In this release:
Key Features and Enhancements
- Update existing Data Inventory using a CSV file
- Create a BP Form that requires no approval
- Create System Inventory Records from a BP form
- BP Form owners can see status of Assignees
Feature Details
Update existing Data Inventory using a CSV file
To update existing data inventory records, click on the upload action icon.
For instructions, you can then download a sample template. In the upload CSV, note the following:
- Include the existing inventory record IDs (ie. Third parties), then update the remaining fields in the CSV that you want to be updated. One way of doing this is to first download the existing records (use the export feature) in a CSV which will show you their unique ID’s. Use the CSV Import templates as a guide to understand which fields can be updated in the Hub record and the necessary format of the import file.
- Any fields left blank in the CSV will result in no update for that field in the Hub record.
- For existing contacts, at least the Full Name and Email address must match to update the remaining fields. Full name or Email cannot be updated using this method.
- For fields that contain a collection of values, the existing values (such as Locations) will not be replaced, only appended to. This is also true for Tag groups which can include multiple value tag groups. All other fields with a single value or text field will be replaced with the new value.
- Systems inventory records can be updated via their owning record template files. One can identify which systems to update using their ID and using the same process as above.
- When the ID fields are left blank but the other required fields have values (indicated by the * in the header name of that field), new records will be created as was done previously.
Create a BP Form That Requires No Approval
A new Business Process Form can be created that does not require approval:
- When the Form is created without the below checkbox selected, the Business Process Record will be created immediately.
- When the assignees respond on the Form questionnaire, the BP record will be updated immediately.
- If an approval process is needed before the business process record is created, then one can check the below checkbox when creating the new form.
Once the assignees have completed the questionnaire, one can close out the questionnaire and remove access to it by clicking the Complete button.
Note: At this time, we do not support updating existing business process records using a BP form, only creating new BP records. The updated existing functionality will become available in a future version of Hub.
Create System Inventory Records from a BP Form
Assignees on a BP Form Questionnaire now have the ability to create System Inventory records directly on the questionnaire. They can also create owner records of that system such as a Third Party or Company Affiliate record.
When sending the form to the assignees, enable the checkbox called, “Allow assignees to create systems or owner inventory records”. Note that this checkbox enables this capability for all assignees on this Form.
Assignees will be able to create new systems directly from the Questionnaire.
On the Systems dropdown, click Add New System.
Enter in the System record information on the new panel on the right.
Confirm creation of new system record in the Data Inventory:
The new System will now show in green, while existing systems you have added will show in grey/purple:
New Third Party or Company Affiliate Records can be created when creating the new System Record via the the Owned By field as seen below:
Note: The ability to edit existing inventory records from a BP Form Questionnaire will come in a future version of Hub.
BP Form Owners Can See Status of Assignees
A BP Form owner can see the current status of all assignees via the BP Form Editor (Hub > Settings).
The BP Form owner can check if the questionnaire was “Sent” to assignees, or if the assignee has “Submitted” their questionnaire.
This can be done by clicking the “See All” link at the top right when editing the BP Form.
