What teams see
- Work waits between create audit requirement and assign evidence owner.
- Owners reconstruct status from Cloud storage and Microsoft 365.
Governance
Audit evidence collection
Evidence requests, owners, documents, completeness and review decisions are chased manually during audit preparation.
Business problem
Evidence requests, owners, documents, completeness and review decisions are chased manually during audit preparation.
Why it happens
- No shared state spans Cloud storage, Microsoft 365, Jira.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter register evidence cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from create audit requirement to register evidence
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from create audit requirement to register evidence.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Create audit requirement — Accept and identify the audit evidence collection trigger. Cloud storage
- Assign evidence owner — Execute assign evidence owner with validated sample data and an auditable result. Cloud storage
- Send evidence request — Execute send evidence request with validated sample data and an auditable result. Microsoft 365
- Receive documents — Execute receive documents with validated sample data and an auditable result. Jira
- Validate completeness — Execute validate completeness with validated sample data and an auditable result. Cloud storage
- Remind outstanding owner — Execute remind outstanding owner with validated sample data and an auditable result. Microsoft 365
- Reviewer approval — Execute reviewer approval with validated sample data and an auditable result. SEIDO Review Queue
- Register evidence — Execute register evidence with validated sample data and an auditable result. Cloud storage
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- Cloud storage: Provide workflow input
- Microsoft 365: Lookup and update context
- Jira: Receive controlled outcome
Human responsibility: Governance manager
Failure and recovery
Cloud storage is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for assign evidence owner is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating Cloud storage, Microsoft 365, Jira.
- An existing configured platform already handles audit evidence collection with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
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