Personal Data Management Manual

Document: 230.01E — Qmatic

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The information in this document is subject to change without prior notice and does not represent a commitment on the part of Q-MATIC AB. All efforts have been made to ensure the accuracy of this manual, but Q-MATIC AB cannot assume any responsibility for any errors and their consequences. This manual is copyrighted and all rights are reserved. Reproduction is not allowed without written permission from Q-MATIC AB.

COPYRIGHT © Q-MATIC AB, 2023. Feedback and questions: documentation@qmatic.com.

1. What’s New

2. Installation

2.1 General Information

Personal Data Management is an application for handling customer information and retention policies. Staff can access data stored on a customer, and administrators can configure automatic deletion of personal data.

2.2 Prerequisites

If you are using Orchestra with stat deployed on a separate server, or using anything other than localhost as your Stat Server Address, complete the following steps before using Personal Data Management:

1. In Orchestra, go to System Administration > Settings > Parameters > Statistics Settings.
2. In the Stat Server Address and Stat Server Port fields, enter the correct IP address or FQDN and port number for your stat server.
3. Locate the Customer parameters. Verify that Use retention policy for customer object and Delete customers, based on retention policy, at (hh:mm) are configured to your requirements.
4. Open <orchestra_install_dir>\conf\stat.conf on the Stat server and set the stat.personaldata.ip.filter property to the IP address or FQDN of the Central Orchestra server.

   Example 1: stat.personaldata.ip.filter = 127.0.0.1
   Example 2: stat.personaldata.ip.filter = mydomainname.com
   Example 3 (HA): stat.personaldata.ip.filter = orchestra_1.example.com, orchestra_2.example.com

   For High Availability (HA), add both Orchestra server addresses.

2.3 Access Rights

2.4 Installation

1. Copy personaldata-ui.war to <Orchestra_install_dir>\system\custdeploy.
2. Add personalDataMessages.properties to <Orchestra_install_dir>\system\conf\lang.
3. Add the content from the commonMessages.properties file in the Department Reception package to the existing commonMessages.properties file in <Orchestra_install_dir>\system\conf\lang.
4. Execute update_central.sql (from the sql folder) to make the required changes to the qp_central database.
5. Restart Orchestra Central.

2.5 Settings

To manage application settings, click the cogwheel icon at the top of the page. Configure the following:

• Auto close time — Time in seconds of inactivity after which the application automatically closes.
• Custom field options — Whether the system saves data stored in custom stat fields.

Click Confirm when done.

3. Using Personal Data Management

3.1 Introduction

Open Personal Data Management from the Orchestra home page. The application has two sections:

• Handle customers — View, export, delete, and assign retention policies to individual customers.
• Handle retention policies — Create and manage retention policies used across the system.

3.2 Handle Customers

To search for a customer, start typing their name in the search field and select from the results. The following information is displayed:

• First name, Last name
• Email address, Phone number
• Last interaction time — The last time the customer had an interaction with your organisation (e.g. a visit or appointment).
• Deletion time — When the customer’s information will be deleted according to the retention policy.

Click Clear all to clear the current selection.

3.2.1 Edit Retention Policy for a Customer

1. Click Edit.
2. In the popup, select the retention policy to apply to the customer.
3. Click Save.

3.2.2 Delete Customer Data

1. Click Delete.
2. In the popup, click Yes to confirm.

3.2.3 Export Customer Data

1. Click Export.
2. In the popup, click Yes to confirm.
3. The downloaded file will be named <firstname>_<lastname>.json.

3.3 Handle Retention Policies

Retention policies are managed in the right-hand panel. There are four standard retention policies:

3.3.1 Add Retention Policy

1. Click Add policy.
2. Enter the following:
   • Name — Name of the retention policy.
   • Description — What data the policy applies to.
   • Retention period — Number of days data will be stored.
3. Click Save.

3.3.2 Edit Retention Policy

1. Click Edit next to the policy you want to edit.
2. Change the description or retention period.
3. Click Save.

3.3.3 Delete Retention Policy

Only policies you have created can be deleted.

1. Click Delete next to the policy you want to remove.
2. In the popup, click Yes to confirm.

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