In this release:
Key Features and Enhancements
- Bulk change records to new data subject ranges
- Enable comments, attachments, and notes in BP forms
- Open records in new tab
- Make BP form questions required
Feature Details
Bulk change records to new data subject ranges
It is possible to not only create new custom data subject ranges, one can now also bulk update the ranges in existing records (ie. the “Volume of Data Subject Records” field in a system record or “Range of people involved” in a BP record) to new custom range values.
1. From the left side of the page, hover the mouse over the Data Inventory Hub icon, and then navigate to Settings > Data Subject Ranges.
2. Click the Transfer Records to New Range icon for the range currently used by records, where you want those records to use a new range.
Note: Before changing the data subject range, click on the value under the “Linked Records” column first to see what types of records are using this range (i.e., System records or BP records) as this will help you understand what records will be impacted by this bulk change. Note that multiple record types can share these ranges.
3. Select the new range you want to change.
1. Click Transfer, and then click Confirm to apply the change.
Enable comments, attachments, and notes in BP forms
One can now enable/disable comments, notes, and attachments when sending a BP form to assignees.
Assignees can collaborate with each other using comments (ie. @ mention each other) as well as collaborate with the BP Form owner. For example, a Form owner like a Privacy Officer could use this capability to ask a Business Process owner or Subject Matter Expert to clarify one of their answers or send a reminder. The assignees can respond to the BP form owner by @ mentioning them as well.
1. Navigate to Settings > BP Forms, and then create a BP Form.
2. After you click Send, make sure to select Comments, Attachments, or Notes under the Settings section.
NOTES:
- IF enabled, the options will be available in the questionnaire when sent to the assignees.
- Assignees can leave comments in the comments panel or @ mention other assignees or the form owner, and they will receive an email with a link to the comment.
- A counter is visible indicating the number of comments made.
- When a form is approved, the comments, attachments and notes will show in the business process record that is created from the form.
Open records in new tab
It is now possible to open inventory and business process records in a new tab by right clicking on the record. For those people that like to set a filter and quickly work off of records in new tabs, this can be helpful.
Make BP form questions required
One can now make form questions mandatory to be able to submit your form. This can help reduce assignees missing responses on important questions in the form.
1. Open the form editor.
2. Click on the checkbox “Answer required” for the question that now requires an answer.
3. View the Form by clicking on the link sent to an assignee.
The required questions will show an asterisk, and if you move beyond that section, a caution icon will show indicating the section where required questions are missing answers.
Note: The submit button will be disabled in the last section until all required questions have answers.