Add key stakeholders to a processing activity

Add key stakeholders to a processing activity. Based on their role, users are assigned default processing activity privileges that control whether they can edit a processing activity, view it, or respond to its privacy assessments.

Before you begin

Role required: sn_privacy.analyst

About this task

A processing activity can have multiple key stakeholders. By default, the entity owner is one of the key stakeholders.

You can add key stakeholders only when the processing activity is either in the Discover or Review states.

Procedure

1. Navigate to Workspaces > Privacy Workspace.
2. Select the List icon .
3. In the Lists tab, select Processing activities > All processing activities
4. Open the processing activity to which you want to add key stakeholders.
5. In the Key stakeholders related list, select Add.
   1. Select the users to add.
   2. Select Add.
   Note:

   If a user's role changes, a privacy analyst must manually update the user's processing activity privilege.
6. Modify the processing activity privilege of a key stakeholder.
   If a user's role changes, a privacy analyst must manually update the user's processing activity privilege.
   1. From the Key stakeholders related list of the processing activity, open the stakeholder record you want to modify.
   2. In the Responsibility field, enter the responsibilities for the stakeholder.
   3. In the Processing activity privileges field, set the stakeholder processing activity privilege.

      The available options are:

      • Respond to privacy assessments - Default privilege for stakeholders with the sn_privacy.assessment_responder or sn_privacy.business_user role.
      • Edit processing activity and respond to privacy assessments - Stakeholders must have the sn_privacy-business_role to be assigned this privilege by a privacy analyst or manager.
      • No privilege to respond to assessments - Default privilege for stakeholders with no privacy roles.

      Note:

      If you select an option that requires a role the stakeholder doesn't have, the application displays a validation message. Contact your system administrator to grant the necessary role, and then set the privilege again.

   4. Select Save.

Result

Selected stakeholders receive an email notification confirming they have been added as key stakeholders.

What to do next

After the key stakeholders are defined, assign the processing activity to stakeholders with edit access. They can then review and update the related lists. See Enable key stakeholders to update processing activities directly.

Send privacy assessments to the stakeholders with the sn_privacy.assessment_responder or sn_privacy.business_user role who were added. See Send a privacy assessment from a processing activity.