In this release:
Key Features and Enhancements
- Added BP Form Smart URL to BP .CSV Export
- Auto-populate Purposes & Elements tab
- Added Access Control Entity Column
- Ability to Filter System Records by a Specific Owning Entity
- Added Instructions to the Business Process Record, Form, and Questionnaire tabs
- Removed TrustArc Logo from All PDF Reports
- Made Third Party Contract Fields Optional
Feature Details
Added BP Form Smart URL to BP .CSV Export
Benefits
When customers manage a large number of business process (BP) form URLs, it’s hard to get the URLs easily without having to enter them one by one, and select the “Generate Smart URL” option. By providing the URL in the export, it is now easier to access and use the URLs for multiple BP forms, especially after a cloning process to first create them.
Details
In this release, when exporting multiple business process records in a .csv file format, a Smart URL column that contains the smart URL associated with each business process record is added.
Below is a screenshot of the Smart URL column in a generated CSV file:
A Form Smart URL option is also added to the Configure Columns feature. This is not selected by default.
Once selected, the Form Smart URL column appears in the Business Processes page. Users can click the Smart URL button to copy the smart URL of the business process form associated with the business process record. They can also sort the column by records that have a smart URL and records that do not.
Auto-populate Purposes & Elements tab
Benefits
For new business process records created with template type 2, users do not need to manually enter the data elements and processing purposes applicable to the business process record after they selected a system record in the Build Data Flow step. They can remove though any data elements or processing purposes that do not apply to the business process record.
Details
In this release, when creating a business process record, after users select a system record in the Build Data Flow step, the data elements and processing purposes from that system record are auto-populated in the Processing Purpose and Data Elements sections of the Purposes & Elements tab.
The following description at the top of the Purposes & Elements page is also added:
“The data elements and processing purposes from the system records added to the build data flow step have automatically been added to this tab. Remove any data elements and processing purposes that do not apply to this business process record.”
Added Access Control Entity Column
Benefits
Allows users to easily identify the organization entity from Org Hierarchy that owns the business process or data inventory record.
Details
In this release, a new Access Control Entity column is added to the .csv exports for business process forms, business process records, system records, and third party records. In the column, the name of the organization entity from Org Hierarchy that owns the form or record is shown.
An Access Control Entity option is also added to the Configure Columns feature. Once selected, a column appears showing the names of the organization entities that own the business process or data inventory records. The column is not selected by default.
NOTE: The column is only enabled if the customer has the Org Hierarchy enabled.
Ability to Filter System Records by a Specific Owning Entity
Benefits
In the Data Inventory list page, users now have the ability to filter system records by a specific owning entity. Prior to this release, they can only select the type of owning entity, but not the actual entity(s).
Details
In this release, a fourth tier of filter capabilities is added to the System Filters type where users can filter system records by a specific owning entity.
For example, when filtering system records owned by a specific company affiliate, users can navigate to System Filters (1) > System Owning Entity Type (2) > Company Affiliate (2), and then select a specific company affiliate (4) from the list.
NOTE: This functionality also exists for the other data inventory record types.
Added Instructions to Business Process Record, Form, and Questionnaire tabs
Benefits
With the addition of instructions to the business process record tabs as well as to the business process form and questionnaire survey sections, customers will now find it easy to complete a business process record, business process form, and business process questionnaire.
Details
In this release, the following instructions are added to the top of the tabs of the business process forms, business process questionnaire, and business process records created using template type 1 or 2:
| Tab | Instructions |
|---|---|
| Details | Begin by entering essential details for this business process record, including the name, a brief description, a range of data subjects and recipients, and key contact information. |
| System Selection | Search for and add the systems used in this business process record, then configure each system to include the required information for this record. |
| Build Data Flow | Build a data flow chart by selecting and configuring each system record added to the left column of the page. |
| Purposes & Elements |
Template 1: Add any additional data elements or processing purposes that were not added to the previous steps and should be included in this business process record. Note that you may not have additional information to add to this tab. Template 2: The data elements and processing purposes from the system records added to the build data flow step have automatically been added to this tab. Remove any data elements and |
| Security & Retention | Indicate the security controls and data retention period that are applicable to this business process record. |
| Legal Basis | Select the legal basis for processing for each processing purpose listed below. |
| Custom Questions | Complete the questions listed below. |
Below is a screenshot of the instructions located at the top of the Details tab of the business process record. The same instructions can be read in the Details tab of the business process form and questionnaire.
Removed TrustArc Logo from All PDF Reports
Benefits
This allows customers to create PDF reports without the TrustArc logo and company name on them, thereby removing the idea that TrustArc is imposing its branding on a report that the customers do not want to be associated with the company.
Details
In this release, the hardcoded TrustArc logo and “TrustArc Inc.” company name from the cover page, header and footer of the following reports are removed:
- Business Process Summary Report
- Article 30 Report
- Article 30 Processor Report
For information on how to generate the reports, click the links below:
- Generating a Business Process Summary Report
- Generating an Article 30 Report
- Generating an Article 30 Processor Report
Made Third Party Contract Fields Optional
Benefits
If the fields are considered unnecessary, users do not have to waste time and effort to enter the name, start and end dates when adding a third party contract.
Details
On the Contracts tab for the third party record, when users add a contract to the bottom table, a pop-up modal appears where they are required to enter a name, start and end dates. In this release, these fields are made optional instead of required.
