Come Fare
Questa sezione di Privacy-Now® introduce all'utilizzo delle funzioni principali del tool.
Indice
Dashboard
Le dashboard vengono presentate automaticamente al primo login nel sistema. Sono disponibili le seguenti dashboard:
- Overview della Privacy
- Richieste di Accesso
- Azioni
- Audit
- Consensi
- Violazioni dei Dati
- Problemi / Non Conformità
- Valutazioni di Impatto sulla Privacy
- Attività di Trattamento
- Rischi
A parte la dashboard Overview, che presenta informazioni sui diversi processi, ogni dashboard è dedicata a processi di gestione della privacy.
Le dashboard sono composte da widget (vedi la figura qui sotto).
I widget sono generalmente configurati per essere interattivi. Cliccando su una parte del widget con il tasto sinistro del mouse si apre un menù contestuale che presenta diverse opzioni:
- Apri lista ticket, che permette di aprire una lista di elementi che corrisponde al risultato cliccato nel widget;
- Break Down, che permette il drill-down in un'altra dimensione visibile;
- Indietro, che permette di tornare alla dimensione di partenza da cui è stato fatto il drill-down.
A seconda del pacchetto scelto per l'abbonamento, le dashboard possono essere create o configurate direttamente dagli utenti. Tuttavia, la guida per personalizzarle non è inclusa in questa wiki. Inoltre, le dashboard vengono costantemente migliorate e i suggerimenti dei clienti sono ben accetti a questo scopo.
Infine, si ricorda che l'abbonamento alla prova gratuita dà un accesso limitato alle dashboard.
Menù e Viste
Gli elementi del menù sono accessibili dalla barra dei menù a sinistra e rimandano sia alle funzioni sia alle viste.
Nelle viste gli elementi possono essere ordinati per intestazioni delle colonne e impaginati con i comandi di paginazione.
Inoltre è possibile filtrare i dati. Cliccando sull'icona di ingrandimento i filtri di ricerca dei campi. They work logically in AND and they filter the records in view. Il comando VAI attiva i criteri di ricerca inseriti e il comando RESET li rumuove.
STAMPA stampa le card degli elementi selezionati (selezionando gli elementi spuntando le caselle). A new browser window is opened for each card. PRINT LIST prints the selected recors list. EXPORT TO EXCEL export the selected data in Excel format.
News
News is a service functionality used by Privacy Now® staff to publish information about the service. Typical information may be announcements of new features or information on maintenance windows or service issues. News are scrolling titles in the news box positioned after below the left application menu. Just click on a scrolling news to access its detailed content.
Records Management
Create
Creating new records, including users, is done by accessing and navigating the Add New menu item.
Just click on the item you want to create and this opens a dialog box where you can enter the related description or just press Create to generate a new record. Press Close to exit without creating.
Update
Updating a record can be done immediately after creating it or later when saved. See Search section for more information on how to search existing records.
When focused on a record, the command bars allow to save it and additional tasks on the record:
- Save - simply saves the record;
- Save & Exit - saves the record and exits from the update form;
- Save & Next - this command first performs a save and then immediately enables to move the record to the next desired step in the workflow;
- Cancel - exits from the record without saving (unsaved updates will be lost);
- Reload - reloads the record (unsaved updates will be lost);
- Print - prints the record;
- Quick Actions: enables a context menu showing some shortcuts for commands enabling functinoalities.
When saving, remember to update all mandatory fields which are marked with a red asterisk in the form. If some mandatory content is missing, the system will warn by showing a textual message before the update form where the missing fields are reported. The User will then have the possibility to update and save again.
Save & Next command opens a dialog form to choose the workflow transition to perform (and therefore the target status).
In the dialog form, the user shall select the transition to perform and the command to execute:
- Cancel - to exit form the form without executing any transition;
- Apply - to execute the selected transition without saving the record in the destination status (if a reload of the record data is done before saving, the status will remain unchanged);
- Apply & Save - to execute the selected transition and save the the record in the destination status (if a reload of the record data is done, the status will will be the target one).
Note that the Apply & Save command won't be enabled if mandatory fields are missing to save the record in the target status. In such a case, use the Apply command, fill the missing values and then save the record.
In the Save & Next dialog box by clicking the Transition Comment tick box it is possible to enter a comment for the transition (e.g. the reason to perform it) which will be visibile in the history of the record.
If the user is lost and doesn't know how to proceed (which are the next posible workflow statuses), the Explore Workflow command will help by opening the explorer workflow window (see the figure above).
In this window, the workflow is graphically presented. Each rectangle represents a workflow status and arrows connect possible transitions. The current status is yellow, the past ones grey, the target ones red (if the user hasn't privileges on a transition needed to move the record in the target status) or green (if the user has the privileges to execute a transition moving the record to the target status). The form is interactive:
- the user can see details about the roles and resources enabled to perform a transition by clicking on the details label on the same transition;
- the user can recall the Save & Next dialog box by double clicking with the left mouse button on a green status (this will start the dialog box with a preselected transition).
In the record, the user can move to the different content form by using the form selector (see the figure above). Depending on the type of record and the privileges of the 'user, the visible form are:
- General - containing the main information of the records;
- Attachments - allowing to view or mange attachments;
- Related Items - allowing to view and manage related records (e.g. risks related to a processing activity);
- Messages - allowing to view and manage messages (mails) which will remain related to the record;
- History - showing the history of the changes performed for the record.
Delete
Privacy management processes are designed with end of life statuses for records (e.g. cancellation or completion). Therefore, the physical cancellation of records should not be necessary. however, should there be a reason to physically delete a record, this is possible for users with administrative privileges from the settings management. Go to Settings for more information on how to deleted specific records.
Reports
Available reports are accessible from the left application menu or via command buttons in the records.
A main source for reporting is the export to excel functionality present in all views of data (see Views).
Additionally, dashboards are available (see Dashboards).
Search
Teo main mechanisms support the search for record and information.
- search tool;
- views and grid filtering.
Search tool
The search tool is positioned in the top right corner of the application and it is shown in the picture below.
Before starting to search, it is necessary to set the search context among one of the possible values: "Text" or "Ticket". By default, "Ticket" is set if no value is entered.
The "Ticket" search context assumes that the user is trying to access a record directly, by knowing its id (code). Therefore, just enter the id and press enter or the magnifier icon. If the corresponding record exists and the user has privileges to view it, the system will directly open the record form.
The "Text" search context assumes that the user is searching a string text. Therefore, just enter the text and press enter or the magnifier icon. The system will present the list of the records where the text is found and the user will be able to access any by clicking on the list.
Views and grid filtering
By accessing and filtering views, it is possible to search and access records. See Views for more information.
