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This topic describes the location and functionalities of the GDPR Utility wizard. The content of this topic is divided into the following sections:

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Location of the GDPR Utility Wizard

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the ‘Wizards’ service in the ‘Framework’ application.
  3. To locate the GDPR Utility, do any one of the following:
    1. Search for 'GDPR Utility' in the ‘Search in Wizards’ option and click the ‘Search’ icon.

      GDPR Utility Wizard
    2. Create an ‘All Wizards’ view and find the 'GDPR Utility' wizard in the list.

      GDPR Utility Wizard

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Working with the GDPR Utility Wizard

Warning

Forgetting a Person record is an irreversible operation and cannot be reverted unless it is within the scope of a transaction and that transaction is not committed. Execute the below procedure only if the Person record needs to be forgotten.


  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the ‘Persons’ service in the ‘Customer Management’ application.

  3. Click the GDPR Utility Wizard icon located on the 'Persons' service toolbar to run the GDPR Utility Wizard.

    GDPR Utility Wizard Icon

    Note

    You can also run the GDPR Utility wizard from a view with the wizard icon located on the view toolbar.


  4. Enter the Person record ID or name in the 'Persons' link field.

    Example Persons Link Field

    Note

    If multiple records appear when you search for a record with a name, make sure you select the appropriate person record before you proceed further.

    Example of Multiple Searches

  5. Click 'Next'.
  6. In the HTML sub-tab, the selected person record's data will be displayed in the HTML format.

    Note

    If you wish to export the person record in the XML format, click the 'Download XML' button.


    HTML Sub-tab

  7. In the XML sub-tab, the selected person record's data will be displayed in the XML format.

    XML Format


  8. If the person record can be forgettable:
    1. Notice that the 'Person for Forgettable' check-box is check marked by default.

    2. Checkmark the 'Forget Person' check-box.

      Forget Person

    3. Go to Step 10.

  9. If the person record cannot be forgettable:
    1. Notice that the 'Person Is Forgettable' check-box is not check marked by default.

      Person for Forgettable

    2. The 'Forget Person' check-box is not available.

    3. In the Unforgettable tab, you can find the condition(s) that does not allow to forget a person record.

      Note

      The 'Unforgettable' tab will be visible only when there are condition(s) that does not allow to forget the person record.

      Unforgettable Tab

    4. If it is mandatory to forget the person record, make sure you clear all the unforgettable conditions and re-run the GDPR Utility wizard again. See Person Records Unforgettable Conditions for more information.

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     Click 'Next'.
  11. Checkmark the 'Confirm Forget Person' check-box.

    Note
    titleNote concerning Aptify 5.5.4 version

    If the  'Confirm Forget Person' check-box is not check marked before you click the 'Finish' button, the person record cannot be forgotten and the respective Person Information Utility Runs record will not be created.

    Confirm Forget Person

  12. Click 'Finish'. A pop-up message appears after the process has been completed successfully. See About Person Record Information Post GDPR activity to understand the updates carried out in a person record after the record has been forgotten.
  13. On the pop-up message, click 'Yes' to repeat the process for other records or click 'No' to close the wizard.
  14. On the 'Person Information Utility Runs' window identify the following:

    Note

    The Person Information Utility Runs record will get created only after successfully forgetting a person record.


    1. In the General sub-tab: 
      1. The person name changes to GDPR ID. For example 'GDPR-2571, GDPR-2571'.
      2. The result field shows 'FORGOTTEN' status.
        General Sub-tab
    2. In the Confirm Forget sub-tab, the 'Confirm Forget Person' check-box will be check-marked by default.
      Confirm Forget Sub-tab
    3. In the Personal Info sub-tab, the personal information of the forgotten record will be blank.
      Personal Info Sub-tab 
  15. If you open the person record after it is forgotten through the GDPR Utility wizard, the system level form will be displayed and it cannot be modified.
    System Level Record

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Forgetting the Configured Personal Information Fields

If you have any personal information fields configured on the person form, they must be cleared with the GDPR Utility wizard. Follow the below step-by-step procedure to clear the information from these fields:

Note
titleBest Practice

If you wish to modify the stored procedures as per the client requirements, it is recommended to create a copy of the stock SP instead of modifying it. Make sure you update the new SP name in the process flows of the GDPR Utility wizard. See Best Practices while Working with Database Objects for more information.


Note

The procedure given below is an example of a configured field (Personal Data). This procedure is applicable to all the similar configured fields on a person record. 

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the 'Database Objects' service in the 'Framework' application.
  3. Search and open the 'spGetPersonalInformation' database object.
    spGetPersonalInformation
  4. In the stored procedure, add the 'Personal Data' field under the 'Select' Query related to the Persons entity.
    Personal Data Field
  5. Save and close the 'spGetPersonalInformation' database object.

    Info

    Note that the 'Personal Data' field included in the 'spGetPersonalInformation' database object will now be considered as personal information field and will be made available for downloading in the XML format.


  6. Search and open the 'spForgetPerson' database object.

  7. In the stored procedure, add the 'Personal Data' field to the person's update query to clear the field data.

    Personal Data Field

  8. Save and close the 'spForgetPerson' database object.

    Info

    Note that the 'Personal Data' field included in the 'spForgetPerson' database object will be considered as a personal information field and data will be cleared from the field.

    Before GDPR ActivityAfter GDPR Activity
    Before GDPR Activity
    After GDPR Activity

 

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Configurations to Override the Person Unforgettable Conditions

Note
titleBest Practice

If you wish to modify the stored procedures as per the client requirements, it is recommended to create a copy of the stock SP instead of modifying it. Make sure you update the new SP name in the process flows of the GDPR Utility wizard. See Best Practices while Working with Database Objects for more information.


Follow the below step-by-step procedure if you wish to forget a person record by overriding the default Person Unforgettable conditions:

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the 'Database Objects' service in the 'Framework' application.
  3. Search and open the 'spCanPersonBeForgotten' database object.
    spCanPersonBeForgotten Object
  4. Locate the Person Record Unforgettable conditions and their 'select query' in the stored procedure.
  5. To exclude the required person unforgettable condition, select and comment (add '--' at start) its 'select query' in the stored procedure.

 

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Best Practices while Working with Database Objects

Follow the below procedure to create a copy of the database object and update the related process flows to apply the new database object with the client configured stored procedure:

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the 'Database Objects' service in the 'Framework' application.
  3. Search and open the 'spForgetPerson' database object.
    spForgetPerson
  4. Click the ‘Clone’ button to create a copy of the 'spForgetPerson' database object
  5. Rename the 'spForgetPerson' database object to 'spForgetPerson_c' database object. The new database object name provided here is an example, you can use your format to rename the database object.
    spForgetPerson_c
  6. Save the 'spForgetPerson_c' database object.
  7. Update the 'SQL procedure' name and 'Grant SQL' name with the 'spForgetPerson_c' database object name.
    Procedure Names
  8. Navigate to the ‘Wizards’ service in the ‘Framework’ application.
  9. Search for the 'GDPR Utility' wizard and open it.
  10. Navigate to the ‘Processor’ tab and open the ‘Finish Process Flow’.
    Finish Process Flow
  11. In the process flow, navigate to the 'GDPR: Finish – Forget Person' process flow step.
  12. Click and open the ‘Sub-Process’ flow.
  13. Go to the ‘Forget Person’ step and change the input property stored procedure name to 'spForgetPerson_c'.
    Forget Person Step
  14. Save the process flows.
  15. Save and Close the GDPR Utility Wizard.