Security Engagement Portal

Process Documentation & User Guide

Version 1.0 | Last Updated: October 2025 | Next Review: Quarterly

Table of Contents

System Overview
User Roles & Permissions
Request Lifecycle
Email Notifications

System Overview

The Security Engagement Portal is a comprehensive request management system designed to streamline security-related requests across three core departments: Governance, Risk & Compliance (GRC),Security Architecture, and Cyber Security Operations.

Key Features

  • Centralized Request Management - Single portal for all security requests
  • Automated Email Notifications - Real-time updates to requestors and teams
  • SLA Tracking - Automated due date calculation based on service catalog
  • Role-based Dashboards - Tailored views for requestors, team members, and administrators
  • Analytics & Reporting - Comprehensive insights into request patterns and performance
  • Activity Tracking - Complete audit trail for all request activities

Supported Request Types

DepartmentRequest TypesTypical SLA
GRCRisk Assessment, Compliance Review, Policy Exception24-72 hours
Security ArchitectureArchitecture Review, Threat Modeling, Security Standards96-168 hours
Cyber Security OpsIncident Response, Vulnerability Assessment, Security Monitoring4-72 hours

User Roles & Permissions

1. Requestor (Standard User)

  • Submit new security requests
  • View own requests and their status
  • Receive email notifications
  • Add comments to own requests
  • Upload attachments

2. Security Team Member

  • View requests assigned to their department
  • Update request status
  • Assign requests to team members
  • Add internal comments and notes
  • Access team dashboard with workload overview

3. Administrator

  • Full system access across all departments
  • Manage team members and assignments
  • Access comprehensive analytics
  • Configure service catalog and SLA settings
  • Override assignments and priorities

Request Lifecycle

1

Submission

  • User accesses Security Portal
  • Completes submission form with title, description, department, type, priority
  • System validates required fields and calculates SLA due date
  • Request stored with status "Submitted"
2

Notification

  • Confirmation email sent to requestor with request details and ID
  • Alert email sent to all active security team members in relevant department
  • "Request submitted" activity recorded in audit log
3

Assignment & Processing

  • Security team reviews new requests in dashboard
  • Team lead or admin assigns request to specific team member
  • Status progresses: Submitted → In Progress → Under Review → Completed/Cancelled
  • Comments and updates shared between requestor and team
4

Resolution

  • Final deliverables provided and status updated to "Completed"
  • Closure notification email sent to requestor with resolution details
  • Performance metrics captured for analytics and reporting

Email Notification Process

Automatic Triggers

EventRecipientsEmail Type
Request SubmittedRequestor + Security TeamConfirmation + Alert
Status ChangedRequestor + Assigned MemberUpdate Notification
Assignment MadeRequestor + New AssigneeAssignment Alert
Request CompletedRequestor + TeamCompletion Notice

Email Content Structure

Requestor Emails

  • Request ID for tracking
  • Current status and next steps
  • Contact information for follow-up

Security Team Emails

  • Complete request details and context
  • Direct links to portal for action
  • Requestor contact information

For questions about this documentation or the Security Portal system, contact the Security Team

Contact: TeamCyberSecurity