Manage DSAR Requests

The organization is receiving DSAR requests applied through the DSAR web form. The request is then processed by the approver of the organization over the stipulated period of days. If you are the approver of your organization, follow the procedure to complete a request.

View Individual Request Details

  1. In the property selection menu, select your organization.
  2. In the DSAR menu, click Requests.
    A list of DSAR requests appears.
  3. To view a request, click the ID of the request. 
    The details of the individual request page appear. All the details of the request are available including the details filled in by the request sender on the DSAR web form.

Email Verification Status

If you have enabled the email verification option in your web form, a verification email will be sent to the request sender through the email when the request sender submits the request.

To process the request, the request sender must confirm his/her email. Once the request sender confirms the email, the status shows Verified on the request details page.
Until the request sender confirms his/her email, the request can’t be processed by the approver. You can resend the verification email if the request sender doesn't respond for a while. To resend the verification email, click Resend Verification.

Edit Request Details

Some details of the request like Approver, and Risk Factor are editable.

To edit such details,

  1. Open the request that you want to edit and click Edit.
    Update Request Details appear.

    You can add Request Accepting Agent and you can change the Risk Factor, Approver, Country, and so on.
  2. Make the changes and click Save.

Targeted Data Discovery

You can discover the data of the user who has sent the DSAR request when you have integrated the respective system with the DSAR web form.

  1. On the DSAR Requests page, click the request that you want to process. 
    The Request Details page appears.
  2. Under the activity area, click Systems.
    If the required data matches the attribute of the DSAR request, it shows the data records.
  3. To view the details of the data record, click .

Request Fulfilment Process

You can process the request stage by stage to complete it. The stages are as per the workflow available with the web form that the request sender used for the request. The web form used by the sender may have any of the predefined workflows or a custom workflow.
To learn more about the workflows, see Manage Workflows.

Let's assume the request sender has sent a request using a web form that has the CCPA-based workflow.

  1. On the DSAR Requests page, click the request that you want to process.
    The Request Details page appears.
    Under Advance Status, the stages of the request process are available.

  2. Every request stands at the Unverified stage initially then click the next stage New and read the stage description.

    Note: If the web form has the email verification option, and the email is get verified, then it will be automatically moved from Unverified to New.
  3. Whenever you move from one stage to the next stage, the notification appears in the notification area.
    At any stage, you can perform the following activities.

    a. Send an Activity Message
    If you want to notify about an activity, click Activity, type any message, or select any template relevant to your subject from the Select Template drop-down, select Private or Public, and click Post.
  4. You can also add customized templates and use them to send emails. To learn how to add customized templates go to the DSAR Custom Template page.

    Private - Activity message notifies within the admin portal. The notification appears in the notification area (bottom of the page).
    Public - Activity notification will appear in the admin portal as well as the client-facing portal.

    b. Send an Email
    If you want to send an email to the request raiser, click Email, then click on Public. The Request Raiser's email will automatically display on the To field.

    - Type the email text or click Select Template and select any template relevant to your subject. You can also add customized templates and use them to send emails. To learn how to add customized templates go to the DSAR Custom Templates page.
    - The template fetches in the text box and you can edit with the custom details.
    - If you want to attach any file, click Browse and attach any file from your computer.
    Note: The email matter also appears in the notification area.

    - If you want to send an email to internal members or other users, click Email. Under Public Enter the email Id and send mail as per the steps mentioned above. You can also add CC and BCC. To field is mandatory.

    - You can view the sender's name, To, Cc, and Bcc, as well as the message details in the notification area after sending the mail.

    c. Create a Subtask
    You can create a subtask at any stage for official use. 
    - On the request details page, click Tasks.

    - Click Subtask.

    - Enter the details of the subtask and click Save. The task is assigned and appears on the list of tasks. 
    - If you want to mandate the subtask, select the Is Required check box.

    If you want to edit the subtask, click Edit, make any changes, and click Save.

    d. Respond on Subtask
    On the request details page, click Tasks.
    A list of subtasks assigned to the request appears.- Click the task that you want to complete.

    Note: The mandatory subtask is labeled by the * symbol.
    Note: The subtask assignee will receive an email if the subtask is close to the deadline.



    - To complete the task, in Task Response, type any response message, then select the Mark as Complete check box, and then click Save.
    - You can attach any relevant.
    At each stage, you can send an activity message or email or create a subtask as mentioned in the previous step.

  5. In the same way, process the further stages. After processing all stages and sending the required data files to the request senders, click final stage Complete.
    It completes the request process.

Note:

Extend Due Date

You can extend the due date of a request which is in In-Progress status.

  1. On the DSAR Requests page, click the request that you want to extend the due date.
  2. Click Extend Days.
  3. In Days required to extend, enter a value. The maximum value you can enter is 30.
  4. In Reason for extending the days, type the reason and click Post.
    Note: When you extend days to process a request, a mail with all the request's details will be sent to the request raiser as well as the default approver.

View Duplicate Request

If the request sender sends a duplicate request, the "View Duplicate" option will appear on that corresponding request details page.

If the following three pieces of information are repeated while the user is requesting using the web form, the request will be listed as a duplicate request.

  i) Customer Type
 ii) Request Type
iii) Email

Note: Although the user enters different information in other fields of the web form, if the above three pieces of information match any other request, the request will be listed as a duplicate.

To view the duplicate request and reject the same,

  1. Open the request that you want to view whether it’s a duplicate.
    If the request has any duplicate requests, then the View Duplicate option will be available on the Request Details page. 
  2. Click View Duplicate.
    It shows the details of the duplicate request.
  3. To reject the duplicate request, below the request details, in Select Reason, select a reason, type a message in the text box, and then click Post.

Reject and Reopen Request

To reject a request,

  1. Open the request that you want to reject and click Reject.

    Reject Request appears.
  2. In Select Reason, select any reason.
  3. In Comments, type any comment and click Post.
    Note:  When you reject a request, a mail including the request details will be sent to the default approver as well as the request raiser.

To reopen a request,

  1. Open a rejected request that you want to reopen and click Reopen.

    It reopens the request as a new one. 
    When you reopen a request, a mail including the request details will be sent to the default approver as well as the request raiser.

Delete a Request

To delete a request,

  1. Open the request that you want to delete and click Delete.
  2. Type “Delete” in the box and click I understand the consequences, delete this DSAR Request detail.
Note: Once you delete a request, you can’t reopen it. When you delete a request, a mail including the request's details will be sent to the default approver.

Export Request Details

You can export the list of request details as a CSV file.

  1. To export the DSAR request details, select any date range, and click  to apply more filters.
    The filter pop-up appears.

    - You can filter the requests by Request Type, Subject Type, Status, and Due in.
    - After entering the filters, click Apply.
  2. Click .
    A CSV file will be downloaded that contains all the details same as you view in the list of the request details.