You can auto-populate request details using dynamic variables when communicating with data subjects. This allows request approvers to post comments and select request resolutions that will dynamically update with information sent in the request. These details will also be visible in Privacy Portal communication.
Supported Template Variables
First Name: ${FIRST_NAME}
Last Name: ${LAST_NAME}
Email Address: ${EMAIL_ADDRESS}
Privacy Team Name: ${PRIVACY_TEAM_NAME}
Organization Name: ${ORG_NAME}
To edit response templates
For additional information on how to add, edit, and delete response templates, see Using Response Templates.
On the menu, select . The Response Templates screen appears.
Click on the name of a Response Template. The Edit Response modal appears.
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Edit the Response body with the supported template variables.
Click the Save button.
To use template variables
Public or Internal Comments
On the menu, select . The Requests screen appears.
Click on a request. The Data Subject Request Details screen appears.
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In the Activity tab, post a public or internal comment by selecting a response template from the Select Response(s) field selector.
Edit the comment as necessary, then click the Reply button.
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The response template will automatically populate the request details that were submitted by the data subject/consumer.
Automated Comments
Dynamic variables are also supported for automated comments, which can be sent on stage changes for automated communication. For more information on creating and adding automated comments, see Using Automated Comments in Request Workflows.
On the menu, select . The Workflows screen appears.
Click on the name of the workflow you want to edit. The Workflow Details screen appears.
For active workflows, click the Edit button.
Go to the workflow stage where you want to add an automated comment.
Click the Automated Comment button in the Subtasks section. The Add Automated Comment modal appears.
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Complete the fields.
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Click the Save button. Automated comments will send dynamic updates with the submitted request details.
Request Resolutions
You can leverage dynamic variables when providing a resolution to why the request was extended or rejected. This example will reject a resolution to a request that can't be processed because of failed verification.
On the menu, select . The Requests screen appears.
Click on a requst. The Data Subject Request Details screen appears.
Click the Context Menu button, then select a resolution. The Reject Request(s) modal appears.
Select a resolution type from the Resolution field.
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Select a response template from the Select Reponse(s) field selector.
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Click the Reject button. The resolution will now appear in the Data Subject Request Details screen and in the Privacy Portal with the variables from the response template.
