Users & Groups
Contents
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 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:
- Choose "New User" Request from Catalogue
- Fill a Description "New User - user name" in Create Ticket form
- Choose Create button
- Fill the Form
- Save the ticket using the Save button.
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. |
