Export a DPIA and submit it for approval

Steps

1. 1

   Open the assessment from the section named DPIAs

   In Data Protection, select the section, then View Details on the loyalty programme assessment. It still reads Draft.

   • Select DPIAs1 (1)
   • Select View Details
2. 2

   Read the Assessment Report on the Overview tab

   The Overview tab now has an Assessment Report card. It shows the conclusion, the description, the mitigations and the necessity assessment you wrote in the questionnaire. This is what the approver reads first.

3. 3

   Open the Questionnaire tab and select Export

   Select the Questionnaire tab and check that the bar reads Complete. Then select Export and choose PDF. The assessment is downloaded as a document you can file or share. JSON is the same content for other systems.

   • Select Questionnaire
   • Select Export
   • Select PDF
4. 4

   Select Submit for approval

   Select Submit for approval, beside Export. A message confirms Submitted for approval, and the status at the top of the page changes from Draft to Pending DPO approval.

   • Select Submit for approval
5. 5

   Select Approvals in the main menu

   Select Approvals in the main menu on the left. The page opens on To decide, which is empty for you: nothing is waiting for your decision.

   • Select Approvals
6. 6

   Select My requests

   Select My requests. Your DPIA is listed as Approve a DPIA, with its risk level, the step it is waiting on and the policy. It reads Pending, zero of one steps complete. Withdraw takes the request back while it is pending, for example to correct an answer.

   • Select My requests

   

7. 7

   Withdraw the request

   You notice the conclusion should mention the supplier's audit report. Select Withdraw. A box explains that the DPIA stops waiting for approval. Type a reason, which is optional, and select Withdraw request. The request is marked Cancelled, Withdrawn.

   • Select Withdraw
   • Type Reason (optional): Adding a reference to the supplier's audit report.
   • Select Withdraw request
8. 8

   Open the DPIA and correct the conclusion

   Select Open record. The DPIA is back to Draft. On the Questionnaire tab, add a sentence to the conclusion and select the Save button.

   • Select Open record
   • Select Questionnaire
   • Type Conclusion and recommendation to the approver *: With the opt-out, the access limits and the three-year retention in pl…
   • Select Save 1 change(s)
9. 9

   Submit it again

   Select Submit for approval once more. The status returns to Pending DPO approval and a new request goes to the approvers.

   • Select Submit for approval
10. 10

    Read the approval notice

    Select the Overview tab and scroll down to DPO Approval Required. Approval progress shows the policy: one approver who holds the right to approve DPIAs for this entity, and strict maker and checker. Below it, a note says you created or edited this record, so someone else has to approve it. That is why you have no Approve or Reject button.

    • Select Overview
11. 11

    Go back to the list of assessments

    Select Back to PDPL, then the section named DPIAs. The assessment now reads Pending DPO approval. The second Data Protection Officer takes it from here, in the next lesson.

    • Select Back to PDPL
    • Select DPIAs1 (1)