Users & Groups

Introduction

Privacy-Now ® shows in User & Group management the function necessary to see the Actived User & Groups. A predefined Group represent a specific GDPR Role profile. In table below report the menu selection entries:

Menu Selection	Description
Users & Groups Management / Users Management	this entry enables the User to see and open all the User master data information
Users & Groups Management / Groups Management	this entry enables the User to see and open all the Group master data.
Users & Groups Management / Add Group	this entry enables the User to define a new Working Group. The enablement of the Group is performed using the Settings function

all this link are granted to the Administrator user.

Users Management

Users & Groups Management / Users Management link open the User list. Selecting one of the record shown, the Administrator can see and change the User settings. The information are presented five sections:

• Tracking
• Identification
• User Details
• Enabled on Processes
• Password Management

The table below report the fields and a short description of them:

Section	Field	Description
Tracking	Code	Automatically created by the system identify uniquely the record information
Tracking	Project/Service	Project service created when the service is initialized
Identification	Ticket Type	Identify the process the information refer to. In our case "User"
Identification	Ticket Op Status	Each process on the system is based on a workflow. This field report current status value.
User Details	Name	Name of the user. Initially filled with the Name present in the Administrator section of Subscription.
User Details	Surname	Surname of the user. Initially filled with the Surname present in the Administrator section of Subscription.
User Details	Username	Assigned by the system
User Details	Email	Email of the user. Initially filled with the Email present in the Administrator section of Subscription.
User Details	Admin	Yes /No flag. Filled by the Administrator, enable the User at the Administrator Role
User Details	Language	The language supported by Privacy-Now tools are English, French, Italian.Initially filled with the Email present in the Administrator section of Subscription.
User Details	Timezone	Timezone of the User. Initially filled with the Timezone present in the Administrator section of Subscription.
Enabled on Processes	Access Request Creator	Enable the User to create the Access Request ticket
Enabled on Processes	Action Creator	Enable the User to create the Action ticket
Enabled on Processes	Audit Creator	Enable the User to create the Audit ticket
Enabled on Processes	Consent Creator	Enable the User to create the Consent ticket
Enabled on Processes	Data Breach Creator	Enable the User to create the Data Breach ticket
Enabled on Processes	Issue Creator	Enable the User to create the Issue ticket
Enabled on Processes	Privacy Impact Assessment Creator	Enable the User to create the Privacy Impact Assessment ticket
Enabled on Processes	Processing Activity Creator	Enable the User to create the Processing Activity ticket
Enabled on Processes	Risk Creator	Enable the User to create the Risk ticket
Enabled on Processes	FAQ Creator	Enable the User to create the Knowledge Item ticket
Password Management	New Password	Field used by Change Password button function to perform a password change.
Password Management	Old Password	Field used by Change Password button function to perform a password change.
Password Management	Confirm New Password	Field used by Change Password button function to perform a password change.

Note: All the modification became active after a ticket saving, except for the Change Password function. This function modify directly the information.

User Status Management

The flow of Management of User foresee two status:

• Active
• Inactive

The Ticket of User is created in status Inactive then the initialization process for the Administrator and the Administrator for all the others User perform a status transition from Inactive to Active.

The system give at the Administrator two ways to change the ticket status

• Using the Save & Next button
• Use the Explore Workflow button

The first method, shows to the Administrator a pop-up window where he can select the new Active final status. The second method, show to the Administrator a pop-up window where he can graphically select the new Active status.

Note: Only the Active User can Login at the system.

Add a Users

Administrator can add a new User selecting Add New Menu link .Privacy-Now ® shows the list of catalogue requests enable to the User.

The steps to follow to creare a User are:

1. Choose "New User" Request from Catalogue
2. Fill a Description "New User - user name" in Create Ticket form
3. Choose Create button
4. Fill the Form. For any detail about the meaning of fields present in the Form, refer to User Management
5. Save the ticket using the Save button
6. Use Save & Next button to Activate the User.

Groups Management

Users & Groups Management / Group Management link open the Group list. Selecting one of the record shown, the Administrator can see and modify the Group settings.

The table below report the list standard group created when the system is initialized

Group	Description
<Service> - AUD	Automatically created by the system enable the User at the Auditor role
<Service> - DC	Automatically created by the system enable the User at the Data Controller role
<Service> - DP	Automatically created by the system enable the User at the Data Processing role
<Service> - DPO	Automatically created by the system enable the User at the Data Protect Officer role

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 Management link open the form that enable the User to create a new group and add group members. All the members liked to a group have the same privileges on the ticket information. Privileges are settled up at process level. The modification of current privileges is manage via "Settings" ticket.

The table below report the fields and a short description of them:

Section	Field	Description
General	Name	Group Name.
General	Description	Description Name.
General	Default	Non editable.
General	Status	Non editable.
Members	Code	Non editable.Internal progressive number.
Members	Full Name	Non editable. Surname and Name of the User
Members	User Login	Non editable. Login of the User
Members	Group Manager	Editable. Identify the manager of the group. Manager has the same privileges of Member.
Members	Type	Non Editable. Type of the User. Non used.
Members	Status	Non Editable. Status of the User.
Members	VIP Type	Non Editable. Identify if the User is a V.I.P. Non used.