Adding Template Rules to Personal Data Questions

You can now automate flagging risks on Personal Data Questions by using Create Risk Rules on templates and specifying which data elements and data categories pose a risk when selected on an assessment.

You can also configure other template rule actions on Personal Data Questions such as: Send Assessment, Add Approver, and Auto-Complete Assessment.

To add a rule on a personal data questions

  1. On the PIA & DPIA Automation menu, select Templates. The Templates screen appears.

  2. Hover over the tile of the draft template you want to add a rule to until the Edit Draft button appears.
  3. Click the Edit Draft button. The Template Builder screen appears.
    Important:

    Make sure the template has a Personal Data Question in the template.

  4. Select the Rules tab. For more information on rules, see Adding, Editing, and Deleting Rules .
  5. Click the Add Rule button.
  6. Complete the fields. For more information, see the following screen references.
  7. Click the Save button.

Personal Data Question Conditions Screen Reference





Field
Description
ANY/ALL

Select whether all conditions must be met to trigger the action.

Trigger

Select the Question option to define the condition.

Question

On the selection menu, select the Personal Data question in the template.

Filter Person Data By

On the selection menu, select the Data Element or Data Category option.

Contains: All/Any

Select whether ALL or ANY of the data elements selected will trigger the action.

Manage

Click the Manage button and select the data elements you want to trigger the action.



Category

On the selection menu, select the category that best suits the data being provided.

Action Configuration Screen References

Send Declaration



Field
Description
Action

Select Send Declaration upon Approval to automatically launch an additional declaration when the specified conditions are met.

Select Send Declaration upon Submission to automatically launch an additional declaration when the specified conditions are met.

Template Name

Select the template you want to use to launch the follow up declaration.

Approver

Select Current Declaration's Approval to have the follow-up declaration be assigned to the same approver as the primary declaration.

Select Unassigned to not automatically assign an approver for the follow-up declaration. An approver can be added later, after the declaration is launched.

Respondent

Select Current Declaration's Respondent to assign the follow-up declaration to the same respondent as the primary declaration.

Select Current Declaration's Approver to assign the follow-up declaration to the approver of the primary declaration.

Require Confirmation Upon Approval

Enable this setting to require the approver of the declaration to confirm a follow-up declaration needs to be sent.

Note:

This setting is only available if the Send Declaration upon Approval action is selected.

Automatically Approve Declaration

Enable this setting to automatically approve the primary declaration when the follow-up declaration is sent.

Note:

This setting is only available if the Send Declaration upon Submission action is selected.

Add Approvers



Field
Description
Action

Select Add Approvers Upon Creation to automatically add certain approvers when the declaration is launched from a specified organizational group.

Select Add Approvers Upon Submission to automatically add additional approvers to a declaration when the specified conditions are met.

Approver

Select the approver that you want to be assigned by the rule.

Click Add and Remove icons to add and remove approvers.

Auto-Complete Declaration



Field
Description
Results

Select Auto-Complete Declaration upon Submission to automatically Approve or Reject the declaration based on the users condition rules.

Result Comments

Enter comments regarding your review.

This will be included in a notification to assignees (respondents and approvers) as well as, in the declaration details.