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Aptify General Data Protection Regulation (GDPR) Utility Guide

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Chana Lewis

 

The Aptify GDPR utility wizard helps an organization to anonymize a person record with the request from a person for deleting their record from an association's database (right to be forgotten). It also provides an ability to export the person record's data into a machine-readable format (XML).

Working with the GDPR Utility Wizard in Aptify Desktop Client

Installing the Aptify GDPR Utility Wizard

This topic describes the step-by-step procedure to install the GDPR Utility wizard in Aptify with the Configuration Migration (CM) Tool.

Follow the below steps to install the GDPR Utility wizard:

  1. Download the AptifyGDPRUtility ZIP file to a folder on the database server and unzip its contents.
  2. Log into your Aptify environment with Administrator privilege credentials and with system administrator role. 
  3. Launch the CM Tool from the Aptify Desktop client environment. Make sure that you have the latest version of the CM Tool installed by checking the version number of AptifyConfigurationMigrationUtility.exe.
  4. Select 'Unpacking' option from the 'Configuration Migration Utility' pop-up window and click 'Ok'.
  5. Log into the Aptify environment where you wish to configure the GDPR Utility with Administrator privilege credentials and with system administrator role.
  6. In the 'Pack Path', browse and select the AptifyGDPRUtility.cmpack.
  7. In the Set Default Value tab, make sure that all the Utility records are available.
  8. Click the 'Unpack' button to start unpacking the AptifyGDPRUtility.cmpack.
  9. After the process has been completed successfully, close the CM tool.
  10. Copy these files from the GDPR Utility's DeploymentDLLs folder to the Aptify Program Files folder for the computer from which you will run the Aptify desktop client:
    1. Aptify.Utilities.PersonalInformation.dll
    2. Aptify.Utilities.PersonalInformation.UI.dll
  11. When finished, launch the Aptify desktop. You can find the GDPR Utility Wizard in your Aptify system. See Location of the GDPR Utility for more information.

Working with the Aptify GDPR Utility Wizard

Location of the GDPR Utility Wizard

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the ‘Wizards’ service in the ‘Framework’ application.
  3. To locate the GDPR Utility, do any one of the following:
    1. Search for 'GDPR Utility' in the ‘Search in Wizards’ option and click the ‘Search’ icon.
      • mceclip0.png
    2. Create an ‘All Wizards’ view and find the 'GDPR Utility' wizard in the list.
      • mceclip1.png

Working with the GDPR Utility Wizard

Note: Forgetting a Person record is an irreversible operation and cannot be reverted unless it is within the scope of a transaction and that transaction is not committed. Execute the below procedure only if the Person record needs to be forgotten.
  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the ‘Persons’ service in the ‘Customer Management’ application.
  3. Click the GDPR Utility Wizard icon located on the 'Persons' service toolbar to run the GDPR Utility Wizard.
    • mceclip2.png
    • You can also run the GDPR Utility wizard from a view with the wizard icon located on the view toolbar.
      • mceclip3.png
  4. Enter the Person record ID or name in the 'Persons' link field.
    • mceclip4.png
    • If multiple records appear when you search for a record with a name, make sure you select the appropriate person record before you proceed further.
      • mceclip5.png
  5. Click 'Next'.
  6. In the HTML sub-tab, the selected person record's data will be displayed in the HTML format. In the XML sub-tab, the selected person record's data will be displayed in the XML format.
    • If you wish to export the person record in the XML format, click the 'Download XML' button.
    • mceclip7.png
  7. In the XML sub-tab, the selected person record's data will be displayed in the XML format.
    • mceclip8.png
  8. If the person record is forgettable:
    1. Notice that the 'Person is Forgettable' check-box is check marked by default.
    2. Check the 'Forget Person' check-box.
    3. Go to Step 10. 
      • mceclip9.png
  9. If the person record is not forgettable:
    1. Notice that the 'Person Is Forgettable' check-box is not check marked by default.
      • mceclip11.png
    2. The 'Forget Person' checkbox is not available.
    3. In the Unforgettable tab, you can find the condition(s) that does not allow to forget a person record.
      • The 'Unforgettable' tab will be visible only when there are condition(s) that does not allow to forget the person record.
      • mceclip12.png
      • If it is mandatory to forget the person record, make sure you clear all the unforgettable conditions and re-run the GDPR Utility wizard again. See Person Records Unforgettable Conditions for more information.
  10. Click 'Next'.
  11. Check the 'Confirm Forget Person' check-box.
    • mceclip13.png
    • If the 'Confirm Forget Person' check-box is not check marked before you click the 'Finish' button, the person record cannot be forgotten and the respective Person Information Utility Runs record will not be created.
  12. Click 'Finish'. A pop-up message appears after the process has been completed successfully. See About Person Record Information Post GDPR activity to understand the updates carried out in a person record after the record has been forgotten.
  13. On the pop-up message, click 'Yes' to repeat the process for other records or click 'No' to close the wizard.
  14. On the 'Person Information Utility Runs' window identify the following:
    1. Note: The Person Information Utility Runs record will get created only after successfully forgetting a person record.
    2. In the General sub-tab:
      1. The person name changes to GDPR ID. For example 'GDPR-2571, GDPR-2571'.
      2. The result field shows 'FORGOTTEN' status.
        • mceclip14.png
      3. In the Confirm Forget sub-tab, the 'Confirm Forget Person' check-box will be check-marked by default.
        • mceclip15.png
      4. In the Personal Info sub-tab, the personal information of the forgotten record will be blank.
        • mceclip16.png

Forgetting the Configured Personal Information Fields

If you have any personal information fields configured on the person form, they must be cleared with the GDPR Utility wizard. Follow the below step-by-step procedure to clear the information from these fields:

Note: The procedure given below is an example of a configured field (Personal Data). This procedure is applicable to all the similar configured fields on a person record.
  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the 'Database Objects' service in the 'Framework' application.
  3. Search and open the 'spGetPersonalInformation' database object.
    • mceclip23.png
  4. In the stored procedure, add the 'Personal Data' field under the 'Select' Query related to the Persons entity.
    • mceclip22.png
  5. Save and close the 'spGetPersonalInformation' database object.
    • Note that the 'Personal Data' field included in the 'spGetPersonalInformation' database object will now be considered as personal information field and will be made available for downloading in the XML format.mceclip21.png
  6. Search and open the 'spForgetPerson' database object.
  7. In the stored procedure, add the 'Personal Data' field to the person's update query to clear the field data.
    • mceclip20.png
  8. Save and close the 'spForgetPerson' database object.
Note that the 'Personal Data' field included in the 'spForgetPerson' database object will be considered as a personal information field and data will be cleared from the field.

Before GDPR Activity

mceclip18.png

After GDPR Activity

mceclip19.png

Configurations to Override the Person Unforgettable Conditions

Follow the below step-by-step procedure if you wish to forget a person record by overriding the default Person Unforgettable conditions:

  1. Log into Aptify Desktop Client with Administrator privileges.
  2. Navigate to the 'Database Objects' service in the 'Framework' application.
  3. Search and open the 'spCanPersonBeForgotten' database object.
    • mceclip17.png
  4. Locate the Person Record Unforgettable conditions and their 'select query' in the stored procedure.
  5. To exclude the required person unforgettable condition, select and comment (add '--' at start) its 'select query' in the stored procedure.

Person Records Unforgettable Conditions

A person record cannot be forgotten in the Aptify application if one or more of the following criteria are met:

  • An active membership
  • An active subscription
  • An open Order including quotation and batched
  • An Order with an outstanding balance, including Credit Memos, Cancelled Orders, and Quotations
  • An open Standing Orders
  • Registered for an open event (Meeting, Class with Registration Type or Expo)
  • Registered for an event (Meeting, Class or Expo) that ended in the past 30 days
  • Active in a current Committee Term, or in Future Committee Term including Nominees as an Applicant/nominee/ other types with status as Pending/Approved
  • Registered as a Company Administrator
  • Listed as a Billing Contact on a Company
  • Linked to an open Task with status as Not Started, In Progress, and On Hold
  • An open Opportunity with status as Open or On Hold
  • Is a Parent with one or more active Children

About Person Record Information Post GDPR activity

This section provides the information regarding the updates carried out in a person record after the record has been forgotten with GDPR Utility wizard.

Note: To make sure that the Post GDPR changes are applied for a forgotten person record in Aptify Web, and remove it from the Favorites of Aptify Web, log out from the existing Aptify Web session and login again.

List of Person Entity Fields

The following fields will be updated with the respective result retrieved from the stored procedure after the person has been forgotten:

  • Prefix: Blank
  • FirstName: GDPR-[Person's ID]
  • MiddleName: Blank
  • LastName: GDPR-[Person's ID]
  • Suffix: Blank
  • CompanyID: Null
  • Title: blank
  • AddressID: Null
  • PhoneID: Null
  • FaxID: Null
  • Email1: Blank
  • Email2: Blank
  • Email3: Blank
  • BillingAddressID: Null
  • HomeAddressID: Null
  • HomePhoneID: Null
  • POBoxAddressID: Null
  • SocialSecurity: Blank
  • ReferredBy: Null
  • WebSite: Blank
  • Birthday: 1/1/1900
  • Supervisor: Blank
  • AssistantsName: Blank
  • AssistantsPhoneID: Null
  • Nickname: Blank
  • Gender: 2 (Unknown)
  • SpouseName: Blank
  • Kids: Blank
  • ImportantDate1: 1/1/1900
  • ImportantDescription1: Blank
  • ImportantDate2: 1/1/1900
  • ImportantDescription2: Blank
  • ImportantDate3: 1/1/1900
  • ImportantDescription3: Blank
  • MailCode: Blank
  • CRRT: Blank
  • USCongress: Blank
  • StateSenate: Blank
  • StateHouse: Blank
  • CountyDistrict: Blank
  • MailExclude: 1
  • FaxExclude: 1
  • EmailExclude: 1
  • DirExclude: 1
  • ContactManagerID: Blank
  • VerifyStatus: Blank
  • FunctionalTitle: Blank
  • ContactRank: Blank
  • DirRank: 0
  • PrimaryFunctionID: Null
  • JoinDate: Null
  • CreditStatusID: 1 (No Credit)
  • CreditLimit: 0
  • BillingTerms: Blank
  • APVendorID: Blank
  • Directions: Blank
  • Comments: Blank
  • Photo: Null
  • CESScore: 0
  • IsGroupAdmin: 0
  • IsSystem: 1

List of Person Sub-Types

The GDPR Utility wizard clears the information from the following sub-types of a person record:

  • PersonCompanies Sub-Type: All the records linked to the Person are cleared
  • PersonFunctions Sub-Type: All the records linked to the Person are cleared
  • PersonRelationships Sub-Type: All the records linked to the Person are cleared
  • Removes all PersonRelationships records where RelatedPersonID matches the Person being forgotten.
  • PersonSavedPaymentMethods Sub-Type: All the records linked to the Person are cleared
  • PersonEducation Sub-Type: All the records linked to the Person are cleared
  • PersonTaxExemptCodes Sub-Type: All the records linked to the Person are cleared

Record History

The GDPR Utility wizard deletes:

  • All Record History entries (EntityRecordVersions, EntityRecordVersionComments, and EntityRecordVerChanges tables) linked to the Persons entity record.
  • All Record History entries linked to the Web Users Entity records linked to the Person ID.
  • All Record History entries linked to the Person ID

Other Items

The GDPR Utility also does the following:

  • Deletes all Attachments linked to the Persons record, Web Users records linked to the Person and Person External Accounts linked to the Person.
  • Deletes all Topic Code Links for the Persons record, Web Users records linked to the Person and Person External Accounts linked to the Person.
  • Removes the Person from Contact Log Links, Web Users records linked to the Person and Person External Accounts linked to the Person.
  • ListDetail records: Clears out the PersonID or at least the Record Name.
  • Favorites: Deletes all Favorites tied to Person inked to Person entity.

 

 

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