Controllers / Processors

2019-10-31T17:07:21Z

Sottini: /* Introduction to Access Requests */

How To

2019-10-31T17:05:27Z

Sottini: /* Data Grids */

This section of Privacy-Now® guide introduces how to use the main functionalities of the tool.

== Dashboards ==

{{#ev:vimeo|
https://vimeo.com/316809047|800|center|Video tutorial on using ''dashboards''.}}

''Dashboards'' are automatically presented when logging to the system for the first time. The following ''dashboards'' are available:

* Privacy Overview
* ''Access Requests''
* ''Actions''
* ''Audits''
* ''Consents''
* ''Data Breaches''
* ''Issues / Non Conformities''
* ''Privacy Impact Assessments''
* ''Processing Activities''
* ''Risks''

Apart from the Overview ''dashboard'', which presents information from several processes, each ''dashboard'' is dedicated to a ''privacy management process''.

''Dashboards'' are composed of widgets (see the figure below).

[[File:Dashboard_Widget_ENG_v1.0.JPG|centre|thumb|800x800px|Example of ''dashboard'' widget.]]

Widgets are generally configured to be interactive. Clicking on a part of the widget with the left mouse button opens a context menu which presents the following options:

- '''Open Record List''', allowing to open a list of the records which correspond to the result clicked in the widget;

- '''Break Down''', allowing to drill down into the shown dimension;

- '''Back''', allowing to return to the upper dimension from which the drill down was done.

Depending on the subscribed packaged, ''dashboards'' can be directly created or configured by ''users''. However, the guide to customize them is not included in this wiki.
Additionally, ''Dashboards'' are continuously improved and clients suggestions are welcome to this aim.

Finally, remember that the trial subscription has limited access to the '''dashboards'''.

== Menus and Views ==
Menu items are accessible from the left menu bar of the and they may launch functionalities or ''views''.

[[File:View_ENG_v1.0.JPG|centre|thumb|800x800px|Example of ''view''.]]

In ''views'' records can be sorted with column headers and paged with paging commands.

It is also possible to filter data. Pressing on the magnifier icon activates the grid filtering fields. They work logically in AND and they filter the records in ''view''. The '''GO''' command activates the entered criteria and the '''RESET''' command removes them.

'''PRINT''' prints the selected (using tick boxes column) records cards. A new browser window is opened for each card. '''PRINT LIST''' prints the selected records list. '''EXPORT TO EXCEL''' export the selected data in Excel format.

== News ==
News is a service functionality used by Privacy Now® staff to publish information about the service. Typical information may be announcements of new features or information on maintenance windows or service issues. News are scrolling titles in the news box positioned after below the left application menu. Just click on a scrolling news to access its detailed content.

== Records Management ==

=== Create ===
Creating new records, including ''users'', is done by accessing and navigating the '''''Add New''''' menu item.

[[File:Add_New_Self_Service_ENG_v1.0.JPG|centre|thumb|800x800px|Self service area to add new records.]]

Just click on the item you want to create and this opens a dialog box where you can enter the related description or just press '''Create''' to generate a new record. Press ''Close'' to exit without creating.

=== Update ===
Updating a record can be done immediately after creating it or later when saved. See [[How_To#Search|Search]] section for more information on how to search existing records.

When focused on a record, the command bars allow to save it and additional tasks on the record:

* '''Save''' - simply saves the record;
* '''Save & Exit''' - saves the record and exits from the update form;
* '''Save & Next''' - this command first performs a save and then immediately enables to move the record to the next desired step in the workflow;
* '''Cancel''' - exits from the record without saving (unsaved updates will be lost);
* '''Reload''' - reloads the record (unsaved updates will be lost);
* '''Print''' - prints the record;
* ''' Quick Actions''': enables a context menu showing some shortcuts for commands enabling functionalities.

[[File:Update_Record_v1.0.JPG|centre|thumb|800x800px|Record update screen.]]

When saving, remember to update all mandatory fields which are marked with a red asterisk in the form. If some mandatory content is missing, the system will warn by showing a textual message before the update form where the missing fields are reported. The ''User'' will then have the possibility to update and save again.

'''Save & Next''' command opens a dialog form to choose the workflow transition to perform (and therefore the target status).

[[File:SaveNext_v1.0.JPG|centre|thumb|800x800px|'''Save&Next''' dialog form.]]

In the dialog form, the ''user'' shall select the transition to perform and the command to execute:

* '''Cancel''' - to exit from the form without executing any transition;
* '''Apply''' - to execute the selected transition without saving the record in the destination status (if a reload of the record data is done before saving, the status will remain unchanged);
* '''Apply & Save''' - to execute the selected transition and save the record in the destination status (if a reload of the record data is done, the status will be the target one).

Note that the '''Apply & Save''' command won't be enabled if mandatory fields are missing to save the record in the target status. In such a case, use the '''Apply''' command, fill the missing values and then save the record.

In the ''Save & Next'' dialog box by clicking the Transition Comment tick box it is possible to enter a comment for the transition (e.g. the reason to perform it) which will be visibile in the history of the record.

If the ''user'' is lost and doesn't know how to proceed (which are the next posible workflow statuses), the ''Explore Workflow'' command will help by opening the explorer workflow window (see the figure above).

In this window, the workflow is graphically presented. Each rectangle represents a workflow status and arrows connect possible transitions. The current status is yellow, the past ones grey, the target ones red (if the ''user'' hasn't privileges on a transition needed to move the record in the target status) or green (if the ''user'' has the privileges to execute a transition moving the record to the target status). The form is interactive:

* the ''user'' can see details about the roles and resources enabled to perform a transition by clicking on the details label on the same transition;
* the ''user'' can recall the ''Save & Next'' dialog box by double clicking with the left mouse button on a green status (this will start the dialog box with a preselected transition).

The ''user'' can change directly the record status selecting the target status from the drop down list box.

In the record, the ''user'' can move to the different content form by using the form selector (see the figure above). Depending on the type of record and the privileges of the 'user'', the visible form are:

* ''General'' - containing the main information of the records;
* ''Attachments'' - allowing to view or manage attachments;
* ''Related Items'' - allowing to view and manage related records (e.g. ''risks'' related to a ''processing activity'');
* ''Messages'' - allowing to view and manage messages (mails) which will remain related to the record;
* ''History'' - showing the history of the changes performed for the record.

=== Delete ===
''Privacy management processes'' are designed with end of life statuses for records (e.g. cancellation or completion). Therefore, the physical cancellation of records should not be necessary. However, should there be a reason to physically delete a record, this is possible for ''users'' with administrative privileges from the settings management. Go to [[Settings]] for more information on how to deleted specific records.

=== Field level help ===
The fields in Privacy Now® screens usually have a field level help. When available, the help is noticed with an information icon (a white i in a small blue circle). Passing and remaining with the mouse on this icon, the system shows a text with some details about the information intended to be inserted in the field.

== Data Grids ==
''Data grids'' are complet type of fields where many columns are present, appearing as a grid.

[[File:Data_Grids_ENG_v1.0.JPG|centre|thumb|800x800px|Example of data grid.]]

''Data grids'' are very versatile and they have the following key features:

* You can edit multiple cells and save all the changes at a time (with the disk icon in the bottom toolbar)
* You can change the height of the grid (dragging the bottom right corner of the grid)
* You change the layout of the grid (column order, column sorting) and save preferences (with the save layout icon in the bottom toolbar)
* You can select one or more rows (using the left selector bullet) if enabled enabled
* You can delete one or more rows (select them first, set them with the trash icon and save) if enabled
* You can use one of the many tools made available in the bottom toolbar

Data grid can be used to feed fields. If so, ''users'' can be enabled or disabled to update the ''data grid'' content. If the content is updated, '''remember''' to save first (with the toolbar save icon) before selecting and feeding the target field.

== Reports ==
Available reports are accessible from the left application menu or via command buttons in the records.

A main source for reporting is the export to excel functionality present in all ''views'' of data (see [[How_To#Menus_and_Views|Views]]).

Additionally, ''dashboards'' are available (see [[How_To#Dashboards|Dashboards]]).

== Search ==
Two main mechanisms support the search for record and information.

* search tool;
* views and grid filtering.

=== Search tool ===
The search tool is positioned in the top right corner of the application and it is shown in the picture below.

[[File:Search_ENG_v1.0.JPG|centre|thumb|800x800px|Search tool.]]

Before starting to search, it is necessary to set the search context among one of the possible values: "Text" or "Record". By default, "Record" is set if no value is entered.

The "Record" search context assumes that the ''user'' is trying to access a record directly, by knowing its id (code). Therefore, just enter the id and press enter or the magnifier icon. If the corresponding record exists and the ''user'' has privileges to view it, the system will directly open the record form.

The "Text" search context assumes that the ''user'' is searching a string text. Therefore, just enter the text and press enter or the magnifier icon. The system will present the list of the records where the text is found and the ''user'' will be able to access any by clicking on the list.

=== Views and grid filtering ===
By accessing and filtering views, it is possible to search and access records. See [[How_To#Menus_and_Views|Views]] for more information.

How To

2019-10-31T17:02:09Z

Sottini: /* Data Grids */

This section of Privacy-Now® guide introduces how to use the main functionalities of the tool.

== Dashboards ==

{{#ev:vimeo|
https://vimeo.com/316809047|800|center|Video tutorial on using ''dashboards''.}}

''Dashboards'' are automatically presented when logging to the system for the first time. The following ''dashboards'' are available:

* Privacy Overview
* ''Access Requests''
* ''Actions''
* ''Audits''
* ''Consents''
* ''Data Breaches''
* ''Issues / Non Conformities''
* ''Privacy Impact Assessments''
* ''Processing Activities''
* ''Risks''

Apart from the Overview ''dashboard'', which presents information from several processes, each ''dashboard'' is dedicated to a ''privacy management process''.

''Dashboards'' are composed of widgets (see the figure below).

[[File:Dashboard_Widget_ENG_v1.0.JPG|centre|thumb|800x800px|Example of ''dashboard'' widget.]]

Widgets are generally configured to be interactive. Clicking on a part of the widget with the left mouse button opens a context menu which presents the following options:

- '''Open Record List''', allowing to open a list of the records which correspond to the result clicked in the widget;

- '''Break Down''', allowing to drill down into the shown dimension;

- '''Back''', allowing to return to the upper dimension from which the drill down was done.

Depending on the subscribed packaged, ''dashboards'' can be directly created or configured by ''users''. However, the guide to customize them is not included in this wiki.
Additionally, ''Dashboards'' are continuously improved and clients suggestions are welcome to this aim.

Finally, remember that the trial subscription has limited access to the '''dashboards'''.

== Menus and Views ==
Menu items are accessible from the left menu bar of the and they may launch functionalities or ''views''.

[[File:View_ENG_v1.0.JPG|centre|thumb|800x800px|Example of ''view''.]]

In ''views'' records can be sorted with column headers and paged with paging commands.

It is also possible to filter data. Pressing on the magnifier icon activates the grid filtering fields. They work logically in AND and they filter the records in ''view''. The '''GO''' command activates the entered criteria and the '''RESET''' command removes them.

'''PRINT''' prints the selected (using tick boxes column) records cards. A new browser window is opened for each card. '''PRINT LIST''' prints the selected records list. '''EXPORT TO EXCEL''' export the selected data in Excel format.

== News ==
News is a service functionality used by Privacy Now® staff to publish information about the service. Typical information may be announcements of new features or information on maintenance windows or service issues. News are scrolling titles in the news box positioned after below the left application menu. Just click on a scrolling news to access its detailed content.

== Records Management ==

=== Create ===
Creating new records, including ''users'', is done by accessing and navigating the '''''Add New''''' menu item.

[[File:Add_New_Self_Service_ENG_v1.0.JPG|centre|thumb|800x800px|Self service area to add new records.]]

Just click on the item you want to create and this opens a dialog box where you can enter the related description or just press '''Create''' to generate a new record. Press ''Close'' to exit without creating.

=== Update ===
Updating a record can be done immediately after creating it or later when saved. See [[How_To#Search|Search]] section for more information on how to search existing records.

When focused on a record, the command bars allow to save it and additional tasks on the record:

* '''Save''' - simply saves the record;
* '''Save & Exit''' - saves the record and exits from the update form;
* '''Save & Next''' - this command first performs a save and then immediately enables to move the record to the next desired step in the workflow;
* '''Cancel''' - exits from the record without saving (unsaved updates will be lost);
* '''Reload''' - reloads the record (unsaved updates will be lost);
* '''Print''' - prints the record;
* ''' Quick Actions''': enables a context menu showing some shortcuts for commands enabling functionalities.

[[File:Update_Record_v1.0.JPG|centre|thumb|800x800px|Record update screen.]]

When saving, remember to update all mandatory fields which are marked with a red asterisk in the form. If some mandatory content is missing, the system will warn by showing a textual message before the update form where the missing fields are reported. The ''User'' will then have the possibility to update and save again.

'''Save & Next''' command opens a dialog form to choose the workflow transition to perform (and therefore the target status).

[[File:SaveNext_v1.0.JPG|centre|thumb|800x800px|'''Save&Next''' dialog form.]]

In the dialog form, the ''user'' shall select the transition to perform and the command to execute:

* '''Cancel''' - to exit from the form without executing any transition;
* '''Apply''' - to execute the selected transition without saving the record in the destination status (if a reload of the record data is done before saving, the status will remain unchanged);
* '''Apply & Save''' - to execute the selected transition and save the record in the destination status (if a reload of the record data is done, the status will be the target one).

Note that the '''Apply & Save''' command won't be enabled if mandatory fields are missing to save the record in the target status. In such a case, use the '''Apply''' command, fill the missing values and then save the record.

In the ''Save & Next'' dialog box by clicking the Transition Comment tick box it is possible to enter a comment for the transition (e.g. the reason to perform it) which will be visibile in the history of the record.

If the ''user'' is lost and doesn't know how to proceed (which are the next posible workflow statuses), the ''Explore Workflow'' command will help by opening the explorer workflow window (see the figure above).

In this window, the workflow is graphically presented. Each rectangle represents a workflow status and arrows connect possible transitions. The current status is yellow, the past ones grey, the target ones red (if the ''user'' hasn't privileges on a transition needed to move the record in the target status) or green (if the ''user'' has the privileges to execute a transition moving the record to the target status). The form is interactive:

* the ''user'' can see details about the roles and resources enabled to perform a transition by clicking on the details label on the same transition;
* the ''user'' can recall the ''Save & Next'' dialog box by double clicking with the left mouse button on a green status (this will start the dialog box with a preselected transition).

The ''user'' can change directly the record status selecting the target status from the drop down list box.

In the record, the ''user'' can move to the different content form by using the form selector (see the figure above). Depending on the type of record and the privileges of the 'user'', the visible form are:

* ''General'' - containing the main information of the records;
* ''Attachments'' - allowing to view or manage attachments;
* ''Related Items'' - allowing to view and manage related records (e.g. ''risks'' related to a ''processing activity'');
* ''Messages'' - allowing to view and manage messages (mails) which will remain related to the record;
* ''History'' - showing the history of the changes performed for the record.

=== Delete ===
''Privacy management processes'' are designed with end of life statuses for records (e.g. cancellation or completion). Therefore, the physical cancellation of records should not be necessary. However, should there be a reason to physically delete a record, this is possible for ''users'' with administrative privileges from the settings management. Go to [[Settings]] for more information on how to deleted specific records.

=== Field level help ===
The fields in Privacy Now® screens usually have a field level help. When available, the help is noticed with an information icon (a white i in a small blue circle). Passing and remaining with the mouse on this icon, the system shows a text with some details about the information intended to be inserted in the field.

== Data Grids ==
''Data grids'' are complet type of fields where many columns are present, appearing as a grid.

[[File:Data_Grids_ENG_v1.0.JPG|centre|thumb|800x800px|Search tool.]]

''Data grids'' are very versatile and they have the following key features:

* You can edit multiple cells and save all the changes at a time (with the disk icon in the bottom toolbar)
* You can change the height of the grid (dragging the bottom right corner of the grid)
* You change the layout of the grid (column order, column sorting) and save preferences (with the save layout icon in the bottom toolbar)
* You can select one or more rows (using the left selector bullet) if enabled enabled
* You can delete one or more rows (select them first, set them with the trash icon and save) if enabled
* You can use one of the many tools made available in the bottom toolbar

== Reports ==
Available reports are accessible from the left application menu or via command buttons in the records.

A main source for reporting is the export to excel functionality present in all ''views'' of data (see [[How_To#Menus_and_Views|Views]]).

Additionally, ''dashboards'' are available (see [[How_To#Dashboards|Dashboards]]).

== Search ==
Two main mechanisms support the search for record and information.

* search tool;
* views and grid filtering.

=== Search tool ===
The search tool is positioned in the top right corner of the application and it is shown in the picture below.

[[File:Search_ENG_v1.0.JPG|centre|thumb|800x800px|Search tool.]]

Before starting to search, it is necessary to set the search context among one of the possible values: "Text" or "Record". By default, "Record" is set if no value is entered.

The "Record" search context assumes that the ''user'' is trying to access a record directly, by knowing its id (code). Therefore, just enter the id and press enter or the magnifier icon. If the corresponding record exists and the ''user'' has privileges to view it, the system will directly open the record form.

The "Text" search context assumes that the ''user'' is searching a string text. Therefore, just enter the text and press enter or the magnifier icon. The system will present the list of the records where the text is found and the ''user'' will be able to access any by clicking on the list.

=== Views and grid filtering ===
By accessing and filtering views, it is possible to search and access records. See [[How_To#Menus_and_Views|Views]] for more information.

How To

2018-10-10T14:36:32Z

Sottini: /* D */

Below is a list of terms and definitions used in this documentation.

== A ==
* ''AC'': see Actions
* ''AR'': see Access Requests.
* ''Access Request'': a record which allows to manage the lifecycle of a request to access information on how ''personal data'' are managed by a data subject. A specific workflow in Privacy-Now® supports the lifecycle of ''access requests'' (see [[Access Requests]]).
* ''Action'': any activity performed by the ''organization'' in order to manage any other process supported by Privacy Now® (i.e. access requests, audits, consents, data breaches, issues, non conformities, privacy impact assessments, records of processing activities). Privacy Now® allows to record and support the lifecycle of ''actions'' with a specific workflow (see [[Actions]]).
* ''AU'': see Audit.
* ''Audit'': an inspection, either made by internal, external or independent resources (see ''auditors'') aimed at checking the status of ''personal data'' management system and activities. Privacy Now® supports audit activities with a specific workflow (see [[Audits]]).
* ''Auditor'': any resource, internal or external of an organization with auditing responsibilities on ''personal data'' management.

== B ==

== C ==
*''CO'': see Consents.
*''Consent'': the authorization (or denial) to manage ''personal data'' given by a ''data subject''. In Privacy-Now® ''consents'' lifecycle is supported by the consent management workflow (see [[Consents]] for more information).

== D ==
* ''Dashboard'': an information management tool that visually tracks, analyzes and displays key performance indicators (KPI), metrics and key data points to monitor the health of ''privacy management processes''.
* ''DB'': see Data Breaches.
* ''Data breach'': a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.
* ''Data controller'': means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
* ''Data Processor'': means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
* ''Data Protection Impact Assessment'': an assessment designed to help an organization to assess the risks associated with data processing activities that could compromise the rights and freedoms of individuals. In Privacy-Now® ''data protection impact assessments'' are managed using the ''privacy impact assessment'' workflow (see [[Privacy Impact Assessments]]).
* ''Data Protection Officer'': a data protection officer is an enterprise security leadership role required by the General Data Protection Regulation (GDPR). Data protection officers are responsible for overseeing data protection strategy and implementation to ensure compliance with GDPR requirements.
* ''Data subject'': a ''natural person'' whose personal data are managed by the ''organization''.
* ''DPA'': abbreviation for Data Processing Activity.
* ''DPA Owner'': the person in charge of managing one or more data processing activity records. This person has the privileges to change the content and status of the record.
* ''DPIA'': see ''data protection impact assessment''.
* ''DPO'': see ''Data Protection Officer''.

== E ==

== F ==

== G ==
* ''Group'': a set of people which can be assigned to a profile to grant specific privileges to manage a process (e.g. ''Actions'' management). See [[Users & Groups]] for more information on how to manage ''groups''.

== H ==

== I ==
* ''INC'': see Issues & Non Conformities.
* ''Issue'': an important topic or problem for debate or discussion related to ''personal data management''. A specific workflow in Privacy-Now® supports the lifecycle of ''issues'' (See [[Issues & Non Conformities]]).

== K ==
* ''Knowledge item'': a piece of information or a knowledge record concerning the protection of ''personal data''. ''Knowledge items'' can be added and managed by the ''users'' but some are by the team of Privacy-Now® and cannot be edited by the ''users''.
* ''Knowledge portal'': a functionality of Privacy-Now® which presents ''knowledge items'' organized in categories. In the portal, ''knowledge items'' are visible to the members of the ''group'' they are published to.

== L ==
* ''Login'': TBC

== M ==

== N ==
* ''Non conformity'': a deviation from the agreed policies and/or ''personal data'' management processes and procedures. A specific workflow in Privacy-Now® supports the lifecycle of ''non conformities'' (See [[Issues & Non Conformities]]).

== O ==
* ''Organization'': the organisation using Privacy Now® to manage ''data subjects''' ''personal data''.

== P ==
* ''PA'': see Processing Activities.
* ''Personal data'': it means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
* ''Personal data breach'': see ''data breach''.
* ''PIA'': see ''Privacy Impact Assessment''.
* ''Privacy Impact Assessment'': a systematic process which identifies and evaluates from the perspectives of all stakeholders the potential effects on privacy of a project, initiative or proposed system or scheme and which includes a search for ways to avoid or mitigate negative privacy impacts. In Privacy-Now®, ''privacy impact assessment'' are focused to assess the impact on ''processing activities'' (see ''data protection impact assessment'').
* ''Privacy management processes'': the processes and corresponding workflows automated by Privacy-Now® and aimed to support effective and efficient ''personal data'' management to achieve compliance against policies and regulations.
* ''Processing activities'': means any operation or set of operations which is performed on ''personal data'' or on sets of ''personal data'', whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. Privacy Now® supports ''processing activities'' lifecycle with a specific workflow (see [[Processing Activities]]).

== Q ==

== R ==
* ''RI'': see Risks.
* ''Risks'': TBD

== S ==
* ''Save & Next'': basic function of the system that enable the ''User'' to save the ticket information and move the ticket status to the Next one. If more than one status is possible the ''User'' has to select the final status to be reach.
* ''Settings'': settings which can be updated for Privacy Now® service.

== T ==

== U ==
* ''User'': users of Privacy Now®.

== V ==

* ''View'': a list of records concerning a specific ''privacy management process''. It is possible to access to ''views'' from the left menu of the application. See also [[How To]] for more information on how to use ''views''.

== X ==

== Y ==

== Z ==

Processing Activities

2018-10-10T14:31:17Z

Sottini: /* Privileges */

== Introduction to Processing Activities ==
''Processing activities'' are the core element of ''personal data'' management. Many regulations require to document and assess them.

Privacy-Now® dedicated process enables to record ''processing activities'', to maintain them and to use them for assessment or other tasks related to ''personal data'' management.

== Workflow ==
A new ''processing activity'' can be created using the ''Add New'' functionality and choosing "New Processing Activity".

A workflow enables to move the ''processing activities'' in several statuses as shown in the following picture.

[[File:Processing Activities Workflow ENG v1.0.JPG|centre|thumb|800x800px|Processing activities workflow and statuses.]]

The following table explains the meaning of each status:

{| class="wikitable"
! Status !! Description
|-
|Default || A temporary status when the ''processing activity'' is initially created before the first save.
|-
|Draft || A ''processing activity'' in this status is draft.
|-
|Active || A ''processing activity'' in this status is actually executed by the ''organization''.
|-
|Inactive || A ''processing activity'' in this status is not executed by the ''organization''. Either it was in the past or it will in the future.
|-
|Cancelled || ''Processing activity'' cancelled. It is still possible to recover a ''processing activity'' from this status by enabled ''users''.
|-
|}

== Information ==
''Processing activities'' records are organized in four sections:

* ''Identification'', where identification data of the ''processing activity'' are recorded,
* ''Ownership & Organization'', containing the assignment of the key roles enabled to manage the ''processing activity'';
* ''Characteristics'', with the key attributes of the ''processing activity'';
* ''Information Technology'', with information about the technologies used to process ''personal data'' by the ''processing activivty''.

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 ==
''Processing activities'' 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 ''processing activity'' 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
|-
|DPO Group || Members of the ''group'' assigned to this role have full privileges. They can:
* transition records to any compatible status,
* update fields when possible,
* update ''data sources'' directly in record management,
* revert from "Cancelled" status.
|-
|Data Controller Group || Members of the ''group'' assigned to this role have view (read) privileges.
|-
|Data Processor Group || Members of the ''group'' assigned to this role have view (read) privileges.
|-
|Auditors Team || Members of the ''group'' assigned to this role have view (read) privileges.
|-
|DPA Owner || This role can be assigned to a single user among members of the ''DPO group'' or the ''Data Controller Group''. The DPA Owner has several privileges:
* transition to any compatible status,
* update fields when possible.
|}

== Reports ==
The list of ''processing activities'' can be filtered and exported to excel format from the ''view'' '''''Processing Activities'''''.

Finally, it is possible to print the ''processing activity'' card using the '''Print''' command positioned up right in the ''General'' form of the ''processing activity'' record.

== Related processes ==
Many other entities can be related to ''processing activity'' records, in particular:
* ''access requests'',
* ''actions'',
* ''impact assessments'',
* ''risks''.