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Mandatory Intake Form Fields

Intake forms must contain the following fields. The order of the fields can be rearranged by Admins as they see fit. 

  • I am – This is a list of Data Subject Types. TrustArc supports many Data Subject Types and Admins can choose any of these pre-existing Data Subject Types. Furthermore, display names for existing Data Subject Types can also be changed. For example: if Admins want to call “Customer” as “Consumer”, IRM understands that even though the display name is “Consumer”, underneath, it is of type “Customer”. This is useful while working with TrustArc Data Mapping & Risk Manager and correlating the Data Subject Types provided in IT Systems. 

New Data Subject Types can also be added to the list. However, TrustArc strongly discourages creating new Data Subject Types, if those types already exist in the system, as it will make it harder to correlate these Data Subject Types to the ones associated with IT Systems in the Data Mapping & Risk Manager.

The Show label on the form checkbox below each form field label allows you to display or hide the form field label when rendering the form. Users can set the Default Value of the I am field to be Customer, Employee, or Other.


 

Data Subject Types can be ordered alphabetically or in any order. This can be arranged under the Options tab.


  • Name – This is a text box for Data Subjects to enter their name. Name can be a single field or can be separated into first and last name fields.


     
    The Name field can be set as a required field by clicking the Required checkbox.


     

  • Email – This is a text box for Data Subject’s email.


     
    Enabling the Match Field checkbox forces the Data Subject to provide the same email address twice in order to collect quality data.


     

  • Resident of – This is a drop-down list of countries. For United States, the intake form supports States. The Auto-fill based on Geolocation checkbox is disabled by default. When this feature is enabled, IRM detects the Data Subject’s location through IP address and automatically fills the Country field in the intake form. The Data Subject’s jurisdiction should be listed in the Options tab. Otherwise, the system will not be able to auto-fill the Resident of field.


     

NOTES:

  •  
    • If the jurisdiction detected is not in the jurisdiction options, IRM uses the default option (if available). The Data Subject may change the value of the Resident of form field if it is not a hidden field.
    • The system leaves the Resident of form field empty if the default value is not present and auto geolocation is not enabled.
    • The system leaves the Resident of form field empty if the default value is not present and geolocation is enabled but the detected location is not found in the options.

IRM allows Admins to rearrange countries in the Resident Of (jurisdiction) field in alphabetical order or any other order.


 

Admins can also add Other while creating a country list in the Resident Of field to gather jurisdiction. Simply click the Add existing option button and type Other in the Search option field. 


 

  • Type of Request – This is a drop-down list of Request Types. TrustArc supports seven Request Types and Admins can choose any of these pre-existing Request Types. Furthermore, display names for Request Types can also be changed. For example: if Admins want to call “Access My Information” as “Access,” IRM understands that even though the display name is “Access”, underneath, it is of type “Access My Information.” New Request Types can also be added to the list.

Request Types can be ordered alphabetically or in any random order desired.


 

For the purposes of CPRA, the Default Request Type options ‘Right of correction’, ‘Right to Know if Profiled’, ‘Right to Appeal’, and ‘Opt-in to the sale of sensitive information’ are supported by default. This can be added by clicking the Add existing option. 


 

When a Do Not Sell or Share My Personal Information is added, the request type will have a Due in Days of 15 days in California according to CCPA.
 
NOTE 1: For certain request types such as ‘Delete My Information’, customers may want to get double confirmation from Data Subject before such requests are submitted. This is possible by enabling Enable double confirmation when submitting the request type as shown below. The message shown while showing a second confirmation can be customized as well.
 

If Email verification and identity verification are enabled on intake form, then these verifications can be disabled on Request Type level. This gives the ability to control verifications on Request Type and Intake form basis.


 

NOTE 2: The Integrate this Request Type to Cookie Consent Manager (CCM) feature enables calling CCM when a request is submitted on a per request type level for users with IRM and CCM solutions. This integration must be set up on the CCM side as well to work seamlessly.


 

Adding New Form Fields

Drag and drop any of the following fields to add it to the intake form: 

  • Single Line – This is a simple text.
     
    The Single Line field also allows you to configure HTML links, Text Only, or Number Only input values in the Validation tab.


     
    Users can also set the minimum or maximum number of character input for a single line text input field. The minimum character input starts from 0 and the maximum is up to 500. An error message will display if the input value is less than the minimum character set and beyond the maximum value.

  • Paragraph – This is a text box to enter multiple lines of text.
     
  • Phone No. – This allows users to add phone numbers.
     
    The Show country code on the form checkbox in the Validation tab allows users to select the default country code to display on the form.
  • Email – This is an additional email field.
     
  • File Upload – This allows file upload by Data Subjects.
     
    Only .txt, .csv, .doc, .docx, .pdf, .png, .jpg, .jpeg, .msg are supported file formats and must not exceed 25 MB (Multiple files are not supported).

  • Dropdown – This is a dropdown menu that can be customized with menu items. 
     
    The Allow multiple selection checkbox allows admins to collect one or more options from a dropdown field in an Intake Form when the Data Subject is submitting the form.
  • Static Text – This is just a static text and cannot take any input.
     

  • Checkbox – This is a small interactive box that can be toggled by the user to confirm that the site's terms have been accepted.

    NOTE: Users can configure the alignment of checkbox fields to appear either left or right. By default, checkboxes align to the left in Forms v2.0 and to the right in Forms v2.1. This setting can be overridden per field. The selected alignment is retained in the form configuration and applies consistently in both preview and live forms. This configuration does not affect validation or submission behavior.

     

  • Date – This allows adding a Date and Date range as a custom form field.
     
    Date Range Conditions can be added to further provided specific conditions on dates selected.
     
    Intake Forms with added Date Range will have the following preview:

Styling Customizations

Users can apply styling customizations in their intake forms. 

  • Font – Select the font face from the dropdown menu.
  • Font Size – Select the size of the font.
  • Label Text – Select the label text color from the color palette or enter the HEX code.
  • Form Field Background – Select the form field background from the color palette or enter the HEX code.
  • Background Color - Select the intake form background color from the color palette or enter the HEX code.
  • Form Field Stroke – Select the form field stroke color from the color palette or enter the HEX code.
  • Required Field Indicator – Select the required field indicator color from the color palette or enter the HEX code.
  • Information Icon – Select the information icon color from the color palette or enter the HEX code.
  • Option Text – Select the option text color from the color palette or enter the HEX code.
  • Helpful Information Background – Select the helpful information background color from the color palette or enter the HEX code.
  • Helpful Information Text Color – Select the helpful information text color from the color palette or enter the HEX code.
  • Helpful Information Text Font – Select the helpful information text font face from the dropdown menu.
  • Font Size – Select the size of the helpful information font.
  • Reset to default – Erases the custom settings and restores styling to default settings

Settings for Required, Store Data, and Multiple Inputs Checkboxes

  • Fields marked Required will be required to fill when a Data Subject is submitting the request. 
  • Fields marked with Hidden enable customers to hide the field while rendering the form.
  • Fields marked with Read-Only enable customers to display the value in read-only form.
  • Fields marked as Store Data will be stored in IRM. If this checkbox is unchecked, then the value for that field is not stored in IRM. Such fields can only be used for IDology identity verification.
  • Fields marked with Multiple Inputs enable customers to collect additional information from data subjects for the same field and specify the maximum number of inputs to gather. Multiple data gathering support is provided for all single line text fields and Email fields.

Fields with Multiple Inputs enabled will have the following preview. For this example, the Email field has Multiple Inputs enabled.