Leveraging the Subtask Library

You can use the Subtask Library to create and manage subtask templates that can be reused across requests and workflows. This will reduce the amount of work required if you have the same subtask reused on multiple workflows or requests. There are two types of subtask templates in the Privacy Rights Automation module: user and system.

For more information on subtasks, see Using Subtasks in Request Workflows.

Using user subtask templates

You have two options for creating a new user subtask template: via the Subtask templates screen or directly via an existing workflow.

To create a new user subtask template via the Subtask Templates screen

  1. On the Privacy Rights Automation menu, select Subtask templates. The Subtask Templates screen appears.



  2. Click the Create User Subtask button. The Add subtask template modal appears.



  3. Configure the settings for your user subtask template.

  4. Click the Save button to save your user subtask template or click the Save and add new button to create multiple user subtask templates.

To create a new user subtask template via an existing workflow

  1. On the Privacy Rights Automation menu, select Workflows. The Workflows screen appears.

  2. Click on a workflow and navigate to your desired stage.

  3. Scroll down to the Subtasks section. Click the User subtask button. The Add subtask modal appears.

  4. Click Create a new subtask.

  5. Configure the settings for your user subtask. Select Save as a template to reuse the user subtask on multiple workflows or requests.



  6. Click the Save button to save your user subtask template or click the Save and add new button to create multiple user subtask templates.

To add a user subtask template to a workflow

  1. On the Privacy Rights Automation menu, select Workflows. The Workflows screen appears.

  2. Click on a workflow and navigate to your desired stage.

  3. Scroll down to the Subtasks section. Click the User subtask button. The Add subtask modal appears.

  4. Click Use a subtask template.

  5. Select the required user subtask template from the drop-down menu.

    Note:

    The only change you can make to subtasks added to a workflow via a subtask template is to add an assignee if one was not added when the subtask template was created. All other fields are read-only. If an assignee was added when the subtask template was create, you will not be able to make any changes to the template.

  6. Click the Save button to save your user subtask template or click the Save and add new button to add multiple user subtask templates to your workflow.

To add a user subtask template to a request

  1. On the Privacy Rights Automation menu, select Requests. The Requests screen appears.

  2. Select the request you want to add a user subtask template to. The Data subject request details screen appears.

  3. Click the Subtasks tab.



  4. Click the User subtask button. The Add subtask modal appears.

  5. Click Use a subtask template and select the required user subtask template from the drop-down menu.

  6. Click the Save button to add your user subtask template or click the Save and add new button to add multiple user subtask templates to your request.

Using system subtask templates

You have two options for creating a new system subtask template: via the Subtask templates screen or directly via an existing workflow.

To create a system subtask template via the Subtask templates screen

  1. On the Privacy Rights Automation menu, select Subtask templates. The Subtask Templates screen appears.

  2. Click the Add connection button. The Add connection modal appears.



  3. Under Add existing connection, select from the existing connections to create a new system subtask template.

  4. Configure the settings for your system subtask template.

  5. Click the Add button. The system subtask template will display on the Subtask Templates screen in the following format: <connection-name>_subtask.

To create a new system subtask template via an existing workflow

  1. On the Privacy Rights Automation menu, select Workflows. The Workflows screen appears.

  2. Click on a workflow and navigate to your desired stage.

  3. Scroll down to the Subtasks section. Click the Add connection button. The Add connection modal appears.

  4. Under Add existing connection, select from the existing connections to create a new system subtask template.

  5. Configure the settings for your system subtask template. Select Save as a template to reuse the system subtask on multiple workflows or requests.



  6. Click the Add button.

To add a system subtask template to a workflow

  1. On the Privacy Rights Automation menu, select Workflows. The Workflows screen appears.

  2. Click on a workflow and navigate to your desired stage.

  3. Scroll down to the Subtasks section. Click the Add connection button. The Add connection modal appears.

  4. Click Use a subtask template.

  5. Select the required system subtask template from the drop-down menu.



  6. Click the Add button.

To add a system subtask template to a request

  1. On the Privacy Rights Automation menu, select Requests. The Requests screen appears.

  2. Select the request you want to add a system subtask template to. The Data subject request details screen appears.

  3. Click the Subtasks tab.

  4. Click the Add connection button. The Add connection modal appears.

  5. Click Use a subtask template.

  6. Select the required system subtask template from the drop-down menu.

  7. Click the Add button.

To edit a subtask template

  1. On the Privacy Rights Automation menu, select Subtask templates. The Subtask Templates screen appears.

  2. Select the subtask template you want to edit. The Edit subtask template modal appears.


  3. Configure any edits the subtask template requires.
  4. Click the Save button.

To delete a subtask template

  1. On the Privacy Rights Automation menu, select Subtask Templates. The Subtask Templates screen appears.

  2. Click the Context Menu icon on the subtask you want to delete, and click delete. The Delete template screen appears.


  3. Select the Delete button.
    Note:

    You cannot delete a subtask template that is in-use on a workflow.