Archiving Requests

Using Privacy Rights Automation, you can archive requests that are Complete, Closed, Rejected, or Expired through retention policies. You can also manually archive requests from the Requests screen. Once archived, these requests will remain available for dashboard reporting.

Important:

The Insights Privacy Rights Automation Dashboard feature is required to access this functionality. For more information, see Insights Privacy Rights Automation Dashboard.

To configure request archival via retention policy

Using retention policies, you can archive requests and delete requests from the archive.

  1. On the Global Settings menu, select Data Retention. The Data Retention screen appears.


  2. Select the Privacy Rights Automation option. The Retention Policies screen appears.


  3. Click the Add Retention Policy button.
  4. Complete the fields. For more information, see Add Archival Retention Policy Screen Reference.
  5. Click the Test Policy button.
    Note:

    Users have the ability to test their newly added/edited polices by click the Test Policy button before saving or while editing a policy. Utilize this feature to see which requests will be impacted within the next 90 days due to the new/changed policy.



  6. Click the Save button. The Save Retention Policy model appears.


    Note:

    When attempting to save a custom Retention Policy, the Save Retention Policy model will identify how many requests/items will be affected.

    If you want to run the policy now, check the Run Retention Policy Now checkbox before confirming.

  7. Click the Confirm button.
    Attention:

    This action is permanent. Once requests have been archived or deleted, they cannot be restored.

For more information, see Global Settings Request Retention Policies.

Add Archival Retention Policy Screen Reference



Field
Description
Policy Action

Select Archive Requests to send requests to the archive.

Select Delete Archived Requests to delete requests from the archive, including subtasks and attachments.

For Any Requests in these Stages

Select the request stage(s) that this retention policy will apply to:

  • Closed

  • Complete

  • Expired

  • Rejected

Delete Requests After

Enter the amount of days, weeks, months, or years the Policy Action will take place on requests reaching the stage(s) selected above.

For Any of these Request Types

Select the request type(s) that this retention policy will apply to.

For Any of these Subject Types

Select the subject type(s) that this retention policy will apply to.

In Any of these Organizations

Select the organization(s) that this retention policy will apply to.

In Any of these Jurisdictions

Select the jurisdiction(s) that this retention policy will apply to.

To view the request archive

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

  2. Click the View Archive button. The Archived Privacy Rights Requests screen appears.

  3. Configure the fields as you would a column report. For more information, see Configuring a Column Report.

To export the request archive

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

  2. Click the View Archive button. The Archived Privacy Rights Requests screen appears.

  3. Using the selection menu next to the Export button, select either CSV or Excel for the request format
  4. Click the Export button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon.
  5. Click the Notifications icon . The Notifications popover appears.


  6. Click the export link in the popover to download the exported report.

To view archived request details

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

  2. Click the View Archive button. The Archived Privacy Rights Requests screen appears.


  3. Click the Request Ref ID of an archived request. A Report Download modal appears.
  4. Click the Close button. A PDF report with the request details will be generated in the background. When the PDF report is ready to download, a notification will appear on the Notifications icon.
  5. Click the Notifications icon. The Notifications popover appears.


  6. Click the link in the popover to download the PDF report.