In this release:
Key Features and Enhancements
- Allowing Assignees to Share a Form
- Creating many Forms out of one Form using “Clone” and sending new Forms at the same time
- Adding Multiple Data Subjects at once on a System Inventory Record
Feature Details
Allowing Assignees to Share a Form
When sending the form from the form editor, it is now possible to give permission to assignees to share the questionnaire with other System or Non-System users.
Sharing from the Questionnaire
If an assignee has permission to share the questionnaire, they can click the “Share Questionnaire” link. They can either share the questionnaire with only the new assignees added, or they can also re-share the questionnaire with the existing assignees. This can be helpful if a message needs to be sent to everyone, or a reminder to fill out the questionnaire.
Authentication on a Questionnaire
Assignees will be able to share the questionnaire with non-System users. These users will receive a link with a unique token over email; however, note that these users will not go through a normal authentication process like System users so will not need to enter a username and password.
If additional permissions are given such as Creating System or owning records, or editing existing System or owning records when sending the form from the Form editor, then these non-system users will have access to the data inventory as well.
See All Assignees
Using the “See All Assignees” link, any assignee can see who else is assigned on the form.
Creating many Forms out of one Form using “Clone” and sending new forms at the same time
The Privacy Office, for example, may want to create a single form and configure it to be used as a template.
They could then create and send multiple forms to different departments.
This can be done by clicking the “Clone” button in the BP Form Editor, or clicking “Clone” from the ellipsis menu on the BP Form list page.
Click Add Cloned Form for each new form that you want to create out of this existing form:
Set the required fields including the Owner of the Forms.
Click the “Coghweel” to add additional settings if needed.
Clicking “Clone forms” will create all the forms.
Cloning and Sending Forms
At the same time as cloning one or more forms, one can assign and send all the forms at the same time.
1. Click the Add assignees action icon:
2. Add assignees, set due date and permissions, and then click Save.
The “red” dot on the action icon means you have configured the assignee for that form.
Once the assignee information is configured for all the forms being created, the Clone and Send Forms button can be clicked. If it’s still disabled, check all the “Add Assignee” action icons to ensure they all have “Red Dots”.
Adding Multiple Data Subjects at once on a System Inventory Record
From a System inventory record, one can now add multiple data subjects for a set of locations.
1. Click Add another individual type.
2. Select one or multiple Data Subjects.
3. Select one or multiple Country and State/Province locations for that set of data subject(s):
3. Click Add.