Add key stakeholders to a processing activity

Add key stakeholders to a processing activity and set their privilege to control whether they can view it, respond to its privacy assessments, or edit it.

Before you begin

Role required: sn_privacy.analyst

About this task

A processing activity can have multiple key stakeholders. While you can add or delete as many key stakeholders as you want, by default, the entity owner is one of the key stakeholders. You can add any user as a key stakeholder, including users without privacy roles. Based on their role, they are assigned default processing activity privileges that control whether they can edit a processing activity, view it, or respond to its privacy assessments.

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

Procedure

1. Navigate to All > Privacy Management > Privacy Workspace > Processing activities > All processing activities.
2. Open the processing activity to which you want to add key stakeholders.
3. Navigate to the Key stakeholders related list, and select Add.
   1. Select the stakeholders to add.
   2. Select Add.
      Selected stakeholders are added to the Key stakeholders related list of the processing activity. Based on their role, each stakeholder receives a processing activity privilege.
   Note:

   If a user's role changes, a privacy analyst must manually update the user's processing activity privilege.
4. Modify the processing activity privilege of a key stakeholder.
   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, select one of the following options.

      Table 1. Processing activity privileges

      Privilege	Result
      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	Privilege set manually by a privacy analyst or privacy manager. The stakeholder must have the sn_privacy.business_user role to be assigned this privilege.
      No privilege to respond to assessments	Default privilege for stakeholders with no privacy roles. Note: To modify this privilege, the user must first be granted the sn_privacy.business_user role. Then, a privacy analyst must manually update their privilege to Respond to privacy assessments or Edit processing activity and respond to privacy assessments.

      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, as required. See Assign a processing activity to a key stakeholder.

Send privacy assessments to the added stakeholders. See Send a privacy assessment from a processing activity.

Note:

Only users with sn_privacy.assessment_responder or sn_privacy.business_user role can be sent privacy assessments.

Related tasks

• Access a processing activity from the Employee Center