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Using Data Subject Search

To generate the request for RoA/RtE, click IDENTITIES > DSAR > DATA SUBJECT SEARCH screen.

  1. Click the Data Subject Search screen.

  2. Select the strong identifier in Select Strong Identifier drop-down. This drop-down will display the list of all Strong Identifier defined by the user.

  3. Enter the value of Strong Identifier in the Enter value textbox and click the +(Add) button. This will add the selected value of Strong Identifier and its value in the Search field as below.

  4. To delete the entered Strong Identifier and its value, click the Trash icon. This will remove the selected Strong Identifier and its value.

  5. Click the Search button. This will search the data for the specified Identifier.

  6. Click Reset button, to clear the Search box.

  7. On clicking the Search button, the screen will get populated with the Data Subject information. The information includes details about the Data Subject, names of the table/object in which identity information is stored and Data Retrieval Options for generating request or viewing the report.

The Data Subject Search screen is divided into three panels:

  1. Data Subjects

  2. Objects Containing the Identity

  3. Data Retrieval Options

Data Subjects

The Data Subjects panel in Data Subject Search screen will contain basic information about the Data Subject. The details include information such as Data Subject Name, First Name, Last Name, Email Id, list of all Identifiers associated with Identity, etc.

Objects Containing the Indentity

The Objects Containing the Identity panel will list down all the Objects i.e., tables in which information for the matched identity exists. To select one or more objects in the panel, check the checkbox available with the object name or check SELECT ALL checkbox to select all the listed Objects. There is a provision for searching the object name.

*Note: If the Objects Containing the Identity panel doesn’t get populated, refer Quick Scan Columns.

Data Retrieval Options

The Data Retrieval Options panel allows you to select the options based on which the report will get generated.

  1. Volume: Select among Limited, Extensive or All Data from given options.

    1. Limited: This option will scan only the first two records of the identifier in the selected object.

    2. Extensive: This option allows you to scan first 10-15 records in the selected object.

    3. All Data: This option scans the entire list of the selected objects.

  2. Scope: Using this option, you can specify the objects i.e., tables that need to be selected for submitting or viewing the report. There are two options:

    1. Selected Objects: This option allows you select a few objects.

    2. All Objects in All Systems: This option allows you to select all the objects in all systems.

  3. Format: You can download the report in any of the mentioned format. There are four formats.

    1. PDF

    2. Excel

    3. CSV

    4. JSON

  4. Check the Make These Default Settings for Future DSAR Request checkbox, if you wish to submit or view the report in the above selected configurations only. The options will be selected permanently for processing of any future DSAR request.

  5.  Scan Reference: Check the Scan References checkbox, to look for the foreign key references in the other objects. Using this option, the foreign key which are associated to other objects are also selected for the scanning.

  6. Show only Sensitive columns: Check this checkbox if you want to view only those columns which contain sensitive information.

  7. Date of Request: Select the date for which you have received a request from the customer. DPO or Admin who operates the DSAR Application needs to put this date manually or from the calendar option aside before proceeding ahead.

  8. RTE Type: This option gets enabled when you Schedule a DSAR RtE request. It consists of two options:

    1. Default: Selecting this option necessitates RtE to be performed based on existing RoA results.

    2. All: Selecting this option necessitates RoA to be performed again on all objects before RtE.

  9. Source of DSAR: This option lets you select/list the source from where the request has been received. A request can be generated through four sources:

    1. Internal Request: This type of request is generated by the user through Company’s authenticated portal.

    2. Postal Request: This type of request is received through postal service.

    3. Email Request: This type of request is received by email services.

    4. Other: Clicking this enables you to manually type the source of DSAR.

  10. Regulation Type: Using this option, you can select the Regulation Type to which the Data Subject is associated to. It contains three values.

    1. GDPR

    2. CCPA

    3. OTHERS

*Note: In case, if the Data Subject is not associated to GDPR or CCPA regulation type, then you may select the OTHER option in this field.

  1. Generate Report: This option lets you select the type of schedule you want to choose for RoA/RtE request.

    1. Schedule a DSAR RoA request for immediate execution: Once this option is selected, then the task will be executed instantly. In this scenario, there is no need to schedule a DSAR task.

    2. Schedule a DSAR RoA request: Select this option if you want to schedule an RoA request. Once an RoA request has been submitted, then create a DSAR task for scanning and schedule it.

    3. Schedule a DSAR RtE request: Select this option if you want to schedule an RtE request. Once an RtE request has been submitted, then DPO needs to approve the request on RtE Status screen. On approval only, the DSAR task for erasure is created and scheduled for processing.

*Note: RtE request will not get completed/initiated for a data subject unless RoA results have been fetched for it.

Once the options are selected, click the Submit button. A request will be generated for selected RoA/RtE. You can view the requests in RoA and RtE Status screen depending upon the selection made above.

Once a request has been generated, the status of Data Subject under RoA/RtE Status screen changes to Incoming/In Progress state.

  1. Incoming: If status is Incoming, it means the Data Subject is scheduled for processing. When the scheduled task gets executed, the status of Data Subject will change to InProgress state.

  2. Review Pending: If status is Review Pending, it means DPO must review the data after report has been generated. After review, the request can be approved or rejected.

  3. No Data: If the status is No Data, it means that no data was found in the target database when scanning was completed.

Move to Step 6 in View Report to know more information about Submit Status column.

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