Admins and DPOs can comment on the request and upload attachments. They can tag participants with an “@” reference and this will provide access to such @-mentioned Participants to the request. @-mentioned Participants will receive an email notifying them of the new comment directed at them in the request. To comment, simply click the Add New Comment button and type in your comments in the field provided.
Participants can comment and upload attachments to the request. Attachments can be up to 100MB. The supported file attachments are PDF, Word files, Excel spreadsheets, text files, and audio files.
Replies from internal and external users to email notifications are recorded as comments in the Comments section of the request. Users will receive notifications in the Comment section of the request indicating the type of notification that bounced back and the recipient. Notifications that bounce back will be handled based on the recipient:
- If the notification is for the request assignee and it bounces back, a comment will be added to the request to inform the request assignee.
- If the email to the request assignee also bounces back, admins will be notified through email.
- If the email to admins bounces back, a comment will be added without sending another email to avoid an infinite loop.
- If the email to the Data Subject fails or bounces back, it will be added to the activity log.
- If the notification is for a task assignee and it bounces back, it will be recorded via task comment.
Any files attached to these emails are shown both in the Comments and in the Internal Attachment sections of the request. This feature allows users to work on the requests without logging in to the system.
NOTE: All comments made on a request are recorded in the request. All attachments uploaded to the request are also listed on the request and are available for download, provided the user has access (as discussed previously, check User Roles section) to download attachments.
Searching for the data for Data Subjects can be partially or fully automated using Data Mapping & Risk Manager integration and Data Discovery Solutions integration. For more information, refer to the Integrations section and Systems section.