- Welcome to the Knowledge Base
- Introduction
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Marketing
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Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- Using HubSpot with Workbooks
- Event Management
- Compliance Records
- GatorMail Integration
- Opportunities
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Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
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Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
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Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
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- Posted Credit Note to Task
- Survey Monkey responses to Tasks
- Multistep Zaps
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Email Integrations
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Configuration
- Introduction to System Administration
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Releases & Roadmap
- Roadmap
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Using Compliance Records
When creating a new Compliance Record, the Person or Lead field will automatically be populated, along with their Email address from the Person or Lead record.
Legal Grounds
When creating a Compliance Record, you will need to select what you believe is the most appropriate reason for processing their personal data.
We’ve added the six legal grounds that can be used;
- Consent
- Legal Obligation
- Legitimate Interest
- Performance of Contract
- Public Interest
- Vital Interest
Only a single reason can be selected, so if you have multiple reasons that you can create separate Compliance Records for each. This way if one is revoked, the other may still be valid.
Purpose
The Purpose field is an unrestricted picklist and can be used to further specify what you are going to be using the personal data for. You can add to the default values in this list via Start > Configuration > Customisation > Picklists > Compliance Purpose. You can also choose to make this restricted to define particular values by unticking the Unrestricted checkbox.
Valid From / Valid Until
These two dates are used to work out whether there is a valid Compliance record in place. It will automatically populate the Valid From date to be the date you create the record, and the Valid Until will be left blank unless you specify otherwise or use the Revoke button.
Using Consent as Legal Grounds
If you select Consent as the Legal Grounds for processing the data, you will also see three additional fields:
- Method
- Statement
- Form Data
These fields should be used to record further information that support using Consent as the Legal Grounds.
Attachments and Related Items
You can attach any further information to support your Compliance by using Notes, Activities and Files. For example, you may wish to attach a scanned copy of a letter, or may have a process which automatically takes a screenshot of the completed web form submission.
Revoking a Compliance Record
You can use the Revoke button to make that Compliance record no longer valid. This will insert a date into the Valid Until field.
Revoking a Compliance Record may not mean that the Person & Lead is no longer compliant, if a Person has given Consent and Legitimate Interest to store their details, then later on were to revoke their Consent, providing that the Legitimate Interest compliance had not expired, the Record would still register as GDPR Compliant.
Note: Once the record has been saved, it will become read only, and will not be able to be changed. You will need to create a new Compliance Record to override any previous ones.