Right to be Forgotten Management

Menu Path: System Administration $Images\bluerarw.gif$ Utilities $Images\bluerarw.gif$ Right to be Forgotten Management

Purpose

Data erasure of the selected GDPR personal data throughout Apprise.

Overview

Use Right to be Forgotten Management to erase the selected GDPR personal data of the data subjects in the Apprise database and EDI files generated by Apprise. Locate the GDPR personal data records using different filter criteria to begin the data erasure process.

CAUTION GDPR personal data erasure or removal is an irreversible process. After the data erasure, the processed addresses are marked as inactive, including the primary addresses which are also marked as non-primary.

You can erase the GDPR personal data in the following modes or types:

Business Partner - Includes the GDPR personal data such as the master addresses that are predefined on the maintenance windows in Apprise. Select one, multiple, or all records to erase the master address from the maintenance windows and the linked transactions and EDI files.

NOTE If the predefined address is the only address or the only active address left on the customer, supplier, and so on, then the address cannot be erased. The master addresses are erased only after all the linked transactions and EDI files are updated to have the data erased.

Transactions - Includes the GDPR personal data such as addresses that are not predefined in Apprise, that is, the addresses on transactions such as Orders (for example, fulfillment orders), Invoices, Bills of Lading, Purchase Orders, Vouchers, and Voucher Audits. If you have selected this mode to display data, you must specify one of the following filters:
- Address Name
- Phone Number
- Email Address

Select one, multiple, or all records to erase the address from the linked transactions and EDI files.

Note If duplicate data exist, the system displays the data only once.

Erasing GDPR Personal Data

To erase the GDPR personal data throughout relevant transactions and files in Apprise:

Select either Business Partner or Transactions radio button.
Click the Lookup button for the Address Type field, then select the address type that you want and click OK.
Select the filters to display the GDPR personal data that you want to erase. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
Select the GDPR consent information that you want to erase. The filters for consent information are only enabled if you have selected the Business Partner type.
Click Show Data button in the ribbon. The system displays the relevant data in the GDPR personal data grid on the Results tab.
Select the rows that contain the data that you want to erase. You can select one, multiple, or all rows.
Click the Preview button in the ribbon. The system performs a system-wide verification and outputs the data.
View this data to verify whether this is the personal data that you want to erase throughout Apprise. Then click the Remove button in the ribbon. The system prompts you to confirm removal of data.
Click Yes. The system erases the selected personal data from all the relevant transactions and files. The system also outputs a report which displays the details of all the transactions and files from which the selected personal data is removed, and the status of the personal data after data erasure.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Right to be Forgotten Management window.
Show Data	Click this button to show the GDPR personal data based on the selected filters in the Results grid.
Select All	Click this button to select the check box in the Select column for all rows in the GDPR personal data grid on the Results tab.
Deselect All	Click this button to clear the check box in the Select column for all rows in the GDPR personal data grid on the Results tab.
Preview	Click this button to preview if the selected personal data can be erased or removed from the relevant transactions and files. NOTE As data erasure is an irreversible process, before removing the selected personal data, the system runs a validation to verify whether this data can be erased or not. After Preview, the system runs a report to display the GDPR personal data that have open transactions, and, therefore, cannot be removed. Either close or void the transactions and proceed with data removal or deselect the relevant rows from the grid to skip removal of this data.
Remove	Click this button to erase or remove the GDPR personal data from the selected rows in the GDPR personal data grid on the Results tab. The system erases the selected personal data from all the relevant transactions and files and replaces the data with strings of X's. CAUTION This is an irreversible process. In other words, the removed data cannot be displayed on this window again.

Select Tab Fields and Buttons

Field or Button	Description
Type	Select one of the following modes to display the records that you want: Business Partner - Select this radio button to filter and display the personal data that exists in the business partner mode in Apprise. Transactions - Select this radio button to filter and display the data that exists in the transaction mode in Apprise.
Address Type	Click the Lookup button to select and filter the personal data by one of the following address types: Customer - Select this option to ensure that the system search includes GDPR personal data of customers, customer ship to's, customer bill to's, customer contacts, customer ship to contacts, customer bill to contacts, prospects, and prospect contacts. Supplier - Select this option to ensure that the system search includes GDPR personal data of suppliers, supplier ship from, supplier remit to and supplier contacts.
All (Customers)	Select this check box to display the GDPR personal data for all customers. This check box is enabled only if you have selected Customer as the address type. This check box is selected by default.
Customer Code	Enter a customer code for which to display the relevant GDPR personal data, or click the Lookup button to select a customer code. This field is only enabled if you clear the associated All check box.
Customer Name	Enter a customer name for which to display the relevant GDPR personal data, or click the Lookup button to select a customer name. This field is only enabled if you clear the associated All check box.
All (Suppliers)	Select this check box to display the GDPR personal data for all suppliers. This check box is enabled only if you have selected Supplier as the address type. This check box is selected by default.
Supplier Code	Enter a supplier code for which to display the relevant GDPR personal data, or click the Lookup button to select a supplier code. This field is only enabled if you clear the associated All check box.
Supplier Name	Enter a supplier name for which to display the relevant GDPR personal data, or click the Lookup button to select a supplier name. This field is only enabled if you clear the associated All check box.
All (Names)	Select this check box to display the linked GDPR personal data for all address names. This check box is selected by default. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
Address Name	Enter an address name for which to display the linked GDPR personal data. You can enter just the beginning characters of a name to display the GDPR personal data for it. Example If you enter Wa, the GDPR personal data grid displays the personal data for address names WalMart and Waldens. This field is only enabled if you clear the associated All check box. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
All (Phone Numbers)	Select this check box to display the linked GDPR personal data for all phone numbers. This check box is selected by default. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
Phone Number	Enter a phone number for which to display the linked GDPR personal data. This field is only enabled if you clear the associated All check box. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
All (Fax Numbers)	Select this check box to display the linked GDPR personal data for all fax numbers. This check box is selected by default.
Fax Number	Enter a fax number for which to display the linked GDPR personal data. This field is only enabled if you clear the associated All check box.
All (Email Addresses)	Select this check box to display the linked GDPR personal data for all email addresses. This check box is selected by default. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
Email Address	Enter an email address for which to display the linked GDPR personal data. This field is only enabled if you clear the associated All check box. If you have selected Transactions type, then ensure that you select at least one filter among Address Name, Phone Number, and Email Address.
All (Address 1's)	Select this check box to display the linked GDPR personal data for any address first line. This check box is selected by default.
Address 1	Enter the first line of the address for which to display the linked GDPR personal data. You can enter just the beginning characters of an address to display the relevant GDPR personal data for it. Example If you enter 10 Wa, the GDPR personal data grid displays the personal data for addresses 10 WalMart Avenue and 10 Washington. This field is only enabled if you clear the associated All check box.
All (Cities)	Select this check box to display the linked GDPR personal data for all cities. This check box is selected by default.
City	Enter the address city for which to display the linked GDPR personal data, or click the Lookup button to select a city. This field is only enabled if you clear the associated All check box.
All (States/Provinces)	Select this check box to display the linked GDPR personal data for all states/provinces. This check box is selected by default.
State	Enter the address state or province for which to display the linked GDPR personal data, or click the Lookup button to select a state or province. This field is only enabled if you clear the associated All check box.
All (Postal Codes)	Select this check box to display the linked GDPR personal data for all postal codes. This check box is selected by default.
Postal Code	Enter the address postal code for which to display the linked GDPR personal data, or click the Lookup button to select a postal code. This field is only enabled if you clear the associated All check box.
All (Countries)	Select this check box to display the linked GDPR personal data for all countries. This check box is selected by default.
Country	Enter the address country for which to display the linked GDPR personal data, or click the Lookup button to select a country. This field is only enabled if you clear the associated All check box.
All (Counties)	Select this check box to display the linked GDPR personal data for all counties. This check box is selected by default.
County	Enter the address county for which to display the linked GDPR personal data. This field is only enabled if you clear the associated All check box.
All (Dates)	Select this check box to display the linked GDPR personal data for all dates. This check box is selected by default. This check box is only enabled if you select the Business Partner type.
Consent Date From	Enter the first order date in a range of consent dates for which to display the relevant GDPR personal data, or click the drop-down arrow to select a consent date. This field is only enabled if you clear the associated All check box. This field is only enabled if you select the Business Partner type.
Consent Date To	Enter the last order date in a range of consent dates for which to display the relevant GDPR personal data, or click the drop-down arrow to select a consent date. This field is only enabled if you clear the associated All check box. This field is only enabled if you select the Business Partner type.
Consent Provided	Select one of the following options to display the relevant GDPR personal data based on whether the data subject has provided consent or not: Yes - Select this radio button to filter and display the GDPR personal data of the data subjects who have provided their consent. No - Select this radio button to filter and display the GDPR personal data of the data subjects who have not provided their consent. All - Select this radio button to display the GDPR personal data of the data subjects, irrespective of whether they have provided their consent or not. This check box is only enabled if you select the Business Partner type.
Consent Attached	Select one of the following options to display the relevant GDPR personal data based on whether the data subjects' consents have been attached or not: Yes - Select this radio button to filter and display the GDPR personal data of the data subjects' whose consents are attached. No - Select this radio button to filter and display the GDPR personal data of the data subjects' whose consents are not attached. All - Select this radio button to display the GDPR personal data of the data subjects, irrespective of whether their consents are attached or not. This check box is only enabled if you select the Business Partner type.

Results Tab Fields and Buttons

Field or Button

Description

GDPR Personal Data grid

This grid displays the GDPR personal data after you click the Show Data button in the ribbon.

Note Depending on the options selected on the Select tab, this grid displays the relevant GDPR personal data present in Apprise.

If you have selected the Business Partner type on the Select tab, then this grid includes the columns such as Select, Address Type, Address Sub-Type, Address Name, Address 1, Address 2, Address 3, City, State/Province, Postal Code, Country, County, Phone Number, Fax Number, Email Address, Consent Provided, Consent Attached, Consent Date, Address Seq #, Customer Code, Customer Name, Supplier Code, Supplier Name, Prospect Code, and Prospect Name.

If you have selected the Transactions type on the Select tab, then this grid includes the columns such as Select, Address Name, Address 1, Address 2, Address 3, City, State/Province, Postal Code, Country, County, Phone Number, Fax Number, Email Address, Customer Code, Customer Name, Supplier Code, Supplier Name, Prospect Code, and Prospect Name.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	These radio buttons are disabled in this window.
Time	These fields and radio buttons are disabled in this window.
Date	This field is disabled in this window.
Task Occurs	These radio buttons are disabled in this window.
Task Description	This field is disabled in this window.
Scheduling Assistant Queue	This field is disabled in this window.
External Email	This check box is disabled in this window.
Screen Alert	This check box is disabled in this window.
Internal Email	This check box is disabled in this window.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.