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1. Aptify General Data Protection Regulation (GDPR) Utility Guide

   1. Working with the GDPR Utility Wizard in Aptify Desktop Client

      1. Installing the Aptify GDPR Utility Wizard

      2. Working with the Aptify GDPR Utility Wizard

   2. Person Records Unforgettable Conditions

   3. About Person Record Information Post GDPR activity

Aptify General Data Protection Regulation (GDPR) Utility Guide

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).

This document must be used by an Administrator who has a clear understanding of the GDPR compliance.

Aptify versions 5.5.4 and above support the GDPR Utility wizard.

Note that the first release of the GDPR Utility (as of May 1, 2018) is available for use on the Aptify desktop only. Future releases will support the utility on Aptify Web.

This topic contains the following sub-topics:

• Working with the GDPR Utility Wizard in Aptify Desktop Client
• Person Records Unforgettable Conditions
• About Person Record Information Post GDPR activity

Working with the GDPR Utility Wizard in Aptify Desktop Client

This topic contains the following sub-topics that describe the configuration procedure of GDPR Utility wizard and its functionalities in Aptify Desktop Client:

• Installing the Aptify GDPR Utility Wizard
• Working with the Aptify GDPR Utility Wizard

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 in to your Aptify environment with Administrator privilege credentials and has system administrator role.

3. Launch the CM Tool from the Aptify Desktop client environment. Make sure that you have the latest version (5.5.5.1) 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 in to the Aptify environment where you wish to configure the GDPR Utility with Administrator privilege credentials and has 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 '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 Wizard for more information.

Working with the Aptify GDPR Utility Wizard

This topic describes the location and functionalities of the GDPR Utility wizard. The content of this topic is divided into the following sections:

Location of the GDPR Utility Wizard

Working with the GDPR Utility Wizard

Forgetting the Configured Personal Information Fields

Configurations to Override the Person Unforgettable Conditions

Location of the GDPR Utility Wizard

1. Log in to 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 ‘Search’ icon.
      

   2. Create an ‘All Wizards’ view and find the 'GDPR Utility' wizard in the list.
      

 

Working with the GDPR Utility Wizard

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 in to Aptify Desktop Client with Administrator privileges.

2. Navigate to the ‘Persons’ service in the ‘Customer Management’ application.

3. Click GDPR Utility Wizard icon located on the 'Persons' service toolbar to run the GDPR Utility Wizard.
   

   You can also run the GDPR Utility wizard from a view with the wizard icon located on the view toolbar.

4. Enter the Person record ID or name in the 'Persons' link field.
   

   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.

5. Click 'Next'.

6. In the HTML sub-tab, the selected person record's data will be displayed in the HTML format. If you wish to export the person record in the XML format, click 'Download XML' button.
   

7. In the XML sub-tab, the selected person record's data will be displayed in the XML format.
   

8. If the person record can be forgettable:

   1. Notice that the 'Person for Forgettable' checkbox is selected by default.

   2. Select the 'Forget Person' checkbox.
      

   3. Go to Step 10.

9. If the person record cannot be forgettable:

   1. Notice that the 'Person Is Forgettable' checkbox is not selected by default.
      

   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.
      

   4. 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. Select the 'Confirm Forget Person' checkbox.
    

    Note concerning Aptify 5.5.4 version If the 'Confirm Forget Person' checkbox is not selected before you click '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:

    The Person Information Utility Runs record will get created only after successfully forgetting a person record.

    1. 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.
          

    2. In the Confirm Forget sub-tab, the 'Confirm Forget Person' checkbox will be check-marked by default.
       

    3. In the Personal Info sub-tab, the personal information of the forgotten record will be blank.
       

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:

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 in to 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.
   

4. In the stored procedure, add the 'Personal Data' field under the 'Select' Query related to the Persons entity.
   

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.

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.
   

8. Save and close the 'spForgetPerson' database object.

Before GDPR Activity

After GDPR Activity

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.

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 in to 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.
   

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. The information is divided into the following sections:

List of Person Entity Fields

List of Person Sub-Types

Record History

Other Items

Note Concerning Aptify Versions 5.5.4 to 5.5.6

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:

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.