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Intake Form Fields

IRM has made it very easy for users to create an Intake Form. Each section of the Intake Form Builder is discussed in the next chapter of this guide.

Details Tab 

Basic Details

  • Intake Form Name – This is a mandatory and unique name for the intake form.
     
  • Company Name – The name attribute used to specify the company name.
     
  • Brand – Select one or more brands from the list of brands created in the Brands page.
     
  • Language – This is the default language of the intake form. Based on the language selected, labels for intake form fields will change. However, these labels can be customized. Translations for 63 languages are supported.
     

  • Email Verification – Data Subject’s email verification can be optional, required, or not required. 

    • If email verification is required in an intake form, when a request is submitted using this intake form, Data Subject receives an email with a link to verify their email.
    • If email verification is not required, this verification email is not sent to Data Subject.
    • Intake forms with optional email verification are often used by Support or DPO to create Requests on behalf of Data Subjects. In this case, DPO or support will have a checkbox to either verify or not verify Data Subject’s email. The Verify Email Label field dynamically displays when you select the optional email verification.

    Email Verification can further be disabled per Request Type if it is enabled on an intake form thus giving the ability for Admins to turn ON email notification on per Request Type per Intake form basis.
     

  • Enable Manual Verification – Manual Verification allows Request Assignees and Admins to specify the status of Data Subject verification done by the customer. This verification is enabled per intake form basis to better track the verification stages of the request. If manual verification is enabled, requests will have an additional verification status that can be set to “Success/Fail”. If a data subject is not found in customer’s systems, the request can be marked as “Fail” and the Assignees can send an email notification to the Data Subject. Requests are closed after manual verification is marked as ‘Fail’. If manual verification is marked as “Success”, then based on the status of other verifications (email, identity) requests can stay in UNVERIFIED status or can go to IN PROGRESS status.
     

  • Associate this form with Connected Systems – This allows Privacy Administrators to dynamically source and select system records directly from the Data Mapping & Risk Manager (DMRM) module without the need for manually maintaining a static list of products and ensures compliance with the EU Data Act. This also ensures that only relevant connected products are displayed to Data Subjects when making a request.

    NOTE: You must be connected to DMRM via the IRM Integration to populate this feature. If the DMRM integration is disabled, no options will be available, and the system will display a helper message as follows:

    “Enable DMRM Integration or contact support to view options.”

Display Details 

  • Name Display – Select how to display the brand information on the intake form:
    • Display Brand Name
    • Display Company Name
    • Do Not Display Name
  • Logo Display – Select whether to display the company logo, brand logo, custom logo, or choose not to display any logo.
     
  • Company Logo URL – Enter the URL for the logo.
     
  • Header Name – This is the name that Admins want to display on top of the intake form
     
  • Submit Button Name – The name attribute used to specify the Submit button.
     
  • "Submit" Text Color – This field enables you to specify the color of the Submit button.
     
  • Reset Button Name – The name attribute used to specify the Reset button.
     
  • "Reset" Text Color – This field enables you to specify the color of the Reset button.
     
  • "Submit" Button Background – This field enables you to specify the color of the Submit button background.
     
  • "Reset" Button Background – This field enables you to specify the color of the Reset button background.
     
  • "Submit" Hover Button Background – This field enables you to specify the color of the Submit hover button background.
     
  • "Submit" Hover Text Color – This field enables you to specify the text color of the Submit hover.
     
  • "Reset" Hover Button Background - This field enables you to specify the color of the Reset hover button background.
     
  • "Reset" Hover Text Color – This field enables you to specify the text color of the Reset hover.
     
  • Use Captcha from – You can select which captcha to use when the Intake form is rendered. You have the option to use Google reCaptcha or TrustArc Captcha, or both. Google reCaptcha is the default value.

    NOTE: You must select at least one captcha to proceed to the next step.
     
  • Favicon Logo – This optional field enables you to add your Favicon logo. You can use an image URL as the source for the favicon image. When you render the intake form, the favicon that you added will dynamically reflect on the form.