Messaging Templates

The Messaging Templates feature is designed to streamline and customize the way communication occurs with data subjects. At its core, a messaging template in LightBeam is an email template that is triggered by specific events or interactions with data subjects.

Accessing Messaging Templates

1. Start by clicking on the "Privacy Ops" option in the top navigation menu.

Fig. 9. Click on Privacy Ops

Fig. 9. Click on Privacy Ops

1. From the dropdown menu that appears, select "DSR".

Fig. 9.1. Click on DSR

Fig. 9.1. Click on DSR

1. In the left navigation panel, opt for "Messaging Templates".

   

   Fig. 9.2. Click on Messaging Templates

1. In the left navigation panel, opt for "Messaging Templates".

   

   Fig. 9.2. Click on Messaging Templates

Once "Messaging Templates" is chosen, a list of seven Event Templates appears, each containing 3 corresponding email templates.

Fig. 9.3. List of 7 Event Templates

Template Events

1. Email Verification Successful: Once a data subject's email is successfully verified, this event is triggered, sending out an email based on the corresponding template.

2. Request Submitted: This event is triggered whenever a data subject submits a request. For instance, when a data subject requests access, the respective email template will be invoked.

3. Request Approved: When a data subject's request gains approval, the corresponding template for this event is sent out.

4. Request Rejected: If a request is denied, an email is dispatched according to the template set for this event.

5. Due Date Extension: For extensions on data subject requests, the respective template for this event will be used.

6. Report Shared: When a report is shared with a data subject, the respective template for this event is triggered.

7. Report Password: This is a security measure where the password to a report is shared separately. The email based on this template will only contain the password.

8. Close Request: This new event is triggered when a request is closed, sending a notification to the data subject using a dedicated template.

Customizing Templates

• Click on a particular event to view its linked templates. For instance, the "Email Verification Successful" template.

Fig. 9.4. Click on Email Verification Successful Email Template

This action displays the four specific request types for this event: Access, Erasure, Rectification and Other.

Fig. 9.5. Email Verification Successful - 4 data subject request types

Here, we can select the email template for the specific request type required.

Fig. 9.6 Email Verification Successful - Access

Editing Templates

• Users can adjust various template elements, including the Email Subject Line, Email Body, Footer, Email Template Name, and Description.

Fig. 9.6(1) Email Verification Successful - Edit Template Elements

For real-time data integration, system values like the email address or date can be embedded in the template. These values fetch real-time data when the email is dispatched.

To do this, click on Add System Values button and select the value from the drop-down menu.

Fig. 9.6(2) Select System Values

In the following screenshot, the System Values are Data Subject Name and Request Type.

Fig. 9.6(3) Insert System Values

• The system now allows customization of email templates for Close Request.

Editing Email Template from Actions button DSR Dashboard screen

• System values (like Data Subject Name, Request ID, and Request Type) can be added to the email body using an 'Add System Values' button.

• Users can select a template from a dropdown menu and edit the subject line and email body.

• These system values appear as tags with a close button and cannot be edited directly within the email body.

Actions on Requests through Request Page

Preview and Testing

• Before committing the changes, the system allows a preview of the adjusted template by clicking on See Preview.

Fig. 9.7(1) See Preview

A window such as follows can be seen previewing the email template.

Fig 9.7(2) Email Template Preview

User can also send test emails to ensure the desired formatting and content is as per the requirement. Initiate this by clicking on "Send Test Mail".

Fig 9.7(3) Send Test Mail

Add the email id where you would like the test mail to be sent. Click on Test Mail.

Fig. 9.7(4) Send Test Mail

This will successfully send the test mail.

Fig. 9.8 Test Mail Sent

An example of the test mail can be seen below.

Fig. 9.9 Test Mail

Once the template is sufficiently adjusted, you can save it by clicking on Save button.

Fig. 9.10 Email Template Saved

Create New Email Template

The Messaging Templates section also allows users to create brand new templates.

1. Click on "Create New Email Template" to begin crafting a new email communication template.

Fig.10 Create New Email Template

1. Select the Event Type associated with the new template.

Fig.10.1 Create New Email Template - Select Event Type

1. Choose the Request Type linked to this event.

Fig.10.2 Create New Email Template - Select Request Type

1. Input all necessary template information, including the Email Subject Line, Body, Footer, and any additional details in the Description.

Fig.10.3 Create New Email Template - Enter Template Details

Fig.10.4 Create New Email Template - Preview Template Details

Once your template meets the desired standards, save your details to make them permanent.

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Default Settings

Here's how to navigate the default settings:

1. From the main Messaging Templates tab, click on the "Default Settings" button.

Fig.11. Default Settings

1. Choose the desired Request Type for which you intend to view or modify the default template.

Fig.11.1 Default Settings - Select Request Type

1. Click the 👁️‍🗨️ icon next to the corresponding event type. This action will display the existing email template.

Fig.11.2 Default Settings - Preview Email Template

1. If the need arises to shift from the current default, select a new email template by clicking on Edit.

Fig.11.3 Default Settings - Click on Edit

Fig.11.4 Default Settings - Select Email Template

1. After selection, click on Preview to ensure the new default template aligns with your needs.

2. After all modifications, click on Save to make your default template the primary communication for its respective event.

To further ensure its effectiveness, send a test email using the new default template.

Report Sharing

When sharing a report with a data subject, LightBeam implements a security measure by sending two separate emails:

1. Report Email: This email contains the actual report data.

1. Password Email: A separate email is sent containing only the password to access the report.

This two-step process enhances security by ensuring that the report and its access credentials are not transmitted in a single communication.