Creating and modifying personal data classifications
Menu path
Modules ?
System ? Setup
? Personal
data ? Classification
Introduction
On this page, you can create personal data classifications
and link them to the required entities, such as employees, contact people, and accounts.
A personal data classification is set up to define an event, which indicates
the circumstances when the personal data of your employees, contact people, and
accounts are no longer needed, and can be anonymized from the system.
On this page, you can also edit existing classifications or delete them from the system.
Roles and rights
To create or modify personal data classifications, 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 create personal data classifications?
- On the System: Classifications page, click New.
- Define the fields.
- Click Save.
Keep in mind: All fields with the "!"
icon are mandatory.
How do I edit personal data classifications?
- On the System: Classifications page, click the
hyperlink in the Code or Description column.
- Make the necessary changes.
- Click Save.
How do I delete personal data classifications?
- On the System: Classifications page, click the
hyperlink in the Code or Description column.
- Click Delete. A confirmation message will be
displayed.
- Click OK.
How do I copy details of a personal data classification to a new entry?
- On the System: Classifications page, click the
hyperlink in the Code or Description column.
- Click Copy. The System: Classification - Copy page will be displayed.
- Define the code and description for the new entry at Code and Description respectively.
- Click Save.
How do I recode the codes of existing personal data classifications?
- On the System: Classifications page, click the
hyperlink in the Code or Description column.
- Click Recode. The System: Classification - Recode page will be displayed.
- Type the code at New code.
- Click Save.
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.
Save
Click this to save the personal data classification.
Save + New
Click this to save the personal data classification and
create another personal data classification.
Note: This is available only if you are creating a
personal data classification.
Delete
Click this delete the personal data classification.
Note: This is available only if you are modifying an existing personal data classification.
Copy
Click this to copy the details of this personal data classification to a new entry.
Note: This is available only if you are modifying an existing personal data classification.
Recode
Click this recode the code of an existing personal data classification.
Note: This is available only if you are modifying an existing personal data classification.
Fields
Code
Type the code of the personal data classification. This information is unique and mandatory.
Description
Type the description of the personal data classification. This
is mandatory.
Status
Select Active or Inactive to define the status
of the personal data classification.
Tabs
Conditions tab
Category
Select Employee, Contact person, or Account
to specify the category or entity to be linked to this classification.
Note: If you have master data and/or people selected
under the Master data and Persons tabs respectively, changing the
category will prompt a message that proceeding with the change will cause the selected
master data and/or people to be removed from the list.
Type
Select the type to separate the classifications according to
the types available for the category. This is available only if you have selected
Employee or Account at the Category field.
- If Employee is selected at the Category field, the
available options are Applicant, Contractor, Employee, Student,
and Temporary.
- If Account is selected at the Category field, the
available options are Associate, Bank, Customer, Division, Employee, Lead, Prospect, Reseller, Supplier, and Suspect.
Link automatically
Select the check box to automatically link this classification to newly-created or modified entries of people or accounts that meet the conditions of this classification.
Event
Select an event to indicate when the personal data of your
employees, contact people, and accounts are no longer needed, and can be
deleted from the system. You can select Inactive status or Contract terminated
if Employee is selected at the Category field. Contract
terminated is not available if Contact person or Account is
selected at the Category field.
Expiry period after event
Type a number to specify the duration that the data will be
retained after the event occurs.
Time scale
Select Days, Months, or Years to
indicate the time scale, which correlates with the number defined at the Expiry
period after event field.
Master data tab
This tab allows you to select the master data to be
anonymized when the event occurs after the defined period. The master data available
for selection depends on the option selected at the Category field. All
the selected master data for this classification will be displayed in this tab. Note that this is only applicable if you were to anonymize one person or more. The merging or deletion of a person action is not applicable.
Add
Click this to select the master data to be anonymized. On
the pop-up page displayed, select the master data, and then click Add.
Click Close to exit the pop-up page.
Click this to remove the respective master data from the list so that they will not be anonymized.
Documents tab
This tab allows you to select the document types to indicate
the documents to be deleted. When the event occurs after the defined period, the
documents belonging to the document types and that are linked to the people or
category defined will be deleted. All the selected document types for this classification
will be displayed in this tab. Note that if you were to delete a person, all documents linked to the person will be deleted as well regardless of the selections made in this tab.
Add
Click this to select the document types. On the pop-up page
displayed, select the document types, and then click Add. Click Close
to exit the pop-up page.
Click this to remove the respective document types from the list so that the documents belonging to these document types will not be deleted.
Requests tab
This tab allows you to select the request types to indicate
the requests to be deleted. When the event occurs after the defined period, the
requests belonging to the request types and that are linked to the people or
category defined will be deleted. All the selected request types for this classification
will be displayed in this tab. Note that if you were to delete a person, all requests linked to the person will be deleted as well regardless of the selections made in this tab.
Add
Click this to select the request types. On the pop-up page
displayed, select the request types, and then click Add. Click Close
to exit the pop-up page.
Click this to remove the respective request types from the list so that the requests belonging to these request types will not be deleted.
Persons tab
This tab allows you to select the people to be linked to
this classification. The people available for selection depends on the options
selected at the Category and Type fields. All the selected people
for this classification will be displayed in this tab.
Add
Click this to select the people. On the pop-up page
displayed, select the people, and then click Add. Click Close to exit
the pop-up page.
Click this to remove the respective people from the list.
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: |
28.456.457 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
04-12-2018 |
| Release: |
260 |
Attachment: |
|
| Disclaimer |