Issues & Non Conformities
Contents
Introduction to Issues / Non Conformities
This workflow provides the mean to manage the lifecycle of Issues / non conformities. An issue or a non conformity are different categorization of records but are managed in the same way by the same workflow.
Workflow
A new issue / non conformity can be created using the Add New functionality and choosing "New Issue or Non Conformity".
The workflow enables to move issues / non conformities" in several statuses as shown in the following picture.
The following table explains the meaning of each status:
| Status | Description |
|---|---|
| Default | A temporary status when the access request is initially created before the first save. |
| Opened | An access request in this status is draft and it is not actioned. |
| Requested | An access request in this status is confirmed and it is waiting to be actioned. |
| In charge | In this status, the access request has been taken in charge and it is being actioned. |
| Cancelled | Access request cancelled. This is an end of life status. |
| Completed | In this status, all activities related to the access request were completed and closure is expected after confirmation. |
| Suspended | Activities concerning the access request are temporarily suspended, meaning no further status transitions are allowed. |
| Closed | In this status, all activities related to the access request are completed and confirmed. This is an end of life status, meaning no further status transitions are allowed. |
Information
Access request records are organized in five sections:
- Identification, where identification data of the access request are recorded,
- Ownership & Organization, containing the assignment of the key roles enabled to manage the access request;
- Access Request Details, with the details of the access request;
- Data Subject Details, with the details of the data subject issuing the access request;
- Data Subject Representative, containing the details of the representative of the data subject, if any.
Detailed information on the meaning and use of every field can be found by pointing the mouse on the (i) next to each field. This will activate a tooltip with a brief description of the field.
Additional information can be found in the secondary forms of the record: attachments, related items, messages and history. See How To for more information.
Privileges
Access request can be created by the users to whom the corresponding privilege is granted (see Users & Groups for more information on how to set this privilege).
The lifecycle of the access request is managed by the roles described in the table below. Groups are pre assigned to the roles according to the settings (see Settings for more information on how to set these defaults). Initial assignments can be modified according to privileges choosing among the enabled groups (see once again Settings for more information on how to enable groups).
| Role | Description |
|---|---|
| DPO Group | Members of the group assigned to this role have full privileges. They can:
|
| Data Controller Group | Members of the group assigned to this role have view (read) privileges. |
| Data Processor Group | Members of the group assigned to this role have view (read) privileges. |
| Working Team | Members of this group have several privileges. They can manage the entire lifecycle, being enabled to:
|
| Audit Team | Members of the group assigned to this role have view (read) privileges. |
| Owner | This role can be assigned to a single user among members of the groups previously described. The Owner has several privileges:
|
Warning and alerts
TBC
Reports
The list of access requests can be filtered and exported to excel format from the view Access Requests.
Related processes
Access Requests can be related to processing activities.
