DataGrail's Request Manager Wizard Workflow gives Request processors the ability to confirm all Data Subject details before moving forward and approving the request. The new Workflow Automation Rules will help to automate privacy requests from Intake Forms and reduce time spent processing single and large amounts of requests, and minimize room for error.
DataGrail User Roles
Only the following will have access to the WorkFlow Automation selection :
-
Super Admin
- Request Agent
- Request Admin
NOTE : Combining any user roles that do not have access to this UI with any of the above user roles that do have access to this functionality will grant a user access to these updates. I.e. If a user had a Connections Manager Role, adding a Super Admin role to their user record in DGAdmin would then allow them access to the new Risk Monitor.
Workflow
The Wizard Workflow gives Request processors the ability to confirm all Data Subject details before moving forward and approving the request. In the Wizard, processors can see all information provided by the Requester and make the determination of if and how they proceed.
Depending on the Customer need, a User may want to start at a different place in the wizard from other Customers and now, have the ability to make that choice within their User settings!
Accessing Wizard Workflow Automation Settings
Step 1 : Login to DataGrail and click on Username on the righthand corner of the screen
Step 2 : Open the DG Navigation Bar on the lefthand side of the screen, go to the bottom, click Settings
Step 3 : On the lefthand side of the screen, click on Workflow under Request Manager
The Workflow tab will show all options to select, depending on where the User would like to start the Wizard Workflow process.
Making Wizard Automation Selections
1. When I access a request in the Active: Wizard State
- Selecting “Start at the beginning of the wizard so I can review the request” will require Users to manually review all steps in the Wizard, independently if the required information has already been provided.
- Selecting “Skip automatically filled questions and start at the verification step”: will prevent Users from having to manually review any step in the Wizard where required information has already been provided. This is the most automated option.
Note : The default selection will be “Start at the beginning of the wizard so I can review the request” unless changed by an Authorized User
2. When I have verified request
- Selecting “Automatically start data extraction and send confirmation email” will automatically send a confirmation email to the data subject using the existing email template.
- Users will not be able to edit the content of the email on a per privacy request basis. This is the most automated option
- Selecting “Automatically start data extraction without sending confirmation email” will automatically continue processing the privacy requests without sending any confirmation email to the data subject.
- Users will not be able to send a confirmation email on a per privacy request basis.
- Selecting “Manually decide if I want to send a confirmation email for each request before starting data extraction” will require Users to make a decision on what action to take on a per privacy requests basis.
- Users will be able to edit the content of the email on a per privacy request basis if they choose to do so.
Note : The default selection will be “Manually decide if I want to send a confirmation email for each request before starting data extraction” unless changed by an Authorized User
FAQs
- Do these selections apply to other intake methods outside of the Intake Form (ie. Email or Toll-Free Number?)
- Currently, these rules primarily target privacy requests coming via Intake Form, since these are the best ones to be fully automated. Other intake methods like Email and Phone, will still require standard manual review as is the current process.
- Can rules be applied to specific requests?
- All rules are universally applied to all requests.
- Can Users add new rules?
- Users can only configure the existing rules available in their Settings.
- How does this work with Smart Verification / Authorized Agent flows?
- These flows require a person to validate the responses provided by the Data Subject and Authorized Agents, therefore are not currently automated.
- These flows require a person to validate the responses provided by the Data Subject and Authorized Agents, therefore are not currently automated.
If you have any questions about this feature, please reach out to your dedicated CSM or support@datagrail.io.
The information contained in this message does not constitute as legal advice. We would advise seeking professional counsel before acting on or interpreting any material.
