable, and a person stays in control of every decision.
Rule suggestion
Suggests candidate automation rules from repetitive patterns it observes in the work, which a person reviews and configures before anything runs.
Priority assistance
Proposes an order for a busy queue based on risk and deadline, leaving the owner to accept or override how work is prioritised.
Workload summarisation
Drafts a plain-language summary of what is due, at risk or overdue for a team, for a manager to read and act on.
The enterprise workflow
A defined, end-to-end process with clear ownership at every stage.
Every result, decision and override is captured against the record it belongs to.
Define the rules
Recurring steps are captured as rules — triggers, conditions, schedules, routing and escalation — for each process the firm wants to automate.
Trigger on events
A defined event or condition — a date reached, a status change, a threshold crossed — triggers the rule without anyone raising the step by hand.
Create & route
The platform generates the task and routes it to the right owner or queue by type, risk, workload or availability.
Remind & track
Owners are reminded as deadlines approach, and each task is tracked against its target time.
Escalate if at risk
Items approaching or exceeding their deadline escalate automatically to the right role, so problems surface early.
Record & refine
Every automated action is recorded, and the rules are tuned over time as the firm sees where automation helps most.
What your team gains
Time back for judgement
Automating the routine lifts the clerical load off skilled analysts, so the capacity a firm pays for its expertise goes to analysis rather than administration.
Nothing quietly missed
Scheduled tasks, automatic reminders and escalations mean the steps that used to depend on someone remembering now happen whether the team is quiet or stretched.
Work reaches the right owner
Rule-based routing and load balancing hand work off consistently, so it never sits with the wrong person or no one at all.
Warnings, not breaches
Automatic escalation surfaces an ageing item as an early warning to act on, rather than as a breach discovered after the deadline has passed.
Consistent processes
Reusable rules and templates mean a process is set up once and runs the same way everywhere, instead of depending on each person's habits.
A complete activity trail
Every automated action is recorded, so the firm can show that routine controls ran on schedule rather than asserting that they did.
Industries it serves
Works with your existing systems
Described as capabilities — OnyxOne connects to the systems your deployment requires, configured per implementation.
- Drives task creation, reminders, routing and escalation across cases, monitoring, controls, policies and due diligence
- Hands decisions that need sign-off to the shared approval engine and acts on the outcome automatically
- Sends task notifications, reminders and escalations through your existing email and messaging channels
- Aligns recurring reviews and deadlines with your existing calendar and scheduling systems
- Uses roles, teams and availability from your existing directory to route and reassign work correctly
Security, compliance & reporting
Security & data handling
- Automation rules, tasks and their activity are encrypted in transit and at rest, with access governed by role-based permissions.
- Rules that route or escalate work respect the underlying access controls, so a task is never surfaced to someone without the right to see it.
- Who can create, edit or disable automation rules is itself permission-controlled, so the automation cannot be changed without authority.
- Automated actions are attributed and time-stamped, so it is always clear that a step was performed by a rule and which rule it was.
- Every automated action — created, reminded, routed, escalated, reassigned — is written to an append-only audit trail.
- Retention of task and automation records is configurable to your regulatory obligations.
Compliance support
- Supports the reliable, scheduled operation of periodic reviews, attestations and checks
- Evidences that routine controls ran on time rather than being asserted to have run
- Underpins SLA and timeliness expectations across compliance operations
- Reduces the operational-risk exposure of manual, memory-dependent process steps
- Supplies a dated audit trail of every automated action for examination
Reports & exports
- Task-status reports by type, owner and queue with ageing
- Overdue and at-risk task reports against SLAs
- Recurring-obligation completion reports by cycle
- Escalation and reassignment activity reports
- Workload and queue-balance reports across teams
- Automation activity audit-trail reports
How to get the most from it
Automate the predictable, not the judgement
Target the recurring, rule-shaped steps — creation, reminders, routing, escalation — and leave the analysis to people. Automating a decision that needs judgement moves risk rather than removing it.
Anchor recurring tasks to real cycles
Schedule periodic reviews and attestations on their actual regulatory or policy cycles. A recurring obligation tracked by a hand-maintained list is a gap waiting to happen.
Escalate early, to a real owner
Set escalation to fire before a deadline passes and route it to a role that can act. Escalation that arrives after the breach, or to no one in particular, changes nothing.
Review the rules as the programme changes
Revisit automation rules periodically so they still match how the process actually works. A rule that silently no longer fits does harm precisely because everyone trusts it runs.
Questions, answered
What kinds of work can be automated?
The recurring, predictable steps of a compliance programme — creating tasks when a trigger occurs, scheduling periodic reviews and attestations, sending reminders, routing and reassigning work, and escalating overdue items. The judgement itself stays with people; automation handles the administration around it.
How does routing decide who gets a task?
Configurable rules route work by type, risk, workload or availability, using roles and teams from your existing directory, and reassign automatically when an owner is unavailable. Hand-off lives in the platform rather than in people's heads, so work reaches someone every time.
How does escalation prevent things being missed?
Tasks are tracked against target times, and items approaching or exceeding their deadline escalate automatically to a nominated role. A problem surfaces as an early warning to be acted on rather than as a breach discovered after the deadline has passed.
Can automation itself be changed without control?
No. Who can create, edit or disable automation rules is permission-controlled, and every automated action is attributed, time-stamped and written to an append-only audit trail. The automation is governed as tightly as the work it drives.
Does automating tasks risk removing human oversight?
Automation handles the routine steps, not the decisions. Anything that needs judgement is raised for a person, and decisions that need sign-off are handed to the approval engine. The aim is to free people for the work only they can do, not to take the judgement out of it.
Related modules
See Task Automation in your programme
Book a walkthrough and we'll show how this module fits your policy, workflows and obligations — then scope an implementation.