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	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 "True" or "False". If set to "True" 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.
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 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	Issue Creator	If set to "Yes", it enables the user to create new issues / non conformities.
Process Settings	Privacy Impact Assessment Creator	If set to "Yes", it enables the user to create new privacy impact assessments.
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 Settingss	Knowledge Creator	If set to "Yes", it enables the user to create new knowledge items.
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 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.

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 User

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 the above paragraph 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.

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.