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Access to this page requires authorization. You can try changing directories.
When you create a request, the information you provide is used to look for matches to the data subject in your organization’s Microsoft 365 environment. Matched items are complied for you to review, make choices about what to include, and redact information as necessary. Multiple users can collaborate on these steps within the Subject Rights Requests solution. The details page of each request provides status on the progress stages and guidance about the next steps to take.
Progress stages for requests
Each request goes through multiple stages. Some stages progress automatically, and other stages are advanced manually after the completion of certain steps like reviewing files.
Data estimate: Before retrieving the data, the system estimates the amount of data expected for retrieval. Depending on the amount, the request may or may not move automatically to the next stage of data retrieval. You can set a request to pause at the estimate stage before collecting data; learn more at data estimate and retrieval.
Retrieve data: All the files, emails, chats, images, and other content items are pulled together. When this stage is complete, the request moves automatically to the next stage of reviewing data. Learn more at data estimate and retrieval.
Review data: Collaborators review all the data collected, decide which ones pertain to the request, and perform tasks like redacting content and adding case notes. Learn more about reviewing data for a subject rights request. After finishing data review, you manually advance to the next stage to generate reports.
Note
Delete requests involve an extra approval substage at the review data step. See details at Create and manage a delete request.
Generate reports: When data review is done, a user manually advances to this step. Priva generates the final reports, which include the data package to share with the data subject, and internal reports for your organization's records. Learn more about generating reports.
Close the request: When all work is completed, close the request to indicate that it's considered completed. Learn more about generating reports so that you can fulfill and close the request.
Understanding the request details page
Open a request's details page by navigating to Subject Rights Requests in the Priva portal. Under Request management, select a request from the list to open its details page.
The request details page provides details about the request’s properties, the search results, and the request’s status. The details page is your hub to work and collaborate on managing the files found, creating reports and exports, and completing the request. Find details about what's on each tab of the page:
Overview tab
The Overview tab of the request details page provides details about the request, a progress indicator showing your current step, and key information about the data found. This page has individual status cards explained below.
Details
The Details card displays basic information to orient you to the request, such as its deadline, the creation date, the description, and related privacy regulation.
Progress
The Progress card list each step in the process: Data estimate, Retrieve data, Review data, Generate reports, and Close the request. A filled-in blue circle next to the step indicates the step you're currently on. A checkmark inside the blue circle means the step is complete. A blank, empty circle means the step hasn't started yet.
Data estimate summary
The Data estimate summary card displays when the request is paused at the data estimate stage. It shows the location and number of items that your search is expected to retrieve.
Total number of items found
The Total number of items found card displays the number of content items found and their locations in Microsoft 365.
Priority items to review
The Priority items to review tile shows items that you may want to prioritize as you start your data review. The tile displays a count of items that belong to the following categories:
- Confidential: These items have a sensitivity label applied to them. For example, a Word document with a "Highly Confidential" label.
- Multi-person data: These items contain the personal data of more than one person. If you want to include these items as part of the final data package, you need to redact the irrelevant data in the files.
- Record: These items have a retention label applied. If you include any of these items as part of a delete request, they won't be deleted as part of the delete workflow.
How to locate your priority items:
First, ensure you've enabled your view of them in your Data collected table of items by following the steps below:
- On the Data collected tab, select Customize columns at the top of the list of items.
- On the Edit columns flyout pane, place a check next to Priority types.
- Select Apply. Your list of items will now have a Priority types column.
Now you can identify the priority items and find them by sorting the Priority type column to group similar types.
Data collected tab
When all items matching your search settings have been identified, they're collected and presented on the Data collected tab. Next to the list of items is a preview screen for reviewing each item, making redactions, and marking items as include or exclude. Read more details about the data review and collaboration step.
Notes tab
The Notes tab allows collaborators to enter notes about the work done on the request. These notes are visible to everyone who works on the request, but won't be included in the final report or otherwise shared with the data subject.
Collaborators tab
The Collaborators tab displays all the users who have been invited to collaborate on the data collected, and any associated Teams channel for the request. The request's creator is automatically listed as a collaborator. Invite new collaborators by selecting the Add collaborator command and entering a users's name to select them from a list. Learn more details about collaboration for data review.
Reports tab
The Reports tab displays all the reports that are automatically generated when you advance to the Generated reports stage. Reports are separated into two categories: reports for you to share with the data subject, and reports intended for your organization's internal use. Get details about working with reports.
History tab
The History tab summarizes top level events for the request, including progress stage changes and aggregates for the number of items included, excluded, redacted, and tagged.
Next steps
Visit Create a subject rights request to learn how to get stated with your first request.