Zooming in on personal data classifications
Menu path
Modules ?
System ? Setup
? Personal
data ? Selections
/ Actions
Introduction
On this page, you can easily view whether the events linked
to the personal data classification have taken place, the people or accounts linked to the events,
and the proposed actions.
Roles and rights
To zoom in on a personal data classification, function right 1029 —
Personal data management is required. By default, users with the Personal
data controller role have this function right.
Note:
- For more details on function rights, go to Modules ? System ? Setup ? Security ? Function
rights.
- For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.
What version are you using?
The information in this document is applicable to product
update 262 and higher. If you have versions lower than this, certain features
explained here will not be applicable.
How do I view the summary?
- On the Personal data: Selections / Actions page,
define the filter criteria to display the required results.
- Click Refresh.
- Click the hyperlink in the Total linked: Persons
column to zoom in on a personal data classification.
How do I anonymize data?
- On the Personal data: Selections / Actions page, define the filter criteria to display the required results.
- Click Refresh.
- Click the hyperlink in the Total linked: Persons column to zoom in on a personal data classification.
- Select the relevant check boxes next to the employees, contact people, or accounts to be anonymized.
- Click Anonymize. A message will be displayed to request for the password to activate the process.
- Type the password provided by your customer support, and then click Submit. This information is mandatory.
Keep in mind:
- The status of the anonymization process can be obtained at Modules ? System ? Setup ? Personal data ? Log.
- The anonymization process cannot be undone.
- The process of anonymization can only be performed if the Personal Data Protection solution is installed in Exact Lightweight Integration Server (ELIS).
How do I create an overview of personal master data based on the search results?
- On the Personal data: Selections / Actions page, define the filter criteria to display the required results.
- Click Refresh.
- Click the hyperlink in the Total linked: Persons column to zoom in on a personal data classification.
- Select the relevant check boxes next to the employees, contact people, or accounts.
- Click Create letter. The Templates page will be displayed.
- Select the relevant template group. The Create letter page will be displayed.
- At Subject, type the subject of the letter.
- Click Create letter. A message will be displayed to notify the status of the process.
How do I export the overview to Microsoft Excel?
- On the Personal data: Selections / Actions page, define
the filter criteria to display the required results.
- Click Refresh.
- Click the hyperlink in the Total linked: Persons
column to zoom in on a personal data classification.
- Click the
Export:
Excel icon.
How do I check which documents are linked to an employee, an account, or a contact person?
- Go to Modules ?
Documents ? Reports
? Documents ?
Search.
- Define the following information:
- For an employee, select an employee at the Person field (in the Document section).
- For an account, select an account at the Account field (in the Account section).
- For a contact person, select an account and a contact person at the Account and Contact fields respectively (in the Account section).
- Click Show.
Keep in mind: When performing a search for documents, only documents with a security level lower than or equal to the security level of the person performing the search will be displayed.
How do I check which requests are linked to an employee, an account, or a contact person?
- Go to Modules ?
Workflow ? Reports
? Requests ?
Search.
- Define the following information:
- For an employee, select an employee at the Person field (in the Request section).
- For an account, select an account at the Account field (in the Account section).
- For a contact person, select an account and a contact person at the Account and Contact fields respectively (in the Account section).
- Click Show.
Keep in mind: When performing a search for requests, only requests with a security level lower than or equal to the security level of the person performing the search will be displayed.
Buttons
Close
Click this to exit.
Refresh
Click this to update the results according to the defined
criteria.
Reset
Click this to clear the defined criteria so that you can
start a new search.
Anonymize
Click this to begin the anonymization process. Click Yes to proceed with the action. Type the password, and then click Submit.
Note:
- The password can be obtained from the customer support.
- When you anonymize an employee, the creditor or debtor account (including the contact people) linked to the employee will also be anonymized.
Create letter
Click this to generate an overview of the personal master data using the Word merge feature. This action can be done for people who have or have not been anonymized.
Fields
Criteria section
Event occurred
Select this check box to display only events that have already
occurred in the listing. If this check box is not selected, all events will be displayed in the listing.
Expiry period reached
Select this check box to display only events with a retention period that has expired or passed the current date. If this check box is not selected, all events will be displayed in the listing.
Person
Select a person or an account to display events to which the person or account is linked. The options available for selection depend on the category linked to the event.
Columns
Select the check boxes to anonymize the selected employees, contact people, or accounts.
Classification code
This column displays the codes of the personal data classifications.
You can click the hyperlink to view or modify the personal data classification.
Description
This column displays the descriptions of the personal data classifications.
You can click the hyperlink to view or modify the personal data classification.
Category
This column displays the categories for which the personal data classifications are created.
Type
This column displays the types of employees and accounts for
which the personal data classifications are created.
Event
This column displays the events of the personal data classifications.
Expiry period
This column displays the expiry periods defined for the personal data classifications.
Time scale
This column displays the time scales defined for the personal data classifications.
Employee number
This column displays the employment IDs of the employees. You can click the hyperlink to view the details of the person.
Note: This is available only if the event is linked to the Employee category.
Employee name
This column displays the names of the employees. You can click the hyperlink to view the details of the person.
Note: This is available only if the event is linked to the Employee category.
Account code
This column displays the codes of the accounts. You can click the hyperlink to view the details of the account.
Note: This is available only if the event is linked to the Account category.
Company name
This column displays the names of the accounts. You can click the hyperlink to view the details of the account.
Note: This is available only if the event is linked to the Contact person or Account category.
Contact name
This column displays the names of the contact people. You can click the hyperlink to view the details of the contact person.
Note: This is available only if the event is linked to the Contact person category.
Event occurred
This column indicates whether the event has occurred for the person or account. A green check mark indicates that the event has already taken place, while a red cross indicates that the event has yet to occur.
Note: The following scenarios are applicable:
- Inactive status — An event has occurred when the status of the person or account is set to Inactive.
- Contract terminated — An event has occurred when the status of the person is not Inactive, but the contract end date is earlier than or equal to the current date.
Expiry period reached
This column indicates whether the retention period of the data for the event has expired or passed the current date. A green check mark indicates that the retention period is equal to the current date or has passed the current date, while a red cross indicates that the retention period has not passed the current date.
The following table provides examples of when the retention period is considered and not considered as expired:
|
Inactive
date
|
Time
scale
|
Expiry
period
|
Current
date
|
Expiry
period reached
|
|
April 1, 2018
|
Day
|
0
(expired immediately)
|
April 1, 2018
|
|
|
April 1, 2018
|
Day
|
0
(expired immediately)
|
April 2, 2018
|
|
|
April 1, 2018
|
Day
|
1
|
April 1, 2018
|
|
|
April 1, 2018
|
Day
|
1
|
April 2, 2018
|
|
|
April 1, 2018
|
Day
|
10
|
April 9, 2018
|
|
|
April 1, 2018
|
Day
|
10
|
April 10, 2018
|
|
|
April 1, 2018
|
Day
|
10
|
April 11, 2018
|
|
|
April 1, 2018
|
Day
|
10
|
April 12, 2018
|
|
|
April 1, 2018
|
Month
|
3
|
June 30, 2018
|
|
|
April 1, 2018
|
Month
|
3
|
July 1, 2018
|
|
|
April 1, 2018
|
Month
|
3
|
July 15, 2018
|
|
|
April 1, 2018
|
Month
|
3
|
October 1, 2018
|
|
|
April 1, 2018
|
Year
|
1
|
March 31, 2019
|
|
|
April 1, 2018
|
Year
|
1
|
April 1, 2019
|
|
|
April 1, 2018
|
Year
|
1
|
September 1, 2019
|
|
|
April 1, 2018
|
Year
|
1
|
April 1, 2020
|
|
Proposed action
If the retention period has not passed the current date, "None" is displayed in this column to indicate that no action needs to be taken. If the retention period is equal to the current date or has passed the current date, "Proposed" is displayed in this column to indicate that you can anonymize or delete the relevant personal data.
Related documents
| Main Category: |
Support Product Know How |
Document Type: |
Online help main |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
28.456.459 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
04-12-2018 |
| Release: |
260 |
Attachment: |
|
| Disclaimer |