Users & Groups

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:

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	Type	Record type identifier, automatically managed by the system.
Identification	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.
Details	Language	The application interface language set for the user. Supported languages are currently "English", "French" and "Italian". "Spanish" will come next.
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 Settingss	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 records management.

Groups Management

Users & Groups Management / Add Group menu item lists 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:

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 New 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:

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 as 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.

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 Add group.