Contributor Workflow

The Contributor Workflow enables Admins to delegate metric ownership to team members. Contributors update specific metrics they own. Structural changes (names, targets, thresholds) remain under admin control and must be requested directly.

Inviting Contributors

Admins invite Contributors through the User Management Modal (Settings > User Management > Team Members tab):

1. Enter the invitee's name, email, and select the Contributor role using the inline invite form.
2. Click Invite.
3. RWRD automatically sends a branded welcome email to the invitee with:
   • Company name and who invited them
   • The role they have been assigned (Contributor)
   • A direct link to join the organization
4. The invitee clicks the link, creates a password, and is added to the organization.

After joining, the Admin must assign metric ownership by opening individual metric modals and setting the Owner field to the new Contributor. Only owned metrics appear on the Contributor's task list.

Contributor Task List

When a Contributor logs in, they see a Contributor Task List instead of the full dashboard. This is their primary landing page, designed to surface what needs attention. Contributors do not have access to the full live dashboard.

The task list groups owned metrics by urgency based on their update schedule:

• Overdue (red section) -- Metrics past their next update due date. These need immediate attention.
• Due This Week (amber section) -- Metrics due within the next 7 days. These should be updated soon.
• Coming Up (blue section) -- Metrics due more than 7 days from now. No immediate action needed.
• Up to Date (green section) -- Metrics with no pending update due date. All current.
• No Schedule (gray section) -- Metrics without an update frequency configured. Consider setting a schedule.

Each metric in the list shows:

• Metric name and current value
• Last updated timestamp
• Update frequency (weekly, monthly, quarterly)
• Due date and urgency indicator

Clicking a metric opens the edit modal directly, pre-filled with current values.

Contributor + Viewer toggle: If a Contributor also has the Viewer role, a toggle at the top of the page allows them to switch between their task list and the most recent published dashboard snapshot in read-only mode.

Updating Metrics

Contributors can update period-specific fields directly -- these save immediately without admin approval:

• Current Value -- The latest metric reading
• Status Notes -- Context about the current state
• Action Plans -- Steps being taken to improve or maintain the metric
• Last Updated timestamp (set automatically)

For risks that a Contributor owns, they can also update assessment fields: severity, likelihood, mitigation controls, mitigation effectiveness, status notes, and action plans. Structural fields (name, description, category) remain read-only.

When a Contributor saves, the metric value is updated immediately, and the update is recorded in the submission audit trail (see Submission Audit Trail).

Submission Audit Trail

Every metric update by a Contributor is recorded in a submission audit log. This creates a full audit trail of who changed what and when.

For Admins:

• Open any metric modal and navigate to the Contributor Updates section
• See all submissions from all Contributors for that metric
• Each entry shows: who submitted it, when, and what values changed

For Contributors:

• The same section shows their own submissions for metrics they own

This audit trail supports governance and compliance by providing accountability for all metric changes.

Structural Changes

Contributors cannot change structural fields like metric names, target values, or thresholds. These fields are read-only for Contributors and can only be modified by Admins. If a Contributor needs a structural change (e.g., adjusting a target), they should contact their Admin directly.

Publishing and Contributor Updates

When an Admin publishes a dashboard (see Publishing Dashboards), Contributors can continue updating their metrics normally. Publishing creates a frozen snapshot that is separate from the live data:

• Contributors' updates go to the live dashboard, not the published snapshot
• Weekly and monthly update schedules are not interrupted by a publish event
• The published snapshot remains immutable -- it always reflects the state at the time of publishing
• To capture updated data, the Admin publishes a new snapshot

Automated Reminders

RWRD automatically sends email reminders to Contributors with overdue metric updates:

• Schedule: Daily at 8:00 AM UTC
• Trigger: Any metric owned by a Contributor that has passed its next update due date (based on its configured update frequency -- weekly, biweekly, monthly, or quarterly)
• Email content: A summary of how many metrics are overdue, with links to the task list
• Delivery: Individual emails per Contributor (not a single bulk email)

Reminders are sent via an automated server-side job and do not require any admin action. They run automatically as long as the Contributor has overdue metrics.