Ailance simplifies your organization's compliance with automated reminders and alerts for various data protection tasks. An automated alert is generated every time a processing activity needs to be checked. Workflows ensure timely compliance checks. Here is a brief overview of how you can effectively use workflows in Ailance RoPA.
What are workflows and how can I use them?
Automated processes (also known as workflows) are tools that carry out routine activities independently and without manual intervention. By automating repetitive or complex tasks, these processes help to optimize workflows, save time and reduce both manual effort and the risk of human error.
Ailance RoPA offers a range of built-in automated processes that you can activate to increase efficiency, ensure smoother operations and improve overall system reliability.
These compliance workflows are already available in RoPA
Ailance RoPA offers the following workflows:
- Appointment of the data protection officer for Germany (customer system):
Checks whether new customers require a Data Protection Officer (DPO). If the customer is based in Germany, has 10 or more employees and has not yet appointed a DPO, the process creates a task (to-do) with instructions for appointing a DPO for the customer. - Appointment of a DPO for Germany (customer update):
Checks whether updated customers require a DPO. If the customer is located in Germany, has 10 or more employees and no DPO is appointed, the process creates a task (to-do) with instructions for appointing a DPO for the customer.Tip:To ensure a continuous review of the DPO designation, we recommend activating both the automatic process "Designation of the DPO for Germany (customer installation)" and the automatic process "Designation of the DPO for Germany (customer update)".
Reading tip: Efficient to-do creation and task allocation in Ailance RoPA
- Identify outdated processing activities:
Performs a weekly scan (every Sunday at 16:00) for processing activities that have not been updated for a year or longer. If such a processing activity is found, the process changes its status to "To be updated". - Checks outdated processing activities: Monitors the status of processing activities. If the status of a processing activity is set to "To be updated", the process creates a task with instructions for checking the processing activity.
Tip: For effective status management of processing activities, we recommend activating both the automatic detection of outdated processing activities and the automatic checking of outdated processing activities.
How do I activate automatic processes?
Attention! Only organization members with the role "Administrator (RoPA)" or "Solution developer" can activate automatic processes.
Workflows are deactivated by default. To activate an automatic process (workflow), proceed as follows:
- Go to "Settings" and select "Solutions and assets".
- Open the "Solutions" tab.
- Open the RoPA solution: Click on the "RoPA" tile.
- Select Workflows in the navigation bar on the left-hand side.
- Click on the name of the automated process (workflow) that you want to activate.
- Activate the "Active" checkbox.
- Click on "Save" (Save).
If you need a workflow for your organization that is not yet mapped, that's no problem: you can create any workflow in Ailance and use it in RoPA.
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