As an asset owner—or someone responsible for managing one of your organization’s assets—you’ll occasionally get emails asking you to confirm that you’re still the right person for the job or to provide an alternate owner if things have changed.
SPHEREboard’s Asset Review Module (ARM) is the tool we use to collect this feedback and keep everything up to date. Read on to see what to expect when that email lands in your inbox.
Note: If you receive an email requesting a review and forward it to a coworker because you’d like them to complete the review for you, your coworker will see your name at the top of the review page when they open the link from the forwarded email.
Step 1: Check Your Inbox
A Campaign administrator will set up a Campaign; that’s what you’ve been added to, and it’s what triggers the email you received. The email will include a link you can click to access your Campaign page to start your asset review.
Step 2: Log into SPHEREboard
Once you click on the link from your email, you’ll be taken to a login screen where you’ll have the option to enter your username and password or continue using your organization’s secure sign-in process.
Step 3: Start Your Review
After you log in, you’ll be taken to the main Asset Review Module screen. This is where you’ll do all your work reviewing and confirming ownership for the assets assigned to you.
Important: Your screens will vary from what’s shown here. SPHEREboard’s Campaign feature is highly customizable. What you see will depend on how your company’s Campaign administrator has set up. Refer to Examples of Questions You May See to get an idea of the type of questions you may see during your review.
This section is just intended to just give you an idea of what your Campaign administrator may have set up. If you have any questions while performing your review, reach out to your Campaign administrator for help.
| Callout Number | Section Name | Description |
|---|---|---|
| 1 | Campaign Details | This section includes details about the campaign including when it started, when it needs to be reviewed by and the campaign administrator. If your campaign administrator has added any additional information or links, you’ll see them here. Note, the image shown above doesn’t have any extra information added. |
| 2 | My Pending Reviews | Lists all of the assets that you need to complete your review. You can click the Accept, Deny, or Review link to start the review. You may even see the Enable Bulk Grouping slider, this only displays if your Campaign administrator has bulk reviews enabled. |
| 3 | Enable Bulk Grouping Slider |
This option enables you to expedite the review process when you have a lot of assets to review. Things to keep in mind about this option:
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| 4 | My Completed Reviews | Lists all of the asset reviews you’ve completed. |
Accept or Review Workflow
Once you click Accept or Review, a window displays with questions that starts your review. The example screen below is for demonstration purposes only. Your actual screen will vary based on what your Campaign administrator has set up.
Deny Workflow
Once you click Deny, a window displays with questions about whether the asset should be retired or kept. You’ll assign a new owner and make sure to include a reason why ownership has changed.
Step 4: View Your Completed Review (Optional)
At the main Asset Review Module page you can see whether you have any additional reviews to complete.
Need to Update Your Review?
No problem! Just use the Reset Assets button. This wipes out any responses you may have added and moves the review back to your My Pending Reviews section enabling you to perform the review again.
Common Questions You May See
While SPHERE’s Asset Review tool is highly customizable, we find that many clients have the same goals so end up crafting questions on the review that are very similar. Below is an example of some questions your campaign administrator may have set up.
| Tab Name | Example Screen |
|---|---|
| Asset Retire/Keep | |
| Access Review | |
| Windows Service / IIS Application Pool / Scheduled Task |
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| Custom Questions |
Your SPHEREboard administrator also has the option to add custom questions. The format of the question can be anything from a text response, selecting a choice from a dropdown, a checkbox, or removing items from a list (as shown below). |
| Review Confirmation |
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