When a request is received, it can be assigned automatically to Admins or DPOs based on the Assignee configuration. Admins can configure Assignees based on ‘Request Type’, ‘Resident Of’, ‘Data Subject Type’, ‘Intake form’ fields. In addition to these fields, any “select” type of fields (dropdown) can also be added to the condition if only one intake form is selected. When a request is received in IRM, the system checks all the conditions in the Conditional Assignees list. All matches will be used to determine the Assignees for the request. If there are no matches, then the request is assigned to default Assignees. You can configure your default and conditional assignees under Admin > Assignees page.
Default Assignees
Conditional Assignees
When adding a new Conditional Assignee, the Request Type, Resident Of, Data Subject Type, Intake Form Name are required fields. Any ‘Select’ (dropdown) form field from the intake form is optional and can only be selected if one intake form is selected in the condition. Click Add Assignee and select DPOs and Admins from the drop-down menu and save this configuration.
When a request is assigned to a particular DPO(s), they will receive an email from the IRM system notifying them of the new request. This email can be customized in Email Templates.