Multi-Form Management

LightBeam now supports the ability to publish and manage multiple DSR forms simultaneously. This feature enhances flexibility for organizations with diverse data subject request needs. Follow these steps to manage multiple forms:

1. Creating Multiple Forms a. Navigate to the Form Designer page. b. Click on "New DSR Form" to create additional forms as needed. c. Configure each form according to your requirements.

2. Publishing Multiple Forms a. After creating your forms, go to the Form Designer page. b. For each form you want to make active, click the "Publish" option. c. Multiple forms can be published simultaneously.

   

   Fig 1. Publish Multiple Forms
3. Understanding URL Behavior a. Single Published Form:

   • If only one form is published, it will be available at the primary domain (e.g., dsr.companyname.com).

   b. Multiple Published Forms:

   • Each published form gets a unique URL (e.g., dsr-form/[unique-identifier]).

   • The primary domain will return a 404 error to avoid ambiguity.

4. Viewing Form URLs a. Open a published form in the Form Designer. b. Navigate to the "Review and Download" step. c. The form's unique URL will be displayed in this section.

5. Managing Form Status a. To unpublish a form, go to the Form Designer page. b. Click on the form you want to Un-Publish c. Select "Unpublish" from the dropdown menu. d. If only one form remains published, it will automatically become available at the primary domain.

1. Creating Multiple Forms a. Navigate to the Form Designer page. b. Click on "New DSR Form" to create additional forms as needed. c. Configure each form according to your requirements.

2. Publishing Multiple Forms a. After creating your forms, go to the Form Designer page. b. For each form you want to make active, click the "Publish" option. c. Multiple forms can be published simultaneously.

   
3. Understanding URL Behavior a. Single Published Form:

   • If only one form is published, it will be available at the primary domain (e.g., dsr.companyname.com).

   b. Multiple Published Forms:

   • Each published form gets a unique URL (e.g., dsr-form/[unique-identifier]).

   • The primary domain will return a 404 error to avoid ambiguity.

4. Viewing Form URLs a. Open a published form in the Form Designer. b. Navigate to the "Review and Download" step. c. The form's unique URL will be displayed in this section.

5. Managing Form Status a. To unpublish a form, go to the Form Designer page. b. Click on the form you want to unpublish c. On the top-right corner, you will find the Un-publish button

Fig 2. Unpublish a form

1. Accessing Published Forms a. All published forms remain functional and accessible via their unique URLs. b. Share these URLs with data subjects as needed for different types of requests or regions.

2. Custom Domain Configuration (Optional) a. For organizations requiring specific domain structures for multiple forms (e.g., dsr1.companyname.com, dsr2.companyname.com):

   • Contact LightBeam support to request this configuration.

   • Provide details about your desired URL structure for each form.

Un-publish Form

Note: This is a backend configuration and cannot be done through the user interface.

Best Practices a. Clearly label each form in the Form Designer to easily identify its purpose. b. Regularly review published forms to ensure they are up-to-date and necessary. c. Consider creating separate forms for different request types, regions, or business units as needed.

By following these steps, you can effectively manage multiple DSR forms.