Create and Configure AEC Automations

Automated Evidence Collection (AEC) is now available to all Controls Compliance Premium customers. Ask your LogicGate Account Team to learn how this new capability can help your teams automate tedious tasks and stay audit-ready.

This article will help you create and configure automations once your super user has enabled AEC for your environment and set up AEC in the Workflow.

Pre-requisite:

We recommend set up AEC automations within the Control Workflow, with the generated evidence records stored in a separate Control Evaluation Workflow or Evidence Workflow. Set up many to many or one to many relationships between Control Workflow and Control Evaluation/Evidence Workflow. See 

By following this setup, every time the AEC automation runs, it will:

1. Create a new Evidence Record in the specified Control Evaluation or Evidence Workflow.
2. Link the new Evidence Record to the corresponding Control Record.
3. Attach the Evidence File directly to the newly created Evidence Record.

This structure ensures a seamless connection between your control processes and the supporting evidence, enabling more efficient tracking and management. For more information about enabling AEC in Workflow, please see this article.

End User AEC Automation Configurations Demo

Risk Cloud'sAutomated Evidence Collection solution enables you to set up automations to collect evidence from various sources.

Creating New AEC Automation

Once AEC is enabled and added to a Workflow Step, the following Evidence Collection Automations subsection will appear on all Records in that Step for end users to set up automations.

Click Create New Automation button will allow you to configure AEC automations in a modal.

Configuring New Evidence Automation Modal

Step 1: Evidence

The first tab will allow you to name the automation and select the source of the evidence file.

• Please note: Only the Evidence Sources that are enabled and configured by your Super Users will be listed in the dropdown menu. More details on how to set up new Evidence Sources for AEC, please refer to this help article.

Step 2: Automation Setup 

The second tab is where you will configure automation details for where evidence records should be created and when. You can define the collection cadence based on your audit needs -- one time only, or recurring basis from Yearly to Daily.

Step 3: Review

The final tab will display a visual readout/summary of the information entered for you to review.

Configurations Details for Different Evidence Sources

When configuring automations for evidence collection, each evidence source will require its own form of validation. Here are more details about the sources currently supported:

Google Drive

Download, convert to PDF, and attach Google Drive files to Risk Cloud as evidence files. Configure automations for Google Drive:

• In Tab 1, after agreeing to the two outlined terms and checking the boxes (see image above), select a Google Drive file and bring up Google's authentication modal.

• Please Note: for Google Drive to show in the list of sources for AEC, it will need to be enabled via the Admin>Integrations page within Risk Cloud (see image below).

• Select a file from Google Drive that will appear on the configuration modal in Risk Cloud once authenticated via Google.  

Risk Cloud

Pull data from any Table Report in Risk Cloud (e.g., Risks, Assets, Incidents, etc.), save it as a CSV, and store it as evidence. Configure automations in Risk Cloud:

• If you choose Risk Cloud as your evidence source, any Table Report can be used as evidence. Select the application and Table report you wish to use, and it will be automatically converted to a CSV and added to a Record as evidence.

Manual Upload

Automatically create and link new Records to the parent Record (i.e., link evidence request to control).

Custom Endpoint

Configure Risk Cloud to request a file from any third-party system endpoint set up to send a file. For more information, view Pull Evidence from Any Source Using a Custom Endpoint.

Re-configuring Existing AEC Automations

Once the AEC Automation is added, it will display in the Evidence Collection Automations Subsection on the Record. Users can perform the following actions to the existing AEC Automations (based on that user's permissions):

• Edit: Make changes to this AEC Automation configurations
• Run now: Run ad-hoc AEC Automation to get most up to date evidence or test if the AEC Automation works based on your configurations.
• Disable: Disable the automation/stop it from running without deleting the AEC Automation.
• Delete: Delete the AEC Automation entirely.

Collection History

After any automation runs, its history becomes available in the related subsection by clicking the Collection History tab. This tab contains the following information:

• Date Collected: When the evidence was collected.
• Source: The source from where the evidence was collection.
• Details: Detailed explanation of Automation Status.
• Status: Whether the evidence collection automation succeeded or failed.
• Linked Record: A link to the Record that was created from the automation.

 

AEC Failure Notifications

It's important to be on top of when an AEC automation has failed so you don't fall behind on your audits. AEC automations most frequently fail if the authentication details for the Evidence Sources are no longer valid, or if the user who set up the Evidence Source or Evidence Automation no longer has access to the file being pulled from the source system. Failure notifications help you stay on top of these issues.

 

The Automation Creator (individual who created the automation) will receive a notification once a week, detailing all failures that occurred in the past week. They can configure the day and time of week time they receive this notification via their Profile or a system administrator can configure this on their behalf. This ensures you can quickly identify and resolve issues.