Manage DSAR Web Forms

With your Privacy Pillar account, after successfully subscribing to a Data Subject Request Plan and assigning the desired organization to the subscription, you can create a web form for a Data Subject Access Request for your organization to intake the request from the user. Initially, you can create a web form draft, and then you can publish it once finalized.

The limitation of the number of web forms to be published depends on the plan you have subscribed to. However, there is no limitation to creating the drafts. For more details about the limitations, see Subscribe to a DSAR Plan.

Before creating a web form, you must assign the desired organization to a DSAR subscription. For more details, see Assign Organization to DSAR Subscription.

Create Web Forms

Initially, create a DSAR web form draft for your organization.

1. On the home page, click the property selection menu and select the organization (with DSAR subscription) and the property you want to create a web form.
   
2. On the DSAR menu, click Webforms.
   
   The DSAR Web Forms page appears.
   
3. On the DSAR Web Forms page, click Create.
   The web form designing page appears. 
   A default web form template is available with various fields, and you can customize it under the following five tabs one by one.
   

1 Basic Tab

1. Under the Basic tab, in the Name box, type the name of the web form.
   The desired organization and the property are shown in the respective fields which you can’t change.
2. You have the option to publish the web form in 10 different languages. English is used as the default language. You can select as many languages as you want from the Language drop-down and set any language as your default language.
   
3. Click the next tab and click Yes to save the details.

2 Form (Fields) Tab

The default web form template is available.

• On the form's top, you can select a language from the drop-down menu. The languages that you choose in the Basic tab will now be shown in this drop-down.
• The initial display of the form will be in the default language you've selected.
  
• To customize the template, on the left pane, click Form Fields.
  

Add a New Field

1. If you want to add a new field, click Add New.
   A custom field configuration appears.
   
2. In Select Field Type, select a field type and click Add, and then add a label and control as per the selected field type.
3. To save the changes, click Save and close.

Edit and Reposition a Field

You can edit the existing fields as well as the custom fields.

1. To edit any field, click right on the field and then you can make any changes.
2. To move any field up and down, on the left pane, click and drag the field to the desired position.
   

Delete a Default Field
you can delete only one existing default field which is Request Details.

Click on the icon next to the Edit icon if you don't need this field.

A confirmation pop-up will appear. Click YES if you want to delete and click NO if you don't want.

Delete a Custom Field

Although you can’t delete all the existing default fields, you can delete the added custom fields.

• To delete a custom field, click right on the field.

Form Styling

With this setting, you can customize the header and footer of the web form.

• On the left pane, click Form Styling.
  
  You can upload a logo to the header, change the header background color, header text color, font size, and welcome text color and font size. The logo image size must be under 1 MB. The default header font size is 30.
• To change the color, click the color tile and then select any color.
  
  Or to select a color using a color-picker, click .
  A lens appears,  hover over the lens anywhere on the window and click to pick a color.
• You can add a favicon that is displayed on the browser tab of your web form. The resolution of the image must be under 32X32.
• You can customize the footer text and color.
  

From Text

The default header and footer text are available, and you can customize them.

1. On the left pane, click Form Text.
   
2. To edit the welcome text and footer text, click .
   
3. Edit the text and click Save.
4. After editing the form fields, click the Settings tab and click Yes to save the changes.

3. Settings Tab

Under the Settings tab, you can configure the following.

1. In Default Approver, select an approver.
   The names of the organization administrators are shown in the approver's list. The Default Approver will receive a notification each time a new DSAR request is submitted.
2. In Select Workflow, select a workflow. 
   To learn more about workflows, see Managing Workflows.
3. In Send Email as select a sender from the drop-down, and from that mail id all mails will be sent internally or to the request raiser. To know how to create a sender please visit Create centralized senders page.
4. In Default Days to Respond, enter a value. It shows 30 days by default, you can change the days up to a maximum of 90 days which means the approver could process the request within the period mentioned.
5. a) If you want to allow the request sender to attach any files while sending the request, toggle on Allow Attachments. If you want to mandate the attachment required, toggle on Required Attachments.
   b) If you want to enable email verification, toggle on Email Verification. To learn about the purpose, see Email Verification Status. 
   c) To add captcha verification, toggle on Captcha Verification.
6. After completing the above settings, click the System tab and click Yes to save the changes

4. System Tab - System Integration

Under the System tab, the list of systems connections appears which are already activated through the systems connection settings. You can select any one of the system connections to integrate the desired system with your DSAR workflow for targeted data discovery. 

Test Connection

• To check the stability of the system connection that you want to integrate with the DSAR workflow, click Test right to the system.
  If the "Connection Stable" message appears, then you can configure the integration. 

Create New Connection

• If you want to add a new connection, click Create Connection.
  It redirects to the system connection wizard.
  To learn about connecting a system, see Systems Connection.

Mapping System fields with DSAR fields

1. Click the ID of the system that you want to integrate.
   
   The field mapping setup appears. 
2. Select any table populated from the system to map with the entered DSAR field.
   This will be the chosen data point in the results summary where the data will populate.
   
   For the database management systems, select any table.
   
   For email service systems, select an email column.
3. Select the columns that have the attributes you want to map with the DSAR fields.
4. Click Rule and set up the comparison. If you want to set up a nested comparison, click Ruleset.
   See the illustrated sample comparison below.
   
5. After setting up the mapping, click Save to complete the configuration.
   If done successfully, it shows the message below.
   

Save the Web Form Design

Once you have completed all the settings, you must save the configuration.

• On the web form designing page, click on Save.
  
  The web form will be saved as a draft, and it will be added to the list of web forms.

Preview and Edit Web Forms

There is no limitation to creating the web form draft. But once you have published it, it will be accounted for. So before publishing the web form seeing the preview is recommended.

1. In the DSAR menu, click Web Forms.
   The list of web forms appears on the page that shows all the drafts and published web forms.
   
2. Click View right to the web form draft.
   
3. Click the preview icon . 
   The preview opens in a new tab on your browser.
4. To make any changes go back to the Privacy Pillar Portal tab, then you can make changes, and click Save.

Publish Web Form

If your web form preview looks perfect, you can publish it.

1. On the Web Forms page, click View right to the web form that you want to publish.
   
2. Click Publish.
   It generates the embed code, as well as the web form link under the , Integrate tab. 
3. To copy the embed code script of the web form, under Embed Code, click Copy.
   It copies the script to your clipboard. Now you can insert the script into your domain to implement the web form.
4. To copy the link of the web form, click Share Link and click Copy.
    
   It copies the web form URL to your clipboard.

Publish History

You can see the Web Form's version history and also, manage them.

• In the Web Form gallery, click Publish History.
  
  The publishing history appears.
• If you have a sequence of versions, you can roll back into an older version. 
  
  - Click and click Rollback.
• Select 10, 20, or 30 from the pagination dropdown and view records as per your requirement.

Delete Web Form Draft

As mentioned earlier, once you have published a web form it will be accounted for, so you can’t delete a published web form. However, you can delete a web form that is in the draft status.

1. On the DSAR Web Forms page, click Delete right to the web form that you want to delete.
   
2. Type “Delete” in the box, and then click I understand the consequences, delete this web form.