Creating a Custom Form

Unlike a pre-existing template, creating a custom form allows you to have complete control over the form fields, thereby catering to the specific needs of your organization.

Here certain fields are not predefined. When you choose to create a custom form, your starting point will be a blank canvas.

1. Navigate to the 'Form Designer' page and click on 'New DSR Form'.

1. Instead of selecting from the pre-defined templates, select Create new custom form option. Click on Select And Proceed.

Fig. 8.1 DSR - Creating a Custom Form

1. Configure the Form:

• Define the form's general attributes such as 'Form Name' and sections you want to include on the form page.

• Set the applicable request types for this custom form using the 'Request Type' dropdown.

• Add your company logo by clicking on 'Upload Logo' in the 'Header' section.

• Choose the form language from the 'Language' dropdown. You can add multiple languages by clicking on 'Add Language(s)' under 'Language Settings'.

Fig. 8.2 DSR - Creating a Custom Form - Configuration

Entity Match: The Entity Match feature in LightBeam allows administrators to control which attributes are used for identifying and matching data subjects within the system. This feature provides more granular control over the data subject identification process.

When enabled, it uses the attribute values provided by data subjects—such as first name, last name, and email ID—to match and identify individuals within its existing database of entities. If disabled, the system still recognizes and captures these attributes but does not use them for explicit identity matching, thereby affecting how data subjects are identified and verified within LightBeam.

Toggle the switch ON if you want the attribute to be used for matching.

Toggle the switch OFF if you don't want the attribute to be used for matching.

1. Input Fields:

   • In the 'Fields Library', you can see various input fields such as 'First Name', 'Last Name', 'Email ID', 'Country', 'State', 'Address', 'City', 'Zip Code', 'Phone Number', 'Date of Birth', and 'LightBeam Attributes'.

   • Drag and drop the desired fields into the 'Configuration Panel' to add them to your custom form.

   • For each field, you can edit the Title and Description of the field and you can specify whether it should be used for entity matching. To do this, click on the edit (✏️) icon next to the field, fill in the details and toggle the 'Use for entity match' switch.

Fields Library

Edit field

1. Data Request Specific Sections:

• Depending on the type of request selected by the user, the corresponding section will be shown to the users.

• Right to Access Data for Data Subject Requests (DSR) Users may also include the purpose or justification for accessing the requested data.

Fig. 8.3 DSR - - Creating a Custom Form - Data Request Specific Sections

1. Terms & Conditions:

• You can add terms and conditions to your custom form in the 'Terms & Conditions' section.

• Check the 'Make acceptance mandatory' option to require users to accept the terms before submitting the form.

• Add a link to your terms and conditions using the 'Link for terms and conditions' field.

1. Review and Publish:

• After configuring all the necessary fields and sections, click on the 'Preview' button to review your custom form.

• If satisfied, click on 'Save & Close' to save your changes.

• Finally, click on 'Next' to proceed to the publishing step.

The process of Customizing Additional Fields, Adding Terms And Conditions, Reviewing, Downloading, and Publishing The Form remains consistent, whether you are using a template or creating a fully custom form. You can view the entire process on Form Configuration.