Repositories
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      Departments and Contacts repositories

      To add departments and/or contacts to processing activities, you must first add them to their respective repositories. This article explains how to create, edit, replace and delete departments and contacts.

      Table of contents

      Overview

      Departments in the GDPR software reflect the actual departments of your organization. Contacts are the employees of your organization, and each contact belongs to one of the departments. Adding departments and contacts to their respective repositories allows you to:

      The departments and contacts repositories are interconnected, since each contact must be assigned to a department. The two repositories are therefore dealt with together in this article.

      The Manage contacts and departments permission is required to perform the actions described in this article.

      How to add a department to the repository

      To add a department to the repository:

      1. In the sidebar, click Repositories > Departments.

      2. Click the Create new department button.

      3. In the Create new department dialog box, complete the fields. Only the Name is required.

      4. Click Save. The department is added to the repository.

      How to manage departments

      Departments can be edited, replaced and deleted.

      To manage a department:

      1. In the sidebar, click Repositories > Departments.

      2. You can use the Find a department field to locate the department.

      3. Click the department to open its page. The names of the contacts assigned to the department are listed. You can click a contact to open their page.

      4. Click Processing and expand the In charge of processing or Internal recipients boxes to view the processing activities the department has been assigned to.

      If a specific contact is in charge of a processing activity, the processing activity will be listed on the contact’s page, not the department’s page (see Managing contacts below). Only processing activities that have a department but no specific contact are listed on the department’s page.

       

      5. You can also perform the following actions:

      ACTION

      HOW TO

      Edit department information

      Click the Edit button, modify the information, and click Save.

      Replace a department

      This replaces the department in all processing activities to which it is currently linked. The replaced department is not deleted from the repository, and the contacts are not removed from the department.

      1. Click the Replace button.

      2. Click Select a department.

      3. Select the new department.

      4. Click Replace.

      Delete a department

      Click the Delete button to permanently remove the department from the repository.

      If contacts are assigned to the department, you will be asked to move the contacts to another department before deleting it:

      1. In the dropdown menu, select the new department

      2. Click Move contacts. The contacts are moved to the other department.

      3. Click the Delete button to delete the department.

      If you have the rights to delete a department but the Delete button is grayed, it means the department is linked to one or more processing activities. You must replace it with a different department before deleting it (see “Replace a department” above).

      How to add a contact to the repository

      To add a contact to the repository:

      1. In the sidebar, click Repositories > Contacts.

      2. Click the Create new contact button.

       

      3. In Create new contact dialog box, select a department from the Department dropdown list.

      4. Complete the other fields. The First name and Last name are required.

      5. Click Save. The contact is added to the contacts repository.

      How to manage contacts

      Contacts can be edited, replaced and deleted.

      To manage a contact:

      1. In the sidebar, click Repositories > Contacts.

      2. You can use the Find a contact field and/or the Filter by department dropdown menu to find a contact.

      3. Click the contact to open their page. You can do the following:

      • Expand the In charge of processing or Internal recipient boxes to view the processing activities the contact has been assigned to.

      • Click the department to open its page.

      4. You can also perform the following actions:

      ACTION

      HOW TO

      Edit contact information

      Click the Edit button, modify the information, and click Save.

      Replace a contact

      When a contact is replaced, the replaced contact and the new contact do not change departments. If the new contact is in a different department from the replaced contact, the new contact’s department replaces the replaced contact’s department in the processing activities.

      1. Click the Replace button

      2. Click Select a contact.

      3. Select the new contact.

      4. Click Replace.

      The contact is replaced in all processing activities to which they were linked.

      Delete a contact

      Click the Delete button to permanently remove the contact from the repository.

      If you have the rights to delete a contact but the Delete button is grayed, it means the contact is linked to one or more processing activities. You must replace the contact with a different contact before you can delete them (see “Replace a contact” above).