Release Version: v.2023.08.01
Release Date: August 17, 2023
In this release:
Key Features and Enhancements
- Use of New Form Rendering Technology for Old Forms
- Hierarchical Support for Tasks
- Automated Email Notifications to Data Subjects upon Request Creation and Email Verification
Feature Details
Use of New Form Rendering Technology for Old Forms
Benefits:
Individual Rights Manager has a new technology to render the forms. This enables IRM to add more features to the forms. Existing forms still use the old technology and any new forms that users create will use the new technology. Customers can upgrade their forms to the new technology using the Upgrade Form button. Customers also have the ability to revert the form to the original form renderer.
Details:
Users can now use the Update Form feature to update their intake forms to the latest form renderer and builder. This feature allows more styling customizations.
When the user clicks the Upgrade Form button, the system displays a confirmation modal. We recommend that the users unpublish the form before migrating it to use the latest form builder and renderer to avoid errors.
This enhancement also provides the ability to revert the form to its original version through the Downgrade Form button. When users click this, a confirmation modal displays informing the users that the system will discard the changes made in the current version, disable the integrations in the intake form Integrations tab, and will revert the form to the old version of the form renderer and builder.
Changes made in the language or integration settings of the upgraded version will not be carried over when users downgrade their form renderer and builder. Users will need to revisit the integration or the language setup again for configuration.
If the user makes changes to the reverted version and then decides to upgrade the form renderer again, the system will carry over the changes.
Hierarchical Support for Tasks
Benefits:
IRM now supports task hierarchy, where four levels of tasks are supported. Tasks in the subsequent level only start after the tasks in the previous level are completed.
Details:
The Conditional Task Template is updated to enable users to create Grouped Task Templates, in addition to the Single Task Template. This feature enables the users to group the tasks they want to set for task hierarchy.
Once users add grouped task templates, IRM will have a tab dedicated to all the Single Task Templates.
Adding Task Templates
When users click the Add button, the system creates a hierarchical setup with four levels of task templates grouped together in a tab. The default group name of the template is Untitled, which the users can also update.
The group name has a 40-character limit and users can have duplicate group names.
1st and 2nd Level task templates are mandatory and users will not be able to save the conditional task template if these two levels are left blank. The 3rd and 4th Level task templates are optional. Note that 2nd, 3rd, and 4th Level task templates are disabled by default. Users need to add a task template to the parent level before they are able to access the next three levels.
Deleting Task Templates
The users can delete the tasks individually by clicking the Delete icon on each task. They can also delete all the tasks in the group by clicking the Clear button, and then confirming the deletion by clicking the Clear Level button in the modal.
However, users cannot delete all the tasks in the group if the child level has a task. The Delete icon and Clear button are disabled.
When a user creates a request and the automatic task creation meets the conditional task template criteria, the system automatically creates the task. The source of the task to be created will be from the Ungrouped tab and all 1st Level containers in the groups. When the 1st Level task is set to Complete, the 2nd Level task will be created and added to the same request. Then, followed by the 3rd and 4th Level tasks, if any.
Other Scenarios
- If the 1st Level was completed, then it is later on updated with more tasks, this will not affect the old request and will still continue with the 2nd Level.
- If the 1st Level is in progress and the user adds new tasks, this will not affect the old request. Only the new requests will have the new task. However, if there are tasks in the 3rd Level, that request will not continue to the 3rd Level since there are new tasks added to the 2nd Level. The same applies to the 3rd and 4th Levels.
- Each time a user updates a Conditional Template Task Hierarchy, for example when a user deletes, clears, and/or adds new tasks, only the request(s) that are not yet affected by the condition will be updated. In addition, the system will display a warning message in the header of the page informing the user that only the request(s) that are not using the condition yet will be affected when the criteria are met.
Automated Email Notifications to Data Subjects upon Request Creation and Email Verification
Benefits:
IRM Admins need the ability to set up automated emails to data subjects when requests are created in IRM and when email verification is completed so data subjects are informed when requests are in progress.
Details:
New Success email verification and Request Creation email notifications are added to enable IRM Admins to set up automated email notifications to data subjects.
Admins can customize the email notifications in the Email Templates page.
- Request Creation - The system sends this notification when a request has been received and created successfully.
- Success email verification - The system sends this when an email is verified and the request is in In Progress status.