2018-10-10T09:32:12Z

Cbisso: /* Workflow */

== Introduction to Knowledge Items ==
''Knowledge items'' provide the mean to publish useful information and knowledge to specific audiences.

The workflow enables to record ''knowledge items'' and to support their lifecycle (publish / unpublish).

== Workflow ==
A new ''knowledge item'' can be created using the '''Add New''' functionality and choosing "New Knowledge Item".

A workflow enables to move ''knowledge items'' in several statuses as shown in the following picture.

[[File:Knowledge_Items_Workflow_ENG_v1.0.JPG|centre|thumb|800x800px|Knowledge items workflow and statuses.]]

The following table explains the meaning of each status:

{| class="wikitable"
! Status !! Description
|-
|Default || A temporary status when the ''knowledge item'' is initially created before the first save.
|-
|Draft || A ''knowledge item'' in this status is draft and not visible yet to its target audience.
|-
|Published || A ''knowledge item'' in this status is published and visible to its target audience. The target audience is the ''group'' set in the ''knowledge item'' Publisher field.
|-
|Dismissed || A ''knowledge item'' in this status is no longer visible and cannot be updated. This is an end of life status.
|-
|}

== Information ==
Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.

Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See [[How To]] for more information.

== Privileges ==
''Knowledge items'' can be created by the ''users'' to whom the corresponding privilege is granted (see [[Users & Groups]] for more information on how to set this privilege).

The lifecycle of the ''knowledge item'' is managed by the roles described in the table below. ''Groups'' are pre assigned to the roles according to the ''settings'' (see [[Settings]] for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled ''groups'' (see once again [[Settings]] for more information on how to enable ''groups'').

{| class="wikitable"
! Role !! Description
|-
|Publisher || Members of the ''group'' assigned to this role have full privileges. They can:
* transition records to any compatible status,
* update fields when possible.
|-
|Readers || Members of the ''group'' assigned to this role have view (read) privileges.
|}

== Reports ==
The list of ''knowledge items'' can be filtered and exported to excel format from the ''view'' '''''knowledge items'''''.

== Visibility of Knowledge Items and Knowledge Portal ==

''Knowlegde items'' are published and visibile in the ''knowledge portal'', accessible from '''''Knowledge Portal''''' menu. Note that ''knowledge items'' are visible in the ''knowledge portal'' to ''users'' who are members of the ''group'' they are published to.

Consents

2018-10-10T09:18:43Z

Cbisso: /* Privileges */

2018-09-27T13:03:02Z

Cbisso: /* Users Management */

==Users Management==
New ''users'' can be created using '''''Add New''''' and choosing '''New User''' in the self service menu.
Existing ''users'' can be update selecting ''Users & Groups Management / Users Management'' menu and selecting the record to manage from the list.
Access to ''users'' creation and administration is limited to ''users'' having administrative role (see later).

''Users'' shall be activated (in status "Active") to be operational. In other statuses, ''users'' are not active (they cannot login into Privacy-Now®) nor they are counted as licensed ''users''.

''Users'' information are organized in five sections:

* ''Tracking''
* ''Identification''
* ''Details''
* ''Process Settings''
* ''Password Management''

The table below reports the fields and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''Tracking''|| Code || Unique ''user'' identifier, automatically created by the system.
|-
|''Tracking''|| Project/Service || Environment identifier, corresponding to the organization owner of Privacy-Now® subscription and automatically managed by the system.
|-
|''Identification''|| Ticket Type || Record type identifier, automatically managed by the system.
|-
|''Identification''|| Ticket Op Status || Status of the ''user''. Possible statuses are "Inactive" (when initially created) or ''Active''.
|-
|''Details''|| Name || Name of the ''user''.
|-
|''Details''|| Surname || Surname of the ''user''
|-
|''Details''|| Username || Login name used to access Privacy-Now®.
|-
|''Details''|| Email || Email of the ''user''.
|-
|''Details''|| Admin || This field may have two possible values "Yes" or "No". If set to "Yes" the ''user'' has administrative privileges and can perform special tasks such as ''users'' and ''groups'' administration but also manage [[Settings#Introduction|settings]].
|-
|''Details''|| Language || The application interface language set for the ''user''. Supported languages are currently "English", "French" and "Italian". "Spanish" will come next.
|-
|''Details''|| Timezone || The time zone of the ''user'' who will see time accordingly.
|-
|''Process Settings''|| Access Request Creator || If set to "Yes", it enables the user to create new ''access requests''.
|-
|''Process Settings''|| Action Creator || If set to "Yes", it enables the user to create new ''actions''.
|-
|''Process Settings''|| Audit Creator || If set to "Yes", it enables the user to create new ''audits''.
|-
|''Process Settings''s|| Consent Creator || If set to "Yes", it enables the user to create new ''consents''.
|-
|''Process Settings''|| Data Breach Creator || If set to "Yes", it enables the user to create new ''data breaches''.
|-
|''Process Settings''|| Privacy Impact Assessment Creator || If set to "Yes", it enables the user to create new ''privacy impact assessments''.
|-
|''Process Settings''|| Issue / NC Creator || If set to "Yes", it enables the user to create new ''issues / non conformities''.
|-
|''Process Settings''|| Risk Creator || If set to "Yes", it enables the user to create new ''risks''.
|-
|''Process Settings''|| Processing Activity Creator || If set to "Yes", it enables the user to create new ''processing activities''.
|-
|''Process Settings''|| Knowledge Item Creator || If set to "Yes", it enables the user to create new ''knowledge items''.
|-
|''Password Management''|| New Password, Old Password, Confirm New Password || These fields work together, enter a new password in New Password, enter the previous password in Old Password, confirm the new password in Confirm New Password and press '''CHANGE PASSWORD''' to change the ''user'' password.
|-
|}

Note that when the environment is initially created, a ''user'' with administrative role is created and activated using subscription information. The access credentials of this ''user'' are sent by mail.

For more information on how to manage the ''user'' record, visit [[How_To#Records_Management|records management]].

==Groups Management==

''Users & Groups Management / Add Group Management'' menu item list the available ''groups'' and allows to manage ''groups'' (create, modify, delete). Only ''users'' with administrative privileges have the rights to perform ''group'' management.

When a Privacy-Now® environment is created, a set of default ''groups'' are generated. They are:

{| class="wikitable"
! Group!! Description
|-
|<organization> - AUD || Designed to include the ''auditors'' ''users''.
|-
|<organization> - DC || Designed to include the ''data controller]]'' ''users''.
|-
|<organization> - DP || Designed to include the ''data processor'' ''users''.
|-
|<organization> - DPO || Designed to include the ''data protection officers'' ''users''
|}

In the table above, <organization> is to be replaced with the name of the organization used for Privacy-Now® subscription.

Note that ''groups'' are only collections of ''users'' and that actual privileges are defined in process records (e.g. ''access requests'') by assigning a ''group'' to one of the available profiles (see process guides).

The pre configured groups cannot be deleted but they can be renamed and modified in terms of belonging members.

If Privacy process defined at ''Company'' level required the implementation of others roles, the ''Administrator'' can define all the other necessary Groups,to make the standard process complaint the company one using the ''Add Group'' function

=== Add group ===
''Users & Groups Management / Add Group'' menu item enables to create a new ''group''.

The table below reports the fields belonging to a ''group'' and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''General''|| Name ||The name of the group.
|-
|''General''|| Description ||A description for the group (e.g. its purpose).
|-
|''General''|| Default ||Non editable, automatically managed by Privacy-Now®.
|-
|''General''|| Status ||Non editable, automatically managed by Privacy-Now®.
|-
|''Members''|| Code ||The ''user'' identifier of the member, not editable and automatically managed by Privacy-Now®.
|-
|''Members''|| Full Name ||Surname and Name of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| User Login ||Login identifier of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| Group Manager ||Used to identify and mark if the member of the ''group'' is the manager of the group. Actually, the manager will have the same privileges has the members.
|-
|''Members''|| Type ||Field not used.
|-
|''Members''|| Status ||Status of the member, not editable here because modified in ''user'' management.
|-
|''Members''|| VIP Type ||Field not used.
|}

In the ''General'' form, use '''SAVE''' or '''SAVE&EXIT''' to update the ''group''. Use '''DELETE''' to delete a ''group''.

In the ''Members'' form see the figure below for the available commands.

[[File:Groups_management_ENG_v1.0.JPG|centre|thumb|800x800px|Groups management controls and commands.]]

=== Modify group ===
Use ''Users & Groups Management / Groups Management'' menu item to see the list of available ''groups'' and click on the one to update. Modify using the features and commands described above in [[Users_&_Groups#Add_group|Add group]].

Users & Groups

2018-09-27T13:00:50Z

Cbisso: /* Users Management */

==Users Management==
New ''users'' can be created using '''''Add New''''' and choosing '''New User''' in the self service menu.
Existing ''users'' can be update selecting ''Users & Groups Management / Users Management'' menu and selecting the record to manage from the list.
Access to ''users'' creation and administration is limited to ''users'' having administrative role (see later).

''Users'' shall be activated (in status "Active") to be operational. In other statuses, ''users'' are not active (they cannot login into Privacy-Now®) nor they are counted as licensed ''users''.

''Users'' information are organized in five sections:

* ''Tracking''
* ''Identification''
* ''Details''
* ''Process Settings''
* ''Password Management''

The table below reports the fields and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''Tracking''|| Code || Unique ''user'' identifier, automatically created by the system.
|-
|''Tracking''|| Project/Service || Environment identifier, corresponding to the organization owner of Privacy-Now® subscription and automatically managed by the system.
|-
|''Identification''|| Ticket Type || Record type identifier, automatically managed by the system.
|-
|''Identification''|| Ticket Op Status || Status of the ''user''. Possible statuses are "Inactive" (when initially created) or ''Active''.
|-
|''Details''|| Name || Name of the ''user''.
|-
|''Details''|| Surname || Surname of the ''user''
|-
|''Details''|| Username || Login name used to access Privacy-Now®.
|-
|''Details''|| Email || Email of the ''user''.
|-
|''Details''|| Admin || This field may have two possible values "Yes" or "No". If set to "Yes" the ''user'' has administrative privileges and can perform special tasks such as ''users'' and ''groups'' administration but also manage [[Settings#Introduction|settings]].
|-
|''Details''|| Language || The application interface language set for the ''user''. Supported languages are currently "English", "French" and "Italian". "Spanish" will come next.
|-
|''Details''|| Timezone || The time zone of the ''user'' who will see time accordingly.
|-
|''Process Settings''|| Access Request Creator || If set to "Yes", it enables the user to create new ''access requests''.
|-
|''Process Settings''|| Action Creator || If set to "Yes", it enables the user to create new ''actions''.
|-
|''Process Settings''|| Audit Creator || If set to "Yes", it enables the user to create new ''audits''.
|-
|''Process Settings''s|| Consent Creator || If set to "Yes", it enables the user to create new ''consents''.
|-
|''Process Settings''|| Data Breach Creator || If set to "Yes", it enables the user to create new ''data breaches''.
|-
|''Process Settings''|| Privacy Impact Assessment Creator || If set to "Yes", it enables the user to create new ''privacy impact assessments''.
|-
|''Process Settings''|| Issue / NC Creator || If set to "Yes", it enables the user to create new ''issues / non conformities''.
|-
|''Process Settings''|| Risk Creator || If set to "Yes", it enables the user to create new ''risks''.
|-
|''Process Settings''|| Processing Activity Creator || If set to "Yes", it enables the user to create new ''processing activities''.
|-
|''Process Settings''|| Knowledge Item Creator || If set to "Yes", it enables the user to create new ''knowledge items''.
|-
|''Password Management''|| New Password, Old Password, Confirm New Password || These fields work together, enter a new password in New Password, enter the previous password in Old Password</u, confirm the new password in Confirm New Password and press '''CHANGE PASSWORD''' to change the ''user'' password.
|-
|}

Note that when the environment is initially created, a ''user'' with administrative role is created and activated using subscription information. The access credentials of this ''user'' are sent by mail.

For more information on how to manage the ''user'' record, visit [[How_To#Records_Management|records management]].

==Groups Management==

''Users & Groups Management / Add Group Management'' menu item list the available ''groups'' and allows to manage ''groups'' (create, modify, delete). Only ''users'' with administrative privileges have the rights to perform ''group'' management.

When a Privacy-Now® environment is created, a set of default ''groups'' are generated. They are:

{| class="wikitable"
! Group!! Description
|-
|<organization> - AUD || Designed to include the ''auditors'' ''users''.
|-
|<organization> - DC || Designed to include the ''data controller]]'' ''users''.
|-
|<organization> - DP || Designed to include the ''data processor'' ''users''.
|-
|<organization> - DPO || Designed to include the ''data protection officers'' ''users''
|}

In the table above, <organization> is to be replaced with the name of the organization used for Privacy-Now® subscription.

Note that ''groups'' are only collections of ''users'' and that actual privileges are defined in process records (e.g. ''access requests'') by assigning a ''group'' to one of the available profiles (see process guides).

The pre configured groups cannot be deleted but they can be renamed and modified in terms of belonging members.

If Privacy process defined at ''Company'' level required the implementation of others roles, the ''Administrator'' can define all the other necessary Groups,to make the standard process complaint the company one using the ''Add Group'' function

=== Add group ===
''Users & Groups Management / Add Group'' menu item enables to create a new ''group''.

The table below reports the fields belonging to a ''group'' and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''General''|| Name ||The name of the group.
|-
|''General''|| Description ||A description for the group (e.g. its purpose).
|-
|''General''|| Default ||Non editable, automatically managed by Privacy-Now®.
|-
|''General''|| Status ||Non editable, automatically managed by Privacy-Now®.
|-
|''Members''|| Code ||The ''user'' identifier of the member, not editable and automatically managed by Privacy-Now®.
|-
|''Members''|| Full Name ||Surname and Name of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| User Login ||Login identifier of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| Group Manager ||Used to identify and mark if the member of the ''group'' is the manager of the group. Actually, the manager will have the same privileges has the members.
|-
|''Members''|| Type ||Field not used.
|-
|''Members''|| Status ||Status of the member, not editable here because modified in ''user'' management.
|-
|''Members''|| VIP Type ||Field not used.
|}

In the ''General'' form, use '''SAVE''' or '''SAVE&EXIT''' to update the ''group''. Use '''DELETE''' to delete a ''group''.

In the ''Members'' form see the figure below for the available commands.

[[File:Groups_management_ENG_v1.0.JPG|centre|thumb|800x800px|Groups management controls and commands.]]

=== Modify group ===
Use ''Users & Groups Management / Groups Management'' menu item to see the list of available ''groups'' and click on the one to update. Modify using the features and commands described above in [[Users_&_Groups#Add_group|Add group]].

Users & Groups

2018-09-27T12:59:15Z

Cbisso: /* Users Management */

==Users Management==
New ''users'' can be created using '''''Add New''''' and choosing '''New User''' in the self service menu.
Existing ''users'' can be update selecting ''Users & Groups Management / Users Management'' menu and selecting the record to manage from the list.
Access to ''users'' creation and administration is limited to ''users'' having administrative role (see later).

''Users'' shall be activated (in status "Active") to be operational. In other statuses, ''users'' are not active (they cannot login into Privacy-Now®) nor they are counted as licensed ''users''.

''Users'' information are organized in five sections:

* ''Tracking''
* ''Identification''
* ''Details''
* ''Process Settings''
* ''Password Management''

The table below reports the fields and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''Tracking''|| Code || Unique ''user'' identifier, automatically created by the system.
|-
|''Tracking''|| Project/Service || Environment identifier, corresponding to the organization owner of Privacy-Now® subscription and automatically managed by the system.
|-
|''Identification''|| Ticket Type || Record type identifier, automatically managed by the system.
|-
|''Identification''|| Ticket Op Status || Status of the ''user''. Possible statuses are "Inactive" (when initially created) or ''Active''.
|-
|''Details''|| Name || Name of the ''user''.
|-
|''Details''|| Surname || Surname of the ''user''
|-
|''Details''|| Username || Login name used to access Privacy-Now®.
|-
|''Details''|| Email || Email of the ''user''.
|-
|''Details''|| Admin || This field may have two possible values "Yes" or "No". If set to "Yes" the ''user'' has administrative privileges and can perform special tasks such as ''users'' and ''groups'' administration but also manage [[Settings#Introduction|settings]].
|-
|''Details''|| Language || The application interface language set for the ''user''. Supported languages are currently "English", "French" and "Italian". "Spanish" will come next.
|-
|''Details''|| Timezone || The time zone of the ''user'' who will see time accordingly.
|-
|''Process Settings''|| Access Request Creator || If set to "Yes", it enables the user to create new ''access requests''.
|-
|''Process Settings''|| Action Creator || If set to "Yes", it enables the user to create new ''actions''.
|-
|''Process Settings''|| Audit Creator || If set to "Yes", it enables the user to create new ''audits''.
|-
|''Process Settings''s|| Consent Creator || If set to "Yes", it enables the user to create new ''consents''.
|-
|''Process Settings''|| Data Breach Creator || If set to "Yes", it enables the user to create new ''data breaches''.
|-
|''Process Settings''|| Privacy Impact Assessment Creator || If set to "Yes", it enables the user to create new ''privacy impact assessments''.
|-
|''Process Settings''|| Issue / NC Creator || If set to "Yes", it enables the user to create new ''issues / non conformities''.
|-
|''Process Settings''|| Processing Activity Creator || If set to "Yes", it enables the user to create new ''processing activities''.
|-
|''Process Settings''|| Risk Creator || If set to "Yes", it enables the user to create new ''risks''.
|-
|''Process Settings''|| Knowledge Item Creator || If set to "Yes", it enables the user to create new ''knowledge items''.
|-
|''Password Management''|| New Password, Old Password, Confirm New Password || These fields work together, enter a new password in New Password, enter the previous password in Old Password</u, confirm the new password in Confirm New Password and press '''CHANGE PASSWORD''' to change the ''user'' password.
|-
|}

Note that when the environment is initially created, a ''user'' with administrative role is created and activated using subscription information. The access credentials of this ''user'' are sent by mail.

For more information on how to manage the ''user'' record, visit [[How_To#Records_Management|records management]].

==Groups Management==

''Users & Groups Management / Add Group Management'' menu item list the available ''groups'' and allows to manage ''groups'' (create, modify, delete). Only ''users'' with administrative privileges have the rights to perform ''group'' management.

When a Privacy-Now® environment is created, a set of default ''groups'' are generated. They are:

{| class="wikitable"
! Group!! Description
|-
|<organization> - AUD || Designed to include the ''auditors'' ''users''.
|-
|<organization> - DC || Designed to include the ''data controller]]'' ''users''.
|-
|<organization> - DP || Designed to include the ''data processor'' ''users''.
|-
|<organization> - DPO || Designed to include the ''data protection officers'' ''users''
|}

In the table above, <organization> is to be replaced with the name of the organization used for Privacy-Now® subscription.

Note that ''groups'' are only collections of ''users'' and that actual privileges are defined in process records (e.g. ''access requests'') by assigning a ''group'' to one of the available profiles (see process guides).

The pre configured groups cannot be deleted but they can be renamed and modified in terms of belonging members.

If Privacy process defined at ''Company'' level required the implementation of others roles, the ''Administrator'' can define all the other necessary Groups,to make the standard process complaint the company one using the ''Add Group'' function

=== Add group ===
''Users & Groups Management / Add Group'' menu item enables to create a new ''group''.

The table below reports the fields belonging to a ''group'' and a short description of them:
{| class="wikitable"
! Section !! Field !! Description
|-
|''General''|| Name ||The name of the group.
|-
|''General''|| Description ||A description for the group (e.g. its purpose).
|-
|''General''|| Default ||Non editable, automatically managed by Privacy-Now®.
|-
|''General''|| Status ||Non editable, automatically managed by Privacy-Now®.
|-
|''Members''|| Code ||The ''user'' identifier of the member, not editable and automatically managed by Privacy-Now®.
|-
|''Members''|| Full Name ||Surname and Name of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| User Login ||Login identifier of the member, not editable here because assigned in ''user'' management.
|-
|''Members''|| Group Manager ||Used to identify and mark if the member of the ''group'' is the manager of the group. Actually, the manager will have the same privileges has the members.
|-
|''Members''|| Type ||Field not used.
|-
|''Members''|| Status ||Status of the member, not editable here because modified in ''user'' management.
|-
|''Members''|| VIP Type ||Field not used.
|}

In the ''General'' form, use '''SAVE''' or '''SAVE&EXIT''' to update the ''group''. Use '''DELETE''' to delete a ''group''.

In the ''Members'' form see the figure below for the available commands.

[[File:Groups_management_ENG_v1.0.JPG|centre|thumb|800x800px|Groups management controls and commands.]]

=== Modify group ===
Use ''Users & Groups Management / Groups Management'' menu item to see the list of available ''groups'' and click on the one to update. Modify using the features and commands described above in [[Users_&_Groups#Add_group|Add group]].