Form Configuration

This section explains the enhanced process of customizing data subject request forms in LightBeam. The configuration process involves two main steps: Configuration and Review & Download.

Fig 4. DSR - Editing a template

Step 1: Configuration:

It consists of the following sections -

1. Configuration Panel

   1. Form Name
   2. Fields Library
   3. Language Settings

2. Content

   1. Header
   2. Title & Description
   3. Input Fields
3. Data Request-specific Sections

   1. Request Type
   2. Terms & Conditions

Configuration panel:

Form Name

Enter a unique name for your template (e.g., "GDPR Access Request Form").

Sections

Select the sections you want to include on the form page:

• Header

• Title & Description

• Input Fields

• Terms & Conditions

• Footer

The selected sections will be displayed within the form.

Fields Library

System Inputs:

Select from pre-defined GDPR-compliant fields such as:

• First Name

• Last Name

• Email ID

• Country

• State

• Address

• City

• Zip Code

• Phone Number

• Date of Birth

• LightBeam Attributes

Custom Inputs:

Choose from various input types to customize your form:

• Dropdown Input

• Radio Button

• Checkbox

• Short Text Input

• Paragraph input

• File Upload

New Feature: Drag and drop selected fields from either tab directly into your form to add them to the template.

Form Languages

Fig. 4 (b) DSR - Editing a template - Language Support

Fig. 4 (c) DSR - Editing a template - Language Suppor

LightBeam now supports multilingual data subject request forms:

1. Click "Add Language(s)" under Language Settings

2. Select desired languages from available options

3. LightBeam provides auto-translated versions of default form fields for English, French, and Spanish

4. Manually translate any custom content you've added

5. A language dropdown will appear in the top right corner of the published form for users to select their preferred language

2. Content

1.1 Header

The header section allows you to brand your form with your company's logo.

• Upload Logo: Click the "Upload Logo" button to add your company logo. Supported formats include PNG and JPG.

Tip: For best results, use a high-resolution image that fits well within the header space.

1.2 Title & Description

Use this section to provide an introduction to your DSR form.

• Title: Enter a clear, concise title for your form.

• Description: Use the rich text editor to add a detailed description. You can format text, add lists, and include links as needed.

1.3 Input Fields

Fig 4.1 Input Fields for Data Subject

Configure the essential fields for collecting data subject information:

You can modify the details of Data Subject field by dragging and dropping selected fields from either Input Fields tabs (System Inputs or Custom Inputs) directly into your form to add them to the template.

Some of the standard attributes include:

1. First Name: The given name of the data subject.

2. Last Name: The surname or family name of the data subject.

3. Email ID: The email address of the data subject for correspondence.

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.

LightBeam Attributes: Dragging and dropping this field will open a list of checkboxes with attributes. You can tick the checkboxes next to the attributes you would like to include. Example: US Driver License, Medical Beneficiary Identifier (MBI).To complete the addition of the field, click on Add.

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.

Note: Ensure that at least three fields are set for entity matching to accurately identify data subjects.U ser can only add attributes recognized by LightBeam for this section. For other attributes, see the “Additional details” section.

1.3.4 Request Type

• Configure this as a dropdown or multi-select field

• Include options such as Access, Erasure, Rectification, and Other

  

1.4 Data request specific sections

Based on the Request Type selected by the user, specific sections will be displayed. For example: i. Data Access: Provide reason for why you need this: Users must specify the reason for raising the data access request. To modify the field label, click on the edit icon (✏️) adjacent to it.

ii. Data Erasure:

Provide reason for raising erasure request: Users must specify the reason for requesting data erasure. To modify the field label, click on the edit icon (✏️) adjacent to it.

iii. Data Rectification:

By default, users can enter data for multiple attribute groups. Each group will contain the following fields:

1. Select attribute: Users can choose the specific attribute they want to rectify.

2. Change from: Users must provide the current incorrect value of the attribute.

3. Change to: Users must provide the corrected value for the attribute they want to rectify.

iv. Other:

Provide reasons for why you need this: Users must specify the reason for the data subject request. To modify the field label, click on the edit icon (✏️) adjacent to it.

1.5 Terms & conditions

Ensure legal compliance by including your terms and conditions:

• Terms & Conditions Text: Use the text area to enter your full terms and conditions.

• Make acceptance mandatory: Check this box to require users to accept the terms before submitting the form.

• Link for terms and conditions: Provide a URL to your full terms and conditions document if you prefer to link rather than display the full text.

At the bottom of the configuration page, you have three options:

• Cancel: Discard changes and exit the form configuration.

• Save & Close: Save your current configuration and return to the form list.

• Next: Save and proceed to the next step of form creation.

Note: Utilize the delete icon to remove any unwanted fields or sections from the form. This helps maintain a clean and organized form structure by eliminating unnecessary or redundant sections.