Action Items

  • Updated

Overview

The Action Items page provides a comprehensive view of all action items generated for in-progress subject rights requests. This page will change based on your User Role. Admins and Managers will be able to see ALL open Action Items where applicable. Subject Right Assignees will ONLY see requests that they have been assigned to within the Action Items page. 

 

User Roles 

Access to the Forms page is governed by user roles:

Admins:

  • Access: Read/Write access to all capabilities. 
  • Can view all forms regardless of settings. 

Subject Rights Managers:

  • Access: Read/Write access to all Subject Rights features.
  • Note: Can view all forms that either 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 assigned items within "Action Items" subsection of the Subject Rights section. Access is based on assignment.

 

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:
    • Assigned:
    • Claimed
    • Completed
    • Action Items
    • Deletion in progress
    • Assignment In-Progress

Note: You can rearrange the order of these columns by dragging and dropping columns.

Display, Filter, Download CSV, Search 

    • Display: Click the Display button to toggle on/off the columns that display on the page. This information is stored as a cookie for the logged in user.
    • Filter: Click the Filter icon to filter action items by Form, Data Store, Jurisdiction, Request Type, Action to Take, Assignee, Time to Completion and Status. You can also filter for action items by date ranges using the create date, the internal due date, the regulatory due date, and/or the completed date for the request. 
    • Download CSV: Click the Download CSV icon to download the currently displaying action items with their currently displaying columns.
    • Search: Click the Search icon at the top right to search for action items by Email or Request Id.

 

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. 

DSAR - Action Item - Details.png

 

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.

DSAR - Action Item - Processed.png

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. 

DSAR - Action Item - Fields.png
 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.