My user dropdown

Personal tasks, notifications and settings may be accessed from the dropdown on your Name in the Upper Navigation Bar

Tasks

This displays the incomplete tasks assigned to you. You can modify the listing by changing the number of days in which the tasks are due. Completed tasks are not shown.

Task assignment based on user access privileges

Task users are intended to manage checklist tasks and not sections (e.g., not assignments from DSAR or PIA). Below are guidelines for creating users with appropriate functionality and privileges.

Task User

Task privileges are assigned via Power User with “Tasks”, or a Task User system role. A user with Task privileges will only have access to tasks that are assigned from Checklists, for example from these areas: Compliance Audit, Stakeholder Comms, Service Providers, Third Parties.

Task-only users do not have access to any assigned DSAR or PIA items. They also do not have access to any Tiles or Sidebar Items. If a Task User needs to view other types of tasks, create a Power User with the addition of PIAs and Subject Access privileges.

Compliance User

Compliance privileges are assigned via Power User with “Compliance Audit”, or a Compliance User system role. A Compliance-only user will not see a personal Task List of their assigned checklist items without additional permission. Rather what they have is full access to all Compliance Audit functionality for those areas assigned to their user by the Administrator. If a Compliance User needs to view and manage a personal Task list, create a Power User with both Compliance Audit and Task privileges.

Compliance User with partial Compliance Audit access.

DPIA User

DPIA privileges are assigned via Power User with “DPIAs”, or a Compliance User system role. A DPIA user will not see a Task List of their assigned DPIA items, nor of any assigned checklist items. They have full access to all PIA functionality. If a DPIA User needs to view a Task list, create a Power User with PIAs, Task, and other privileges as needed.

Other user configurations

Work can be assigned outside of checklists. For example, DSARs can be assigned to users; and PIA review and approval can also be assigned to users. With the appropriate permissions, DSAR and PIA tasks will appear as additional tabs within the user’s Task list:

For a user to see DSAR and PIA Tasks along with Checklist Tasks, create a Power User with PIAs, Subject Access, and Task privileges.

Administrator

By default, an Administrator will see all of their tasks in all available tabs.
TIP: To see listings of Tasks by employee, use Dashboard>Tasks>By Task Owner.

Email notifications

Notification listing

Non-administrative users can view and delete copies of email notifications that were sent to them.

To view a message, click on that line.

To delete, check the items then click “Delete”. You can toggle all by checking the box to the left of “Sent”.

Notification preferences

Administrators have an additional tab for notification Preferences. Use this tab to receive notifications for DSARs and status changes, and to set reminders and choose their frequency. Reminders will be emailed and displayed under the Notifications tab.

Settings

Use this section to:

change name, phone, and photo. Click save at the bottom of the page after changes are made (Power Users may need to scroll).
view System Role and if a Power User, view assigned privileges

Administrators may also

change themselves to DPO and Primary Contact
change their System Role (not recommended)
resend welcome (in order to change password)

Multi-Factor Authentication (MFA)

Upon login, users are prompted to activate MFA for additional security if not done already. Users may also access MFA configuration via their User Dropdown.

MFA is configured per user and is not enforced for an organization. This is a policy decision for your company, and employees need to be given instructions for MFA configuration. If your organization is not using MFA, navigate to any working section by using the sidebar or click on “Skip, I will do this later”.

Configure MFA

To configure MFA (screenshots not included for security of sample codes):

Load the authentication app on your device (usually a phone or tablet). Common choices are: Google Authenticator, Duo Mobile, Authy, Windows Phone Authenticator.
Select: Use an Authentication Application
Select: Generate Secret Code
Using your MFA application either scan in the QR code, or enter the secret code beneath it into your application. We strongly recommend scanning the QR code to prevent errors.
Enter an active authentication code from your app in the box on PrivIQ and click Enable MFA while code is still active.

When successful, you’ll see this pop-up; click X to close.