How this connects: My Actions, notifications and the Approvals inbox

Steps

1. 1

   Select My Actions in the main menu

   Select My Actions. It lists open work assigned to you across the entities and modules you can see. Under Assigned to me there is one item: a Risk Action from Data Protection, Limit supplier staff access to member data. It came from the loyalty DPIA, where the action was assigned to your email address.

   • Select My Actions
2. 2

   Select All I can see

   Select All I can see. The list now shows every open item, whoever it is assigned to: all three risk actions from the DPIA, with who owns each and when it is due. Select Assigned to me to return to your own list.

   • Select All I can see
   • Select Assigned to me1
3. 3

   Select Open on the action

   Select Open at the end of the row. It takes you straight to the DPIA the action belongs to. Select the Risk Actions tab to see the action with its due date, and use Upload Proof when the measure is in place.

   • Select Open
   • Select Risk Actions1/3
4. 4

   Select the bell at the top of the screen

   Select the bell at the top right of the screen. The assignment raised a notification: Risk Action Assigned, with the action's name and the time. View all notifications opens the full list. Notifications tell you something happened; My Actions is where the work stays until it is done.

   • Select 3 unread notifications
5. 5

   Select Approvals

   Close the notifications and select Approvals in the main menu. Two requests from Data Protection are waiting: the re-assessment of the loyalty DPIA, and the Kids Club DPIA that the preparer completed from an AI draft. Each shows its risk level and whether children are involved.

   • Select Approvals2
6. 6

   Open the Kids Club DPIA and check it

   Select Open record on Kids Club birthday rewards DPIA. Read the AI Assessment Report on the Overview tab, then open the Questionnaire tab: it reads Complete, with the parental consent evidence under its question.

   • Select Open record
   • Select Questionnaire

   

7. 7

   Approve the Kids Club DPIA

   Select the Overview tab, scroll down and select Approve DPIA. Type a note and select Confirm Approval. The status changes to Approved.

   • Select Overview
   • Select Approve DPIA
   • Type Approval Notes: Consent, age checks and deletion at thirteen checked. Approved.
   • Select Confirm Approval
8. 8

   Open the re-assessment and select Compare

   Go back to Approvals and select Open record on the loyalty DPIA's re-assessment. On its Questionnaire tab, the Versions card shows Version 2 awaiting approval and Version 1 approved and current. Select Compare to see exactly what changed between them.

   • Select Approvals1
   • Select Open record
   • Select Questionnaire
   • Select Compare
9. 9

   Approve the new version

   The changes are the browsing-history use and the extra measure asking members to agree. Select the Overview tab, scroll down, select Approve DPIA, type a note and select Confirm Approval.

   • Select Overview
   • Select Approve DPIA
   • Type Approval Notes: Change reviewed. Approved with the new consent measure.
   • Select Confirm Approval
10. 10

    See that the first version is superseded

    Select the Questionnaire tab. On the Versions card, Version 2 is now Approved and Current, and Version 1 is marked Superseded. It is kept read-only for the record.

    • Select Questionnaire
11. 11

    Bring back the earlier version

    Select Back to PDPL, then the section named DPIAs. The list shows the current version only. Tick the box Show earlier versions, and the first version returns to the list with a tag showing it was superseded.

    • Select Back to PDPL
    • Select DPIAs0 (0)
    • Select Show earlier versions
12. 12

    Check your inbox

    Select Approvals once more. To decide reads Nothing waiting for you.

    • Select Approvals