Customizing a Workflow

Workflows divide a data subject request into stages for processing. This helps your privacy team prioritize and fulfill data subject requests in a timely manner.

You can customize the workflows you use to process data subject requests, including adding stages, providing guidance text for the privacy team in multiple languages, and setting up subtasks which are associated with individual stages. 

Note:

Default workflows cannot be edited. You will need to create a new workflow from a default or existing workflow to make edits and custom changes. For more information, see Adding and Deleting Workflows.

Note:

Workflow versioning was introduced in early 2021. Workflows created before versioning was available were baseline tagged as Version 0, because no prior version history existed.

Version history begins when a workflow is edited and activated after versioning is introduced. A draft that was created but never published or activated may appear as Draft V1, while the workflow continues to use its last published configuration. To begin tracking activated versions, publish and activate the draft, or create and activate a new edit.

To customize a workflow

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

  2. Click on the name of the workflow you want to edit. The Workflow details screen appears.

  3. For active workflows, click the Edit button.
  4. Add, edit, and delete stages to customize the workflow. For more information, see Workflow Details Screen Reference.
  5. Click the Save button.

Workflow Details Screen Reference



Field
Description
Language

Select the language for which you want to customize the workflow.

The languages selected here will appear to the privacy team members who process data subject requests and will not affect the languages shown to the data subject.

Stages

Use the Add and Remove icon buttons to add and remove stages in the workflow. 

The Unverified, New, and Complete stages cannot be deleted. 

Stage title

Enter the name of the stage in the workflow.

Guidance text

Enter guidance text which will appear to privacy team members when a request is on that stage in the workflow. This text is not shown to data subjects.

Allow request data to be edited at this stage

Enable this setting to allow the original details of the request to be updated by the privacy team while a request is on this stage.

Auto-calculate request deadline at this stage

Enable this setting to calculate the deadline for completing a request from the beginning of this stage, rather than from the New stage.

Allow request deadline to be edited at this stage

Enable this setting to allow the request approver to manually update the deadline for the request on this stage.

Auto-advance request upon subtask completion

Enable this setting to allow the request to auto-advance to the next stage once the subtask is complete.

User Subtasks

Set subtasks to automatically generate when the request reaches this stage.

For more information about subtasks, see Using Subtasks in Request Workflows and Configuring the Subtask Queue.

Add Connections

Set up system subtasks as connections to call system integration workflows.

For more information about system subtasks, see the following:

Automated Comment

Send automated public comments to data subjects when changing to a new workflow stage.

For more information about automated comments, see Using Automated Comments in Request Workflows.

Workflow Character Limits

Category

Field or Label

Character Limit

General

Workflow name

150

Stage

Stage title

None

Stage

Guidance text

None

Subtask

Task name

255

Subtask

Task description

None