Important notice
The Classic Experience will be sunset on
Aug. 1.
If you have questions, contact your Customer Success and Implementation Manager,
Account Manager, or
support@trustarc.com.
Streamline the business process record creation and revalidation process by using Forms. Create and send forms to colleagues to gather the information needed to maintain accurate records of processing. You can configure the form to include specific sections, monitor the approval process, and track the status of each form you assign.
Creating a Form
1
From the left side of the page, hover the mouse over the Data Mapping & Risk Manager icon, and then navigate to Settings (1) > BP Forms (2).
2
In the top-left corner, click Add New (3).
3
Complete the following fields, and then click Continue.
›Enter the form name.
›Assign an owner. The creator is the default owner and will be notified by email.
›Select the entities that should have access to the record.
›Enter a description. This is optional.
›Enter the business process name.
›Choose a business process template.
›If an approval process is required before the business process record is created, check the approval checkbox (4).
📋 Note: Select Existing Record (5) to create a form from an existing business process record. This option also lets you copy the configuration from an existing form.
The questionnaire is pre-configured based on the business process template you selected. On each subsequent section you can simplify the questionnaire by clicking the Hide icon (6) next to a question — hidden fields are not sent to assignees but remain on the business process record. Click the Edit icon (7) to modify a question's text or description.
The questionnaire sections available depend on the selected template:
›Details
›System Selection
›Build Data Flow
›Purposes & Elements
›Security & Retention
›Custom Page — appears only if a custom page is associated with the selected template type
›Legal Basis
›Tags
📋 Note: To hide an entire section, click Hide Section (8) in the upper-left corner of that section.
Updating an Existing Business Process Record Using a Form
You can create a new form to update an existing business process record.
1
In the Create New Form modal, under Choose Business Process Record, click Existing Record (1).
2
Select an existing business process record (2).
3
Optionally, select an existing business process form (3) to copy its configuration.
4
Click Continue.
Alternatively, from the Business Processes page, click the ellipsis icon (4) to the far right of a record and select Create New Form (5).
While the form is in progress, the business process record will be in a Locked state.
During this time, you can edit the record via the form editor.
After editing, you can send the form.
Once you have reviewed the submissions from form assignees, you can approve the form. At that point, updates are applied to the business process record and the record becomes unlocked.
Assigning Questions Specific to Assignees
You can configure questions for specific assignees so that each assignee sees only the questions applicable to them. This can be done when sending a form — both from the form editor and from the form sent to assignees (if share permission is enabled).
1
In the Send Questionnaire modal, click the Settings icon to the right of the assignee's username, and then select Configure Visibility.
📋 Note: Clicking Reset Configuration resets the visibility configuration for that user.
2
Click the Hide icon (3) to the right of a question to hide it, or click Hide Section (4) to hide the entire section.
3
On the System Selection page, configure additional visibility options as needed.
›Deselect Show New Systems Added By Other Assignees (5) to prevent this assignee from seeing systems added by others.
›Click the Hide icon (6) to hide specific systems not relevant to this assignee.
4
Click Save.
📋 Note: To bulk configure visibility for multiple users at once, click Select All (7), and then use the Settings icon > Configure Visibility.
Activity Log for Forms and Individual Questions
An audit log is available for each question from both the form editor and the form sent to assignees. This makes it easy to see who changed what and when. Click the Activity Log icon to open it.
Sample Activity Log — Form
Sample Activity Log — Individual Questions
Change Indicator
Business process form owners can view an orange dot in the form editor to identify which sections or questions have had answer changes made by an assignee since the form was sent. This is useful for tracking completion of new business process records and for spotting updated answers.
Allowing Assignees to Edit Existing Inventory Records and/or Change Owning Entity
When sending a business process form, you can give assignees the ability to edit existing inventory records selected in the form questionnaire, including editing the owning inventory records.
1
Click the Send button in the BP Form, and then check the Edit system or owner inventory records checkbox.
2
From the questionnaire's System Selection page, assignees can click the Edit icon (1), edit the system record (2), and then click Save (3).
Assignees can also create a new Third Party or Company Affiliate record and assign it to a system:
3
Click the Owned By field (4), and then click Add New Third Party or Add New Company Affiliate (5).