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 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, 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 <u>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 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:
| Group | Description |
|---|---|
| <organization> - AUD | Designed to include the auditors. |
| <organization> - DC | Automatically created by the system enable the User at the Data Controller role |
| <organization> - DP | Automatically created by the system enable the User at the Data Processing role |
| <organization> - DPO | Automatically created by the system enable the User at the Data Protect Officer role |
Where <organization> is to be replaced with the name of the organization used for Privacy-Now® subscription.
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 menu item list the available groups and allows to manage group.
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. |
