Overview
The Action Items page provides a centralized view of all action items generated for in-progress subject rights requests.
By default, the page displays only incomplete action items on in-progress subject rights requests.
User Roles
Access to the Action Items page is governed by user roles:
Admins:
- Access: Read/Write access to the action items page.
- Can view all action items regardless of settings.
Subject Rights Managers:
- Access: Read/Write access to the action items page.
- Note: Can view all action items for requests that were submitted through forms that have no organization assigned or are assigned to an organization that the user is also associated with.
Subject Rights Assignees:
- Access: Read/Write access to the action items page.
- Note: Can view all action items for requests that were submitted through forms that have no organization assigned or are assinged to an organization that the user is also associated with when the user is listed as a subject rights assignee on the data store that generated the action item.
The Action Items Overview
Action items are created for each data store with at least one field classified as containing personal information (PI) once the requester’s identity is verified in the standard request workflow.
The action item overview page gives users a look at all open and in progress assignments at a glance. Managers and Admins will see ALL open tasks - Assignees will ONLY see tasks related to data stores in which they are owners or assignees/users:
On the overview page, you can see quick summary details including:
-
Requester: Displays the requester’s email address or phone number, with an option to copy it.
- Request ID: Shows the ID of the request associated with the action item.
- Form: Shows the Form Template that was used to submit this request.
- Data Store: Identifies the data store related to the action item. Users with the appropriate permissions can navigate to the Data Store Configuration page.
- Request Type: Displays the type of request related to the action item.
- Action to Take: Specifies the action required to complete the item (based on the right ex. delete, summarize, etc.).
- Assignee: Lists who is assigned to the action item. Users can reassign if needed.
- Created: The date the request was created.
- Internal Due Date: Shows the internal due date if internal due date has been set on the form the request was submitted through. Once this date has been past, this text displays in red.
- Regulatory Due Date: Shows the regulatory due date if the request was submitted from a jurisdiction with an active data privacy law. Once this date has been past, this text displays in red.
- Completed: Shows 'In Progress' until the action item is completed, after which it shows the date the action item was marked completed.
- Time to Completion: Shows 'In Progress' until the action item is completed, after which it shows the number of days it took to complete the action item calculated from the created date.
-
Status: Displays the current status of the action item which could be:
- To Do
- Claimed
- Completed
- Rejected
- Deletion in progress
Rearranging/Resizing Columns
You can rearrange the order of the columns that display in this table by dragging and dropping them into a new position in the table.
You can also adjust column order by pinning a column to the left or right of the table using the action menu for that column (see screenshot above).
Finally, you can resize the width of a column that displays by hovering in between two columns to display a divider between each column and dragging that edge to expand or contract the column width as desired.
Search
You can search for action items on the action items list page by entering an identifier of a requester (e.g. a requester email) or by entering an identifer of the request itself (e.g. a request id) and pressing Enter:
Multi-Filtering
You can apply filters to the Request Overview page to more easily locate particular requests. To apply one or more filters click 'Filters' at the top-right of the request list table to open up the filters pop-over:
Display
You can display and hide columns on the Action Items list page to display the request information most relevant to your goal. To display or hide columns click 'Display' at the top-right of the request list table to open up the display pop-over:
Export
To export the contents of the Request Overview page click 'Export' at the top-right of the request list table to open up the export requests modal:
How to Use the Action Item Overview Page
Assignment and Completion: Assignees should ensure all action items are assigned and completed before the due date. Action items can be managed individually or in bulk.
Additional Functionality
- Bulk Action Item Assignment: Assign multiple action items by selecting them and clicking the "Assign Users" button. Users can choose themselves or other subject rights assignees.
- Bulk Action Item Completion: Complete multiple action items by selecting them and clicking the "Mark Complete" button. If no matching results are found for the requesters’ email, items can be marked complete in bulk.
The Action Item Details Page
The Request Details page provides comprehensive information about a specific subject rights request.
On this page you can find:
Actions
The Actions tab includes all the details about a specific action to be taken. It allows the assignee to view the information about the requestor and the request itself as well as provides the space to complete or reject the request and to upload any additional supporting documentation to the request itself.
This section allows you to:
- View Request Details: Includes information about the request type and a description provided by the requester.
- Determine Action to Take: Specifies the action required for the request, such as deleting records.
- Search Term: Displays the search term used to find relevant data.
- Search Results: Shows any files or results related to the request. You can add additional files if needed. (Search results are tied to automated data stores - if the associated data store is manual, this section is not applicable)
- Internal Notes: Provides a space for optional notes regarding the request.
- Process Request: Indicates how the request has been processed, including whether user data was deleted or if no action was taken due to a lack of matching records.
Fields
The Fields tab provides classifications for relevant fields within the particular data store relevant to this action item, which can help you identify personal information (PII) in your data stores. You can use this information to locate PII more effectively. Additionally, you have the option to manually upload this classification data on the Actions tab if desired.
Example Data Store: Salesforce
Custom Notifications
Set up customized notifications for Subject Rights Managers using webhooks. These can trigger in specific conditions, be sent via preferred channels (e.g., Slack), and include custom content. Slack integrations allow subject rights managers to complete requests directly through interactive components without logging into Osano.