If you have “Project Manager” rights in Data&More, you have access to the “Report” page, where you can edit text, dates, etc., for the emails sent to users with a link to their cleanup reports.
At the top of the page, all active reports that have been opened for access are displayed. Reports can only be opened for access by Data&More. Contact support@dataandmore.com for assistance with this.
Each report has a small icon that can be changed:
If an icon lights up in yellow, it means that the corresponding report has a saved distribution date.
When editing a report’s settings, there are four tabs:
Each of these sections is detailed below.
Report
At the top of this view, the date and time of the most recently sent cleanup report, as well as the scheduled time for the next one, are displayed.
Show logo:
Here, you can enable or disable the display of the company’s logo.
Report Header:
Here, you can change the header displayed at the top of the report. For users with extended rights, this header will also be displayed in the black menu bar on the left side of the screen.
Report body:
You can edit the text that appears at the top of the cleanup report here. On the left side, the text is edited, and on the right side, you can see how the text will appear. You have familiar text editing tools available, such as bold, italic, underline, and the ability to insert bullet points or numbered lists.
To edit the text on the left side, you can either use the icons in the toolbar or enter the text in HTML format.
Start date and cycle period:
Here, you can specify the date and time for the next email distribution, as well as the interval until the next email distribution (cycle). For a cycle, you can specify the number of months, years, weeks, or days. If you specify three months, the subsequent email distribution will occur on the selected date, three months later. For example, if you set September 1 as the next report date with a 3-month cycle, the following report date will be December 1.
Note: If you use the automatic deletion model, consult Data&More before changing a report cycle.
Make report static:
The default setting for cleanup reports is static. This means that when a report is sent to users, the number of findings in their reports does not change until they receive an email about a new report. In other words, the number of findings in a report does not change during a cycle of, for example, 3 months if the report is static.
If this setting is disabled, the report will be dynamic, meaning a user will see new findings in their report as soon as the system identifies new personal data. This happens, for example, if some personal data becomes more than 3 months old from one day to the next (the default setting is that data must be at least 3 months old to appear in the report).
Show private Tab & Tag:
Here, you can enable or disable whether users can apply a “private” label to data in the report.
Show mark as read:
If this setting is enabled, data in the report that has been opened with the “+” icon will be marked in gray.
Enable highlight:
When “highlight” is enabled, you will be able to see in the report where sentences and numbers critical to the classification of data appear. For example, the highlight function can show the user where a passport number or social security number is located in an email.
Show folder filters:
With this feature enabled, you can open subfolders and see where the found data is located. You can click on a subfolder in your report to use it as a filter. For example, a user can filter their report to see all findings located in the “sent mail” folder in Outlook.
Download CSV:
If the user should be able to export the found data to a CSV file, this function can be enabled.
Show Content:
If this function is enabled, the user can view the content of the found data (email, file, etc.). The user can expand the content by using the “+” icon next to the individual dataset.
Show Shared With:
If this function is enabled, the user can see with how many other users a dataset (email, file, etc.) has been shared. This way, the user can identify how many other users have access to view and delete the relevant personal data.
Show Duplicates:
With this function enabled, the user can see if a document in the report appears multiple times and where the document is located.
Subscribers
In the “subscribers” tab, you can edit the text in the email sent to all recipients of the cleanup report.
Send mail to Subscribers:
If this setting is enabled, all users with found data will receive and have access to the cleanup report.
Note: If you disable this setting after reports have been sent out, users will lose access to the report!
Email Template:
In the “Subject” section, you specify the subject of the email.
In the “Body” section, you can edit the text in the email to employees. On the left side, the text is edited, and on the right side, you can see how the text will appear. You have familiar text editing tools available, such as bold, italic, underline, and the ability to insert bullet points or numbered lists. To edit the text on the left side, you can either use the icons in the toolbar or enter the text in HTML format.
Analytics
Analytics settings:
In this section, you can grant access to so-called “custodians,” who are individuals that need extended access to view analytics graphs for all or selected groups of employees.
Send analytics report for the full dataset to the Custodians selected below:
Here, you can enter email addresses of individuals who should have access to analytics graphs for the report.
Send analytics report for the dataset limited to AD group to the Custodians selected below:
Here, you can enter the names of AD groups that should have access to analytics graphs for the report. When you add an AD group, the users in that AD group will have access to view analytics graphs for the report.
Restrict analytics data to team members:
If this setting is enabled, data will only be displayed for users who report to the selected custodians.
Note: To restrict to team members, your Azure setup must use the “Manager” field.
Include all, not only directly managed users:
If this setting is enabled, all users will be included in the display, regardless of which managers the users in the report report to.
Email Template:
In the text editing module, you specify the subject field for the email, and the text can be inserted and edited in the same way as described under “Report” and “Subscribers.”
Notifications
Under notifications, you can see a history of all previously sent reports and reports scheduled for the future.
On the far right, you can see the date of the report distribution. Additionally, the name of the report, the number of datasets in the report ("Documents"), the number of users receiving the report ("end users"), and the number of custodians are displayed.
If a report has been sent, you can expand it (by clicking on it) to see a range of details about the report:
- Under “Time,” the time the email was sent is displayed.
- “Account” indicates the user’s email address.
- “Last login” shows when the user last logged in.
- “Status” shows whether the email was sent and successfully received in the user’s inbox.
- “Actions”: Here, you can use the email icon to resend the email to the relevant user, for example, if the user accidentally deleted the email.