Data Mapping & Risk Manager Release - June 8, 2023

In this release:

Key Features and Enhancements

• Custom .csv export tool
• Updated business process template setup page
• Ability to add unlimited record contacts

Feature Details

Custom .CSV Export Tool

This new export configuration capability gives you total flexibility and endless ways to customize your reporting needs.

Share and schedule your custom .CSV reports with stakeholders via email on a regular cadence, giving your business better visibility into your privacy program operations and track progress.

1. Navigate to the Business Processes or Data Inventory page.

2. Click the Download button (1), and then select Configure Export (2).

The Export CSV configuration pop-up modal appears.

Report Setup

There are two ways that users can select which records they would like to include in the .csv export: 

1. Create Report with Specific Records. In the list view, select the checkbox to the left of the records that should be added to the report, then click “Configure Export” from the download report menu. Users will see a message at the top of the configure export pop-up modal indicating the number of records which they have selected for the export. 
   
   
    
2. Create Report with All Records + New Records. To create a report that includes all records, plus any new records that are created: first, do not select any records on the list page; instead, click the Download button and then select Configure Export. From here, you can apply filters if there are specific reporting requirements and either download or schedule the report. If the report is scheduled, any new records that are created and align with the reporting criteria will be automatically included in the scheduled report.

Configure Exports Tab

To create a report, click Configure Export on the export drop-down menu, which will bring you to a “Configure Export” tab on the Export CSV pop-up modal. 

On this tab, users can add a report name, description, select and reorder columns, apply filters and select the download method (download now, email, schedule). 

• Export Type: Under the Export Type section of the Configure Export tab, users can choose to send the export by any of the following ways:
  • Download Now: If selected, when the user clicks Create Report, the download will begin and the user will be able to retrieve the file from their browser. 
     
• Email Report: Use this option to send a report via email.
  • Users can select email report and enter email addresses for system or non-system users. 
  • Users can enter a subject line.
  • Select if they would like to include the .csv as an attachment in the email or include a secure link to access the report.
  • Add a note, which will be added to the body of the email.
  • Click Create Report to send the email.

• Schedule Report: Users can select Schedule Report to send the report via email on a set schedule.
  • Users can select the frequency, time, timezone and end date of the report 
  • Once the settings are configured to the user’s preferences, they can click “Create Report” to schedule the email. 
  • Scheduled reports can also be found under the scheduled reports tab (more details below)

Scheduled Exports Tab

Users can navigate to the Scheduled Exports tab and see a list of scheduled exports. This tab contains a table with the following information about each scheduled export: Report name, description, last export date, next export date, recipients, status, and actions.

Under the Action column, users can select the Edit icon to edit a scheduled export, click the Download icon to download the report, or click the Delete icon to delete a report.

Completed Exports Tab

Users can navigate to the Completed Exports tab and see a list of completed exports. This tab contains a table with the following information about each scheduled export: Report name, description, last export date, download method, recipients, status and actions.

Under the Action column, users can select the Edit icon to edit a completed export, click the Download icon to download the report, or click the Delete icon to delete a report.

Updated Business Process Template Setup Page

Customers now have more guidance and insight as to which business process template best aligns with their privacy program needs. Additional information such as, the complexity of the template, which reports can be generated using the template, what information is asked for in the template and a thorough description has been provided for each template type.

To create a Business Process template:

1. From the left side of the page, hover the mouse over the Data Inventory Hub icon, and then navigate to Settings > BP Templates.

2. In the upper-right corner of the page, click Add New.

Selecting a Business Process Template

By default, TrustArc’s recommended template (Template 2) will be selected in the template type drop-down menu, but users can click this drop-down and select from template 1, 2 or 3, which are all marked with a template level (easy, moderate, advanced). 

After the user selects a template from the drop-down menu, they can see a template description, what reports can be generated by using the template, steps needed to complete the business process record and the template level (easy, moderate or advanced).

Ability to Add Unlimited Record Contacts

Previously, users could only add 3 contacts to a record. To provide more flexibility for users, the contact limitation has been removed and users can now add as many contacts as they would like to their data inventory records.

1. From the left side of the page, hover the mouse over the Data Inventory Hub icon, and then select Data Inventory (1).

2. Click Add New (2), and then select any Data Inventory record type.

3. In the Details tab, create as many contacts as you would like to the record.