Form Preview and Publishing

Preview the form

Once the form has been customized, you can preview the form by clicking on the Preview option.

The previewed form will be displayed on the screen.

If the DSR Form has more than one request type, it will show the first request type in preview by default.

For example: If the request types chosen are Access, Rectification,Erasure and Other,after clicking on See preview, the next screen will be Fig. 4.7 which will show the Access data request type first.

Fig 4.7. DSR - Preview the form - Access

To see the preview of the next request type, click on Back.

Now, uncheck the checkboxes in the data request type field and only check the data request type you would like to see. In this case, Erasure data request.

Fig 4.8 DSR - Preview the form - Erasure

Click on Preview.

Fig 5. DSR - Preview the form - Erasure

Repeat the same step as above to view the Rectification and Other data request types.

Fig 5.1 DSR - Preview the form - Rectification

Fig 5.2 DSR - Preview the form - Other

Once you have previewed the form(s), click on Back to go back to the Edit the Regulation Template screen.

Proceed to the review step by clicking on Next.

Fig. 5.3 DSR - Review and Download - Next

Step 2: Review and Download

The review step allows you to check the template details and make any necessary modifications before finalizing the form.

Take a moment to verify that the information in the form accurately represents the purpose and scope of the form.

Review the layout, structure, and elements of the form. Ensure that the form meets your requirements and aligns with your organization's data privacy policies.

Form URL

Once the form is satisfactorily created, scroll to the bottom of the page.

Fig. 6.7 DSR - Using the Template - Form URL

The Form URL field provides the web URL where the form will be available after publishing.

Note down the URL for hosting the form on your website.

Note: Publishing the form will replace any existing form with this form on the predefined URL. For Multi-form setting see section. LightBeam PrivacyOps will start using the configured SMTP email address to send automated emails to the data subject

Email Templates: Default email templates are set for various request types under the Email templates section. These include templates for 'Access', 'Erasure', 'Rectification' and 'Other' request types.

• In this section, a 'Request Submitted' template and an 'Email Verification Successful' template can be specified for each request type.

Now, click on Save & publish.

In the pop-up that appears, again click on Save & Publish.

Fig. 6.7.1 DSR - Using the Template - Publishing the Form

After publishing the form, the following message will appear:

Fig. 6.7.2 DSR - Using the Template - Publishing the Form

By default, the system will automatically direct you to the Form Designer page after publishing a form. Here, you will observe a 'Live' label displayed over the newly published form, indicating that the form is now active and ready for use.

Fig 7. View New Form on Form Designer Page

Fig 7.1 Click on View Templates

Fig. 7. DSR - Using the Template - Live Form

On the Form Designer page, the following form management options can be accessed via the List view icon and three-dotted lines next to each form:

• Edit: Modify the current form.

• Publish: Activate the form for users.

• Unpublish: Deactivate the form temporarily.

• Clone: Create a duplicate of the form.

• Delete: Permanently remove the form. Be cautious as this action is irreversible.

Fig. 7.1 DSR - List View

LightBeam now supports publishing and managing multiple DSR forms simultaneously.

To learn more about creating, publishing, and managing multiple forms, including URL behavior and best practices, please refer to Multi-Form Management.