SugarCRM SupportDocumentationSugar Versions8.08.0 ProfessionalSugar Professional 8.0 Application GuideData Privacy

Data Privacy

Overview

The Data Privacy module allows users to record and take action on data privacy requests and events in Sugar. This module is one portion of a feature set aimed at supporting your ability to carry out your organization's data privacy policies. Sugar's Data Privacy Guide provides information which spans the entire data privacy feature set and presents consolidated information and instructions for leveraging these tools to accomplish your organization's data privacy procedures. This Data Privacy Guide will describe these enhancements, the configuration steps an admin must complete before users can access the new functionality, as well as provide guidance for end users and Data Privacy Managers. This documentation will instead focus on the mechanics of using the module including its fields, options, menus, and how to perform common actions on data privacy records.

Data Privacy Fields

The Data Privacy module contains a number of stock fields which come out-of-the-box with Sugar. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Administrators or users with developer-level role access have the ability to alter, add, or remove fields via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Assigned To The Sugar user assigned to the data privacy record
Business Purposes Consented for Available when Type is set to "Consent to Process" or "Withdraw Consent, the various business purposes the individual is being asked to consent to or for which the individual is withdrawing consent. For more information about tracking consent, refer to the Data Privacy Guide.
Date Closed User-populated recording of when the data privacy record was rejected or completed
Date Created The date the data privacy record was created
Date Modified The date the data privacy record was last modified
Date Opened The date the data privacy record was created. This field will default to today's date upon creation, but can be modified by users if the actual request date differs from the creation date of the record
Description A description or other information about the data privacy record
Due Date For request types with time limits, the date by which the request must be completed
Number An automatically incremented number to identify every data privacy record which cannot be modified by users
Priority The relative importance of the request or data privacy activity
Requested By For request types, the individual who made the request to your organization
Resolution Free form field to record how the request or activity was handled
Source How the request or data privacy need originated (e.g. "Email from subject", "Gaining consent per policy", etc.)
Status The status of the record which is automatically changed from "Open" to "Rejected" or "Completed" when an admin or a user in the Data Privacy Mangaer roleMangaer role clicks the "Complete" or "Reject" buttons at the top of the record.
Subject A brief description of the request of activity that appears at the top of the record
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Teams The Sugar team(s) assigned to the data privacy record
Type The type of request or activity being handled in this record. For more information, refer to the Data Privacy Types section below.
Work Log Free form field to add activities and notable events while working on the request or activity

Data Privacy Types

The Data Privacy module includes a Type field which captures the nature of the privacy event or request. You may wish to add, edit, or remove Type field values in order to match the kinds of activities and requests you will need to process and record, according to your organization's needs. 

Three of the out-of-the-box Type values enable additional functionality in the Data Privacy module. You can edit their display labels, but the Item Name portions of the following options must remain unchanged in order to retain the full capabilities of the module:

Item Name (Cannot be changed) Display Label Functionality Enabled
Request to Erase Information Request to Erase Information Allows users in the Data Privacy Manager role to permanently erase personal information fields on records related to the data privacy record
Consent to Process Consent to Process Enables the "Business Purposes Consented for" field on the data privacy record
Withdraw Consent Withdraw Consent Enables the "Business Purposes Consented for" field on the data privacy record

For more information about modifying the available type values, refer to the Data Privacy Guide.

Working With Data Privacy Records

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules. The sections following this Working With Data Privacy section describe Data Privacy-specific behaviors and functionality. 

Content Link Description
Creating Data Privacy 
    Basic Data Privacy Creation
    Creating via Subpanels

The Creating Records section covers the various methods of creating new data privacy records, including via the Create button in the Data Privacy module and via the Data Privacy subpanel on related module records.

Viewing Data Privacy
    Viewing via List View
    Viewing via Record View
    Viewing via Recently Viewed
    Viewing via Dashlets
    Viewing via Preview
    Viewing via Reports

The Viewing Records section describes the various methods of viewing data privacy records, including via the Data Privacy list view and record view, the Recently Viewed menu in the Data Privacy module tab, list view dashlets showing data privacy information, previewing data privacy records in the right hand side panel, and reports displaying data privacy data.

Searching for Data Privacy
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating data privacy records: global search, which searches across all Sugar modules, and list view search, which searches and filters within the Data Privacy module.
Data Privacy List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Data Privacy
    Dashboards
The List View section walks through the many elements of the Data Privacy List View layout which contains a filterable list of all data privacy records in Sugar. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Data Privacy list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of this page.
Data Privacy Record View
    Favorite Designation
    Next or Previous Record
    Actions Menu
    Show More
    Subpanels
        Related Record Subpanels
        Filtering Subpanels
        Reordering Subpanels
    Dashboards
The Record View section walks through the many elements of the Data Privacy Record View layout which contains detailed information about a single data privacy record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the Data Privacy record view are described in the Record View Actions Menu section of this page.  

Editing Data Privacy
    Editing Inline via Record View
    Editing via Record View
    Editing Inline via Subpanels
    Editing Inline via List View
    Mass Editing via List View
    Editing Fields

The Editing Records section describes the various methods of editing existing data privacy records, including inline via the Data Privacy record view, in full edit mode on the record view, inline via the Data Privacy subpanel on related module records, inline via the Data Privacy list view, and via the Mass Update option on the list view. The Editing Fields section provides instructions for modifying the different field types available in Sugar records.
Exporting Data Privacy The Exporting Records section provides an introduction to the export functionality which allows you to download a list of data privacy records and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Viewing Data Privacy Audit Logs The Viewing Record Audit Logs section describes the View Audit Log record view option which displays a history of changes to the data privacy's audited fields.
Favoriting Data Privacy
    Favoriting via List View
    Favoriting via Record View
    Favoriting via Subpanel
The Favoriting Records section describes the various methods of marking data privacy records as favorites, including via the Data Privacy list view, Data Privacy record view, or any Data Privacy subpanel appearing on the record view of a related module. Favoriting a data privacy record allows you to easily access it from list views, dashlets, or the Data Privacy module tab.
Sharing Data Privacy The Sharing Records section provides instructions for the Share record view option which composes an email with a link to the data privacy record. If the recipient is logged into Sugar, clicking the link will bring them directly to the data privacy's record view.

Data Privacy Menus

The Data Privacy module contains various options and functionality which are available via menus in the module tab, list view, and record view. The following sections present each menu and its options with links to more information about each option in the User Interface documentation or, for Data Privacy-specific functionality, within this page.

Module Tab Menus

The Data Privacy module tab is typically located under the More tab on the navigation bar at the top of any Sugar screen. Sugar normally displays the top six modules shown in the Display Modules list of your user preferences with the remaining displayed modules grouped under the More tab. For more information on displayed modules for the navigation bar, please refer to the Layout Options section of the Getting Started documentation.

Note: By default, the Data Privacy module is hidden in Sugar and the system administrator must enable the module via Admin > Display Modules and Subpanels. For more information on displaying modules in Sugar, please refer to the Developer Tools documentation in the Administration Guide.

Click the tab to access the Data Privacy list view. You may also click the triangle in the Data Privacy module tab to display the Actions, Recently Viewed, and Favorites menus. The Actions menu allows you to perform important operations within the module. The Recently Viewed menu displays the list of data privacy activities you most recently viewed. The Favorites menu displays the list of data privacy activities you most recently marked as favorites. 
Accounts ModuleTabMenu

The module tab's Actions menu allows you to perform the following operations:

Menu Item Description
Create Data Privacy Activity Opens the record view layout to create a new data privacy activity
View Data Privacy Activities Opens the list view layout to search and display data privacy activities

If you do not see the Data Privacy module tab in Sugar, please check the following:

  • The Data Privacy module may be marked as hidden in your user preferences which will prevent the module tab from being displayed. Navigate to your user profile (upper right of Sugar), click the Advanced tab, and check the Layout Options section. If you see the Data Privacy module in the Hide Modules list, simply move it to the Display Modules list. For more information on hiding and displaying modules, please refer to the Layout Options section of the Getting Started documentation.
  • The administrator may have disabled the Data Privacy module for your entire Sugar instance. Reach out to your Sugar administrator to have the Data Privacy module displayed. For more information on displaying and hiding modules throughout Sugar, please refer to the Developer Tools documentation in the Administration Guide.

List View Menus

The Data Privacy list view displays all data privacy records and allows for searching and filtering to locate specific data privacy activities. You can view the basic details of each record within the field columns of the list view or click a data privacy activity's name to open the record view. To access a module's list view, simply click the module's tab in the navigation bar at the top of any Sugar page.

List View Mass Actions Menu

The Mass Actions menu to the right of the checkbox option in the list header allows you to perform mass actions on all currently selected records. You can use the checkbox on each record's row to select individual data privacy activities or click the checkbox in the list header to select all records displayed on the current set of list view results.
Accounts LV MassActionsMenu 

The Mass Actions menu allows you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more data privacy records at a time
Export Export one or more data privacy records to a CSV file

List View Record Actions Menu

The Record Actions menu to the far right of each record's row allows you to perform actions on the individual data privacy record directly from the list view.
Accounts ListView RecordActionsMenu

The list view's Record Actions menu allows you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this data privacy in the intelligence pane
Edit Edit this data privacy

Record View Actions Menu

The Data Privacy record view displays a single data privacy in full detail including its fields and subpanels of related records. To access a data privacy's record view, simply click a hyperlinked data privacy name from anywhere within Sugar. The record view's Actions menu appears on the top right of the page and allows you to perform various operations on the current record.
Accounts RV RecordActionsMenu

The Actions menu allows you to perform the following operations: 

Menu Item Description
Edit Edit this data privacy
Share Share a link to this data privacy via email
View Audit Log View a record of changes to this data privacy

Managing Data Privacy in Sugar

The Data Privacy module is one portion of a feature set aimed at supporting your ability to carry out your organization's data privacy policies. Sugar's Data Privacy Guide provides information which spans the entire data privacy feature set and presents consolidated information and instructions for leveraging these tools to accomplish your organization's data privacy procedures. This guide will describe these enhancements, the configuration steps an admin must complete before users can access the new functionality, as well as provide guidance for end users and Data Privacy Managers.

Last modified: 2018-04-27 16:12:58