User Guide
Manage Business Processes
Overview
The Business Processes screen is where you can view and manage your business processes.
It's important to remember Business Processes contain:
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The Process purpose
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Who is the owner of the Process
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How it is defined
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How the data is controlled
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How the data flows
Access and View Your Business Processes
Procedure:
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From the left menu, click Data Asset Inventory.
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Click Business Processes.
Business Processes are displayed in a list sorted by:
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Business Process Name
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Purpose for Processing
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Owner
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Last Modified
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More options
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Click a column to sort ascending.
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Click the column again to sort descending.
Search for a Business Process
You can search for business process by:
- Business Process Name
- Purpose for Processing
- Owner
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Type the query in the search box and the results are sorted and displayed in the list below.
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Click the x to clear the search term.
Add a New Business Process
To add a new Business Process:
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In the top right of the screen, click New Business Process.
Note: Items marked with a red asterisk (*) are required.
Process Definition
The Process Definition Tab is divided into two sections:
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General
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Compliance Processing Information
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In a tab section, click a right arrow to expand a section or a left arrow to collapse a section.
Add a General Process Definition
To add a General Process Definition, fill in the following:
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Name: Process name (maximum 50 characters)
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Description: Process description (maximum 50 characters)
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Business Process Owner: Do one of the following:
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Add an existing owner:
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Click the down arrow (
) to view the drop-down list.
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Click an option from the drop-down list.
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Add a new Business Process Owner:
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Click Add.
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Name: Type the process name. (maximum 50 characters)
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Title: Type the process title. (maximum 50 characters)
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Phone: Type the phone number.
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Email: Type the email address.
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Click Save & Add to create or Cancel to discard.
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Processing Department: Do one of the following:
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Add an existing Processing Department:
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Click the down arrow (
) to view the drop-down list.
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Click an option from the drop-down list.
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Create a new Processing Department:
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Click Create New Processing Department.
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In the Name box, type the new processing department name.
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Click Save & Add to create or Cancel to discard.
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Effective Date: Click the Effective Date box to activate it.
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Change the Day of the Current Month: Click a different day of the current month.
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Change the Month:
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Click the Effective Date box.
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Click a different month.
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Click the Effective Date box again to choose the day.
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The date is displayed in the Effective Date box.
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Change Year:
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Click the Effective Date box.
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Click the year link.
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Click a year from the list.
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Reset: To reset the date, click the x.
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End Date: Click the End Date box to activate it.
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Change the Day of the Current Month: Click a different day of the current month.
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Change the Month:
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Click the End Date box.
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Click a different month.
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Click the End Date box again to choose the day.
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Change Year:
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Click the End Date box.
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Click the year link.
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Click a year from the list.
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Reset: To reset the date, click the x.
Compliance Processing Information
Fill in the following:
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Does this process use personal information: Select one:
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Yes
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No
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Purpose for Processing: Process purpose. (maximum 250 characters)
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Report in Subject Request: Select one:
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Yes
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No
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Legal Basis for Processing: Select an option from the drop-down list.
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Categories of personal Information:
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Click Categories.
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Select an option from the drop-down list.
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Click Add Selected.
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Click Next to proceed or Exit Without Saving to discard.
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Data Control
The Data Control tab has four sections:
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Locations
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Regulation
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Responsible Parties
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Controllers & Processors
In a tab section, click a down arrow to expand a section or a up arrow to collapse a section:
Add a Location
To add a Location:
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Click Location.
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Do one of the following:
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Use an existing location:
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Select a location from the drop-down list.
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Click Add Selected.
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The location is added to the Locations section.
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Create a new location:
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Click Create New Location.
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In the New Location pop-up window, fill in the following:
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Name (50 characters maximum)
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Select an option from the Country drop-down list
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to add the new location or Cancel to discard.
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Select the new location from the drop-down list.
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Click Add Selected.
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The new location is added to the Location section.
Add a Regulation
Procedure:
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Click Regulation.
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Do one of the following:
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Use an existing regulation:
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Select a regulation from the drop-down list.
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Click Add Selected.
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The regulation is added to the Regulations section.
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Add a new regulation:
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Click Create New Regulation.
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In the New Regulation pop-up window, fill in the following:
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Name (50 characters maximum)
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Description
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-
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Click Save & Add to add the new location or Cancel to discard.
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Select the new regulation from the drop-down list.
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Click Add Selected.
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The new regulation is added to the Regulations section.
Add a Responsible Party
Procedure:
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Click Responsible Party.
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Do one of the following:
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Use an existing responsible party:
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Select an option from the drop-down list.
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Click Add Selected.
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The responsible party is added to the Responsible Parties section.
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Add a new responsible party:
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Click Responsible Party.
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Click Create New Responsible Party.
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In the New Responsible Party pop-up window, fill in the following:
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Name (50 characters maximum)
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Title
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Department
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Email
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Telephone Number
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Country: Select an option from the drop-down list
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to add the new responsible party or Cancel to discard.
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Select the new responsible party from the drop-down list.
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The new responsible party is added to the Responsible Parties section.
Add Controllers & Processors
You can add controllers and processors in this section.
To add a controller, do one of the following:
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Add an existing controller:
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Click Controller.
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Click an option from the drop-down list.
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Click Add Selected.
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The controller is added to the Controllers section.
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Add a new controller:
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Click Controller.
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Click Create New Controller.
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In the New Controller pop-up window, fill in the following:
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Company Name (50 characters maximum)
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Contact Name (50 characters maximum)
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Description (250 characters maximum)
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Email
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Telephone Number
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Country: Select an option from the drop-down list
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to add the new controller or Cancel to discard.
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Select the new controller from the drop-down list.
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Click Add Selected.
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The new controller is added to the Controllers section.
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To add a new processor, do one of the following:
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To add an existing processor:
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Click Processor.
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Select an option from the drop-down list.
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Click Add Selected.
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The new processor is added to the Processors section.
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To add a new processor:
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Click Processor.
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Click Create New Processor.
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In the New Processor pop-up window, fill in the following:
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Company Name (50 characters maximum)
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Contact Name (50 characters maximum)
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Description (250 characters maximum)
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Email
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Telephone Number
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Country: Click an option from the drop-down list
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to add the new processor or Cancel to discard.
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Select the new processor from the drop-down list.
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Click Add Selected.
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The new processor is added to the Processor section.
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Click Next to proceed, Previous to return to the previous screen, or Exit Without Saving to discard.
Data Flow
The Data Flow tab has two sections:
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Data Sources
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Data Destinations
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In a tab section, click a down arrow to expand a section or a up arrow to collapse a section:
Add a Data Sources
Do one of the following:
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Use an existing data source.
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Click Data Source.
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Select an option from the drop-down list.
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Click Add Selected.
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The data source is added to the Data Sources section.
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Create a new data source:
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Click Data Source.
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Click Create New Data Source.
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In the New Data Source, fill in the following:
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Select Data Source Type: Choose one
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Vendor Name (50 characters maximum)
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Contact Name (50 characters maximum)
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Description (250 characters maximum)
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Sale of Information: Choose one
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Email
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Telephone Number
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Country
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to save changes or Cancel to discard.
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Select the new data source from the drop-down list.
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Click Add Selected.
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The new data source is added to the Data Sources section.
Add a Data Destinations
To add a data destination, do one of the following:
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Add an existing destination:
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Click Data Destination.
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Click an option from the drop-down list.
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Click Add Selected.
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The data destination is added to the Data Destinations section.
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Create a new data flow:
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Click Data Destination.
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Click Create New Data Destination.
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In the New Data Destination pop-up window, fill in the following:
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Select Data Destination Type: Choose one
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Vendor Name (50 characters maximum)
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Contact Name (50 characters maximum)
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Description (250 characters maximum)
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Sale of Information: Choose one
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Email
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Telephone Number
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Country: Select an option from the drop-down list.
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Address Line 1
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Address Line 2 (if applicable)
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City
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State/Province
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Zip/Postal Code
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Click Save & Add to add new destination or Cancel to discard.
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Select the new destination from the drop-down list.
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Click Add Selected.
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The new destination is added to the Data Destinations section.
Summary
The Summary tab is divided into three sections:
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Process Definition.
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Data Control
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Data Flow
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In a tab section, click a right arrow (
) to expand a section or a left arrow (
) to collapse a section.
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Review each section content for accuracy.
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To make changes:
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Click a tab to return to a section. For example: Process Definition tab, Processing Department.
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Make needed changes.
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Click the Summary tab to return to review changes.
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Click Finish & Save to save the new process, Previous to return to the previous screen, or Exit Without Saving to discard the whole record.
Note: Missing required items are marked *Required. You cannot save the new process until they are corrected.
Edit a Business Process
To edit a Business Process:
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Locate a process in the Business Processes list.
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In the far right column, click the more options menu.
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Click Manage Business Process.
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Click tabs to move between sections. Click a right arrow (
) to expand a section or a left arrow (
) to collapse a section.
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Make needed changes in each tab and their sections.
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Click Save Changes to save updates.
Delete a Business Process
To delete a Business Process:
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Click Delete Business Process.
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Click Confirm to delete a process or Cancel to discard.