Manage Workflows

Workflow is a step-by-step process flow performed by the approver while processing a DSAR request. The request senders can track their request and find what stage of the workflow the request stands at.

In the Privacy Pillar Portal, four predefined workflows are available namely Access Workflow, CCPA Workflow, Default Workflow, and Delete Workflow. Moreover, you can create your customized workflow. While creating the DSAR web form for your organization, you should choose any one of the workflows from the list.

Predefined Workflows

As mentioned above there are four predefined workflows available in our portal.

• To view the predefined workflows, in the DSAR menu, click Workflow.
  
  A list of workflows appears.
• Click each workflow to view the details.

Access Workflow

"Access Workflow" has seven stages of processing the DSAR. 
Unverified > New > Verify Request > Request Fulfill > Legal/Privacy Review > Consumer Notification > Complete.
To understand the purpose of each stage, read the Guidance Text of each stage thoroughly. Click the next block to read its Guidance Text.

To view the further blocks, click > on the page.

CCPA Workflow

If you are concerned CCPA based cookie consent management, the "CCPA Workflow" might opt for the DSAR process.

Stages of CCPA workflow: Unverified > New > Verify Request > Verify Consumer Request > In Progress > Complete.

To compare the workflow with other workflows, click each stage and read the Guidance Text of each stage thoroughly.

Default Workflow

"Default workflow" is the simplest one that has only four stages. This will opt if you use a generic type of cookie consent management. Also, for creating a customized workflow you can prefer this workflow.

Stages of Default workflow: Unverified > New > Notify > Complete.

Delete Workflow

This is similar to Access Workflow and the only difference is the Request Fulfill stage is done after the Legal/Privacy Review. This also has seven stages like Access Workflow.

Stages of Delete workflow: Unverified > New > Verify Request > Legal/Privacy Review > Request Fulfill > Consumer Notification > Complete.

Create a New Workflow

You can create a customized workflow for your organization. The limitation of the number of workflows to be created depends on the Data Subject Request plan that you have subscribed to. For more details about the limitations, see Subscribe to a DSAR Plan. However, there is no limitation to creating the workflow drafts.

1. On the home page, click the property selection menu and select the organization that you want to create the workflow.
   
2. Go to Workflows and click Create.
   
   Create Workflow pop-up appears.
   
3. In Name, type the name of the workflow.
4. In Select Workflow, select any predefined workflow.
   The purpose of selecting a predefined workflow is to initiate your workflow design based on any of the above workflows, that is you can start editing the stages that have already available with the workflow you are choosing. In other words, select any workflow to create a workflow based on that. 

5. Click Save.
   The workflow designing page appears. The blocks of workflow stages available on this page are according to the predefined workflow that you have selected in the previous step.

Add New Stage

You can add new stages in between the existing stages.

1. If you want to add a new stage in between any two stages, click .
   A new stage is added.
   
2. To define the title of the new stage, in the Stage text box, type the title.
3. To write the description of the stage, in the Guidance Text box, type the description.
4. If you want to delete any stage added by you, click on the block.
   Note: You can’t edit the predefined stages and you can edit only custom stages.
5. After editing the stages, click Save.
   The workflow is saved as a draft and added to the list of workflows.

Activate New Workflow

Once you activate the workflow, it will be accounted for, so before activating the workflow finalize the draft.

1. Go to the Workflows page, and click the workflow draft that you want to activate.
   
   The workflow draft opens.
2. Click Activate.

Edit Custom Workflows

To edit the active custom workflows,

1. Go to Workflows, in the list of workflows, click the custom workflow that you want to edit.
   
2. Click Edit.
   
3. To change the name of the workflow, click Edit. 
4. To edit any custom stages, click the stage, and you can edit the stage name and guidance text. But you can't edit the predefined stages.
5. You can also add a new stage in between the stages.
6. After making the changes, click Save.