Creating Rules for a Web Form

You can automatically direct data subject requests into a different workflow, approver, or deadline based on the selections made by the data subject on the web form. The system will evaluate the rules sequentially and apply the actions of the first rule whose conditions are met. Once a rule is applied, the system will stop evaluating subsequent rules, so order rules based on the business logic that applies to your program.

To create web form rules

  1. On the Privacy Rights Automation menu, select Setup > Web Forms. The Web form templates screen appears.

  2. Click the View button for the web form you want to customize. The Web form customization screen appears.

  3. Go to the Rules tab.
  4. Click the Add rule button.
  5. Customize the rule as necessary. For more information, see Web Form Rules Screen Reference.
  6. Click the Save button.
    Note:

    If you have more than one rule, requests will be evaluated against the rules in the order in which they appear (top to bottom). To change the order of the rules, use the up and down arrow icon buttons.

  7. Click the Publish button to update the web form to a new version so the automation rules are maintained. For more information, see Using Web Form Versioning.

Web Form Rules Screen Reference



Field
Description
Rule name

Enter the name of the rule.

If all of the following conditions are met:

Select the conditions under which the rule will be met:

Field

Select the field on the form which will determine the rule.

Operator

Select Equal To or Not Equal To

Value

Select the value(s) for which the rule is true.
And

Click this button to add a further conditions to the rule.

Workflow

Select the workflow to which the request should be assigned.

Days To Complete

Enter the number of days in which the request should be completed.

Approver

Select the user to whom the request should be assigned.

Organization

Select the managing organization to which the request should be assigned.

Send request details email

Assign one or more users to automatically receive an email that includes the details of the request.

Note:

The field will only populate users with the DSAR request details email permission. This prevents admins from unintentionally sending emails to non-admin users.

The following custom roles have this permission on by default:

  • Site Admin

  • Privacy Officer

  • Privacy Rights Automation Manager

For more information on role permissions, see Creating and Editing Custom Roles.