SMART Data Protection
Path: Data Protection List
The system allows you to delete and anonymize personal data if necessary, for example, to ensure compliance with the GDPR principles. Upon expiration of the data retention period, such data may be deleted if it is necessary to store other data that is not personal data for a certain period of time, which can be configured. For statistical purposes, for example, anonymization of personal data can be applied.
- On the Data Protection page, you need to create settings in accordance with which information will be administered. You must fill in the appropriate fields on the General and Tables tabs.
On the General tab, the following fields can be filled in:
| Field | Description |
|---|---|
| Code | Setting code |
| Description | Setting description |
| Active | Setting activity. If Active = TRUE, the selected setting will be performed by running the job queue operation automatically, if such running is additionally configured. |
| Main Table ID | The main table ID for selecting the date field ID. Tables can be selected from the list of tables selected in the Tables tab in rows. |
| Main Table Name | The name of the main table. It is filled in automatically depending on the selected Main Table ID. |
| Date field ID | ID of the date field in the Date or DateTime format from the main table, by the value of which the data will be selected. |
| Date Field Name | The name of the date field is filled in automatically depending on the selected date field code. |
| Data Processing Formula | Data processing formula. You must specify the period after which the data will be processed in accordance with the settings. Valid formula format is, for example, 1M (1 month), 1Y (1 year). |
| No. of Tables | Number of tables. The field is filled in automatically depending on the number of tables created in the rows of the Tables tab. |
In the lines of the Tables tab, the system allows you to:
• create rows,
• delete rows,
• administer information by making changes to fields – the Data Protection Fields page,
• filter information available for administration – Data Protection Table Filters page.
To create a row for a table, in the rows of the Tables tab, fill in the following fields:
| Field | Description |
|---|---|
| Table ID | Table ID. |
| Table Name | The table name is filled in automatically depending on the specific code. |
| Delete Records | Setting the value determines whether all records of the selected table will be deleted after the selected time period. Please note that after deletion, data recovery is not possible. |
| Page ID | Page ID. Is filled in automatically with the ID of the page displaying the selected table. |
| Parent Table ID | Parent table ID. If a parent table ID is set, the system will first select the data according to the configured parameters of the parent table and administer in the same way as it is configured in the dependent table. |
| Processing Order | Number in the processing order. |
| No. of Fields | Number of fields. The field is filled in automatically with the value of the number of fields for which customization is performed on the field’s Data Protection page. Clicking on the value takes the user to the editable Data protection page of the field. |
| Comments | Comments. |
Having chosen the tables in which information will be administered, you can select specific fields in which such administration will take place. To do this, in the row of the corresponding table, go to the Data Protection Fields page through the Manage – Fields function.
On the Data Protection Fields page, you need to fill in the following fields:
| Field | Description |
|---|---|
| Field ID | ID of the field to be administered. |
| Field Caption | Field name, is filled in automatically depending on the selected field ID. |
| Field Type | Field type. Is filled in automatically. |
| Anonymize | Check the box if the value = TRUE and the field value needs to be anonymized. If the checkbox is checked, the value of the Anonymized value field will automatically be filled with “anonymized”, which can be edited to another value. |
| Anonymize Value | The value that will be set in the selected field instead of the initial one after starting administration of information by selected settings. |
| Clear | Check the checkbox if the value = TRUE and the field value must be cleared. |
It is possible to select (create) several fields in the table that need to be administered, edit and delete them.
On the Data Protection Table Filters page, you need to fill in the following fields:
| Field | Description |
|---|---|
| Field ID | Field ID. The Field ID and the Linked Field ID must have the same value for each of the tables. |
| Field Caption | Name of the field. |
| Type | Type. |
| Filter Value | Value of the filter. |
| Linked Field ID | ID of the linked field. |
| Linked Field Name | Name of the linked field. |
- Once you have done the necessary settings for data administration, you can preview the result using Actions – Preview. In the Parameters area, select the Date on which the results will be previewed. The result is displayed by the system in rows with the following fields:
| Field | Description |
|---|---|
| Record Caption | Name of the record to be processed. |
| Processing Date | Selected date + Selected period by formula. The view date must follow the processing date. |
| Anonimized Fields | Number of records for which fields are anonymized. |
| Cleared Fields | Number of records for which fields are cleared. |
| Deleted Records | Number of deleted records. |
- To administer information, this process must be started through Actions – Start.
- The information administration process can be started manually through Action – Start from each page of the Data Protection.
- The information administration process can be started automatically by creating Codeunit 70860390 SMA Data Protection Management Job Queue Activity.
- The results of the information administration carried out are logged on the Data Protection Log page (pass: Related – Log) in the following form:
| Field | Description |
|---|---|
| Entry No. | Is filled in automatically by the system. |
| Data Protection Code | The setting code under which the information was administered. |
| Anonimized Fields | Number of records for which fields are anonymized. |
| Cleared Fields | Number of records for which fields are cleared. |
| Deleted Records | Number of deleted records. |
| Processed Record ID | ID of the processed record. |
Deleting log records does not cancel anonymization or information deletion.