Manual systems and your own

Most systems a company uses have no Proofroom connector yet. They still belong in Integrations: a manual system says what to export, how often and which controls the export supports, and someone uploads it on a schedule. Each of its collectors is a Workflow check, so uploads, reminders, the reviewer step and the auditor’s review work as in Workflow (operations §16).

Set up a catalogue system manually

1. Integrations → Catalogue, find the system and press Set up manually (admins and analysts).
2. Tick the collectors you want. Each shows its default frequency and the controls it supports.
3. Pick an owner, and a reviewer if uploads should be checked before the auditor sees them. With an owner the checks are switched on at once.
4. Count periods from: the current period, or 1 January of this or an earlier year when you are adopting Proofroom part way through an audit.
5. Set up. The system page lists its collectors; Open check goes to each Workflow check.

A check is titled “ · ” and its instructions are the export steps, with a link to the vendor’s help page. The steps were checked against the vendor’s documentation on the date shown on the set-up page; vendors change their screens, so the link is the place to check first if a step no longer matches. Edit the steps, frequency, owner, reviewer or controls on the check.

Collectors left out can be added later the same way (Add from the catalogue on the system page).

Add your own system

Integrations → Add your own system: a name and a category. Then Add your own collector for each recurring export: the check form, where the collector name, what to export and how, how often, who owns it and the controls it supports are entered. Choosing a control offers its crosswalk equivalents in the other frameworks; with AI configured, Suggest controls offers controls from the name and instructions.

Catalogue systems whose vendor does not document an export publicly (for example CrowdStrike Falcon) are set up the same way: Set up manually creates the system under its catalogue name, then you add your own collectors.

Where uploads go

An upload is filed as “ · · ” with the system as its source, against the collector’s controls in every open audit that holds them, for the period it covers. The evidence index and Coverage group it with collected evidence.

Switching to automatic

When a connector exists for the system, an admin opens the system page and fills in Switch to automatic with the connector’s credentials. Collectors the connector also has become automatic, keeping their controls; their checks are archived with their history. The rest stay manual.

Removing a collector

Archive its check in Workflow. The collector leaves the system; its evidence stays.