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            Fulfill Evidence Requests from the IT Service Employee Portal

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            Fulfill Evidence Requests from the IT Service Employee Portal

            Employees can fulfill evidence requests directly from the IT Service employee portal without needing access to the Evidence Hub app. Requests appear as assigned tasks, and employees upload evidence artifacts using a simplified, guided interface.

            Required Editions

            Available in: Lightning Experience
            Available in: Enterprise, Performance, and Unlimited Editions with IT Compliance Employee add-on.
            User Permissions Needed
            To fulfill evidence requests in the employee portal: IT Compliance Submitter permission set

            The IT Service employee portal provides a lightweight evidence fulfillment workflow for employees who are assigned evidence requests but don't need full access to the Evidence Hub app. When an evidence request is assigned to an employee with the IT Compliance Submitter permission set, the request appears in their portal home page under Assigned to Me. Employees open the request, read the instructions, upload the requested files or provide a text attestation, and submit the artifact for review—all without leaving the portal.

            This workflow is designed for one-off evidence collection from employees who aren't regular compliance fulfillers. For example, a manager might be asked to upload an approval email, or a developer might be asked to provide a screenshot of a production deployment log. The portal interface is simpler than the full Evidence Hub app and focuses on the single task of responding to the request.

            1. Sign in to the IT Service employee portal.
            2. On the home page, select the Evidence Hub tile.
              The Evidence Hub shows the evidence requests assigned to you.
            3. Open the assigned evidence request.
              Read the Instruction field to understand what evidence is being asked for, and review the Observation Statement for any notes the compliance team has added about missing or pending evidence.
            4. Create a new evidence artifact for the request.
              1. Select Create Evidence Artifact.
              2. Fill in the artifact details:
                • Artifact Name. A short, descriptive name that tells the reviewer what the artifact is proving.
                • Description. A brief summary of the evidence and how it satisfies the request.
                • Classification. The sensitivity level of the artifact, such as Internal or Restricted.
                • Status. Leave as Draft while you're still gathering evidence.
              3. Save the artifact.
                The artifact is created with an auto-generated number (for example, ART-000000006) and is linked to the parent evidence request.
            5. Attach the evidence file from the artifact's activity feed.
              1. On the artifact record, locate the Activity panel.
              2. Under Attach your document here, select Upload Files and choose the file from your computer, or drag and drop the file into the panel.
                You can upload documents, images, screenshots, video, and other common file formats.
              3. Optionally, add a comment to give the reviewer context about the file.
              4. Select Share.
                The file is securely attached to the evidence artifact and the compliance team is notified that the upload is complete.
            Example: providing verification for a non-SSO local accounts check
            Example: providing verification for a non-SSO local accounts check

            Suppose Siva, a Data Workspaces engineer at Cumulus Bank, is reassigned an evidence request titled End-to-End Offboarding SLA Report (Access Revocation). The observation statement notes that verification is missing for non-SSO local accounts. Siva opens the Evidence Hub on the employee portal and creates an artifact to fulfill the request:

            • Artifact Name: Data Workspaces: Verify that any direct, non-SSO account is disabled
            • Description: Verified that any direct, non-SSO local accounts were also disabled for any terminated user within 24 hrs.
            • Classification: Restricted
            • Status: Draft

            After saving the artifact, Siva uploads the verification document from the activity feed and selects Share. The file is attached to the artifact and the compliance team can immediately review it from the IT Compliance app.

            You can track the status of your submitted artifacts from the portal. Once an artifact is verified and accepted, you'll receive a confirmation notification and the request will move to Completed status. If your artifact is rejected, review the feedback in the Observation Statement field, correct the issue, and create a new artifact or resubmit the corrected version.

            For more details on the evidence artifact lifecycle and what happens after submission, see .

             
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