In this release:
Key Features and Enhancements
- Add Assessments column to list pages
- Ability to delete Form when deleting business process record
- Data element names corrected
- Consolidation of lines in global map in a business process record
- Controller and joint controller updates for Article 30 Report
- Export custom standard lists
- Notifications on business process record when system inventory record has new Data Subjects, Hosting Locations, and Recipients
- Selecting entities from Organization Hierarchy shows parent
Feature Details
Add Assessments column to list pages
For a quick view of Assessments associated with inventory records or business processes, you can now add an “Assessments” column from the list pages.
Simply hover over the count of assessments and you will be able to see associated assessments and their status sorted by newest assessment first.
Ability to delete Form when deleting a business process record
It may be unnecessary to keep a Form when deleting the business process record associated with it. You have now a quick way to delete the form when deleting the BP record.
When deleting the form, note that its configuration, activity log, any comments, attachments, or answers will also be removed.
Data element names corrected
DNA and IP have been capitalized for the following two data elements:
Consolidation of lines in Global Map in a business process record
To make the global map easier to read for a Business Process record as well as reduce issues when downloading a report, if all countries have been selected for a region for a Data Subject, System, or Data Recipient, we will consolidate down to one line for that region.
For example when transferring data from a Data Subject called “Buyer” out of Europe to a System hosted in the United States, instead of showing lines from every country of the Data Subject like this:
We will instead consolidate to one line for that data subject, and include a label for that region under it, indicating that it applies to all countries in that region, like this:
Controller and Joint Controller Updates for Article 30 Report
- To more easily differentiate between Controllers and Joint Controllers, they will be kept in their own sections.
- A new card format is now in use for each Controller and Joint Controller which will show a DPO or EU Representative if a contact with such a role was added to the owning entity (inventory record) listed on the Business Process record. Note that no other contacts will appear on the cards.
Example: One controller card with three contacts
Example: Two Joint controller cards without contacts
Export Custom Standard Lists
It is now possible to download to CSV a list of Data Elements, Data Subjects, Processing Purposes, or Data Recipients.
This will provide more complete information like Risk Level.
To download the CSV, go to Settings in the Hub navigation and select the Custom Standard list. Then either select the data types you want to download and click the download button like in the below example, and then select Download Selected or Download All.
The system will process your request and send you an email when the download is ready.
The CSV will include all the columns in the custom standard list, but will let you know if it’s a custom standard or not as well as include columns for the record types using these data types.
Example output of CSV:
Notifications on BP Record when System Inventory record has new Data Subjects, Hosting Locations and Recipients
You will now see a notification on the System Selection tab of a BP record when there are additions on the System inventory record that do not exist yet on the System added to the BP record.
This should help alert the user of missing Data Subjects, Data Elements, Hosting Locations, or Processing Purposes that appear on the inventory record but not the BP record.
A banner will be visible. You can click Review to see the list of additions on the Inventory record, or you can just click Add all to quickly add them. You can also close the banner and it will not show again until there are any new items added on the inventory record.
While changes to Data Subjects and Hosting Locations are immediate on the Build Data Flow tab, Data Elements and Processing Purposes do not automatically update in the Build Data Flow if the data transfers have been modified for that system record. In this case, you can check the below checkbox to automatically add the new items to all the Subjects, Systems (all location nodes) and Recipients in Build Data Flow without needing to manually add them.
Selecting Entities From Organization Hierarchy Shows Parent
When Organization Hierarchy is enabled and you are selecting from a Company Affiliate, Business Unit, or Department entity from Organization Hierarchy, it will now be possible to see that entity’s direct parent in the hierarchy (shown below the name of the entity).
You can also hover over the hierarchy icon to see the full hierarchy of that entity.
Where there are multiple entities with the same name, this should make it easier to differentiate between them. This applies to the below fields in System, Third Party and BP Records..
Example: “Owned By” field on a System record
Example: “Select the entities responsible for managing this third party relationship” field and “Select the entities that should be able to access this record” field in a Third Party Record
Example: “Owning Entity” for an Owning Organization or Contact on a BP Record
For the “Control Access to Hub Records using Organization Hierarchy” feature released in Hub 3.16, if this feature is enabled on the customer account, any “Select the entities that should be able to access this record” fields will also show the parent of the entity and the organization hierarchy icon.
