AvePoint Privacy Impact Assessment 1

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1 AvePint Privacy Impact Assessment 1 User Guide Cumulative Update 2 Revisin E Issued February 2015

2 Table f Cntents Table f Cntents... 2 Abut AvePint Privacy Impact Assessment... 5 Submitting Dcumentatin Feedback t AvePint... 6 System Requirements... 7 Minimum Requirements... 7 Supprt Infrmatin... 8 Installatin... 9 Installing AvePint Privacy Impact Assessment... 9 Cnfiguring Installatin Settings Manually... 9 Installing AvePint Privacy Impact Assessment autmatically Uninstalling AvePint Privacy Impact Assessment Using AvePint Privacy Impact Assessment Cnfiguratin Tl Lgging int AvePint Privacy Impact Assessment Settings System Security Settings Accunt Management Authenticatin Manager Grup Management User Management Applicatin Settings Cnfiguring Outging Settings Cnfiguring Template Settings My Tasks Managing My Tasks Answering Questins Reviewing Answers Questin Bank Launching the Questin Bank Managing Questins AvePint Privacy Impact Assessment User Guide

3 Adding a Categry Adding a Questin Editing a Categry r Questin Deleting Categries and Questins Dwnlading Questins Uplading Questins Questin Cllectin Launching Questin Cllectin Managing Questin Cllectins Adding a Questin Cllectin Cnfiguring a Questin Cllectin Editing Questin Cllectins Dwnlading Questin Cllectins Uplading Questin Cllectins Prject Manager Launching Prject Manager Managing Prjects Adding Prjects Editing a Prject Starting a Prject Deleting Prjects Prject Mnitr Stpping a Prject Instance View Details abut a Prject Instance Deleting a Prject Instance Reprt Manager Managing Reprts Adding Reprt Editing a Reprt Exprting a Reprt Deleting Reprts Appendix A: Cnfiguring the Questin File and Questin Cllectin File AvePint Privacy Impact Assessment User Guide

4 Cnfiguring the Questin File Cnfiguring Attributes fr the Questin File Cnfiguring the Questin Cllectin File Cnfiguring Attributes fr the Questin Cllectin File Appendix B: Mdifying the Allwed Maximum Size f Upladed Attachments Appendix C: Cnfiguring Restricted File Types t Uplad as Attachments Appendix D: Updating AvePint Privacy Impact Assessment Ntices and Cpyright Infrmatin AvePint Privacy Impact Assessment User Guide

5 Abut AvePint Privacy Impact Assessment When develping r prcuring any infrmatin technlgy (IT) that cllects, maintains, r disseminates persnal infrmatin, an AvePint Privacy Impact Assessment can ensure privacy prtectins are addressed thrughut the develpment, design, and deplyment f a technlgy by prviding an analysis f hw persnally identifiable infrmatin is cllected, maintained, used, and disseminated. AvePint Privacy Impact Assessment User Guide 5

6 Submitting Dcumentatin Feedback t AvePint AvePint encurages custmers t prvide feedback regarding ur prduct dcumentatin. Yu can Submit Yur Feedback n ur website. 6 AvePint Privacy Impact Assessment User Guide

7 System Requirements Refer t the sectins belw fr the AvePint Privacy Impact Assessment system requirements. Minimum Requirements Befre installing AvePint Privacy Impact Assessment, make sure yur envirnment meets the fllwing requirements. Rules Operating System Available Physical Memry Available Disk Space.NET Framewrk Features Net.Tcp Prt Sharing Service Windws Prcess Activatin Service Wrld Wide Web Publishing Service Web Server (IIS 7) Rle.NET Framewrk Versin Recmmended Cnditin Windws 8, Windw Server 2008 R2, Windws Server 2012, r Windws 7 At least 512 MB per service At least 1 GB Windws features, including WCF Activatin, HTTP Activatin, and Nn-HTTP Activatin, shuld be installed Net.TCP Prt Sharing Service shuld be started. Windws Prcess Activatin Service shuld be started. Prcess Mdel,.NET Envirnment, and Cnfiguratin APIs shuld be installed. Wrld Wide Web Publishing Service shuld be started. The fllwing Windws features shuld be installed: Web Server Cmmn HTTP Features (Static Cntent, Default Dcument) Applicatin Develpment (ASP.NET,.NET Extensibility, ISAPI Extensins, ISAPI Filters) Management Tls (IIS Management Cnsle, IIS 6 Management Cmpatibility, IIS 6 Metabase Cmpatibility).NET Framewrk 4.5 r abve AvePint Privacy Impact Assessment User Guide 7

8 Supprt Infrmatin The fllwing table lists the supprted perating systems, SQL Server versins, and Web brwsers: Type Supprted Cnditins Operating System Windws 8 Windw Server 2008 R2 Windws Server 2012 Windws 7 SQL Server SQL Server 2008 SQL Server 2008 R2 SQL Server 2008 Express SQL Server 2012 Web Brwser Internet Explrer 9 Internet Explrer 10 Internet Explrer 11 Ggle Chrme Firefx Safari 8 AvePint Privacy Impact Assessment User Guide

9 Installatin Refer t the fllwing sectins fr details abut the installatin f AvePint Privacy Impact Assessment. *Nte: AvePint des nt suggest yu dwnlad APIA nt yur persnal cmputer r laptp. APIA is best hsted by yur IT department. Refer t System Requirements n the minimum requirements needed t install APIA. Installing AvePint Privacy Impact Assessment Cmplete the fllwing steps befre installing AvePint Privacy Impact Assessment: Lcate the AvePint Privacy Impact Assessment directry. Extract all files frm the installatin ZIP file. Open the Setup.exe file. The AvePint Privacy Impact Assessment Installatin Wizard appears. There are tw ptins in the AvePint Privacy Impact Assessment Installatin Wizard: INSTALL Select this ptin t install AvePint Privacy Impact Assessment autmatically. Yu are nt required t cnfigure any settings fr the installatin, AvePint Privacy Impact Assessment is installed based n the default settings. ADVANCED Select this ptin, yu can manually cnfigure the installatin settings. AvePint Privacy Impact Assessment is installed based n yur cnfigured settings. Cnfiguring Installatin Settings Manually If yu have selected ADVANCED in the AvePint Privacy Impact Assessment Installatin Wizard, cmplete the fllwing settings t install AvePint Privacy Impact Assessment. In the Custmer Infrmatin interface, enter yur Name and Organizatin int the prvided field, and select Next. Carefully review the AvePint Privacy Impact Assessment License Agreement. After yu have read the agreement, select the I accept the terms in the license agreement checkbx, and select Next. By default, AvePint Privacy Impact Assessment will be installed in C:\Prgram Files\AvePint. T change this lcatin, select Brwse. Select Next. AvePint Privacy Impact Assessment will perfrm a brief pre-scan f the envirnment t ensure that all hardware and cnfiguratins meet the minimum system requirements. If any cmpnents are missing r need t be cnfigured, click the Install Nw link yu t have the system autmatically perfrm the installatin. *Nte: Mst changes will require the user t have lcal administratr rights t the cmputer. AvePint Privacy Impact Assessment User Guide 9

10 If a failure ccurs, select the Failed status link f each failure, and then Details t review additinal detailed infrmatin. Select Next t start the cnfiguratins f service fr the AvePint Privacy Impact Assessment. Set up the Service Cnfiguratin: a. AvePint Privacy Impact Assessment Hst Enter the hstname r IP address f the machine where AvePint Privacy Impact Assessment will be installed. b. IIS Website Settings Cnfigure the IIS website settings fr the AvePint Privacy Impact Assessment. Yu can select t use an existing IIS website r create a new IIS website. The IIS website is used t access the AvePint Privacy Impact Assessment. Use an existing IIS website Select an existing IIS website frm the drp-dwn list, and if necessary, yu can adjust the Website Prt used t access the AvePint Privacy Impact Assessment. Create a new IIS web site Enter the website name fr creating a new IIS website fr AvePint Privacy Impact Assessment. The default Website Prt number used t access AvePint Privacy Impact Assessment is 17000, yu d nt need t change it unless a knwn prt cnflict exists. Website Prt Enter the prt number fr AvePint Privacy Impact Assessment cmmunicatin. The default prt number is c. Applicatin Pl Settings Cnfigure the IIS applicatin pl settings fr the crrespnding website t cllect and manage requests sent t crrespnding website. Enter the applicatin pl name and applicatin pl accunt settings t create a new IIS applicatin pl fr the crrespnding website. *Nte: The specified user must be a lcal administratr. Select Next t start the cnfiguratins f databases fr the AvePint Privacy Impact Assessment. Set up the Cnfiguratin Database Settings. In this page, MS SQL is selected in the Database Type drp-dwn menu. The fllwing infrmatin must be cnfigured fr the MS SQL database: a. Database Settings Specify a Cnfiguratin Database fr AvePint Privacy Impact Assessment t stre its settings and cnfiguratins. Database Server Enter the server name r IP address f the database server yu wish t cnnect t. AvePint Privacy Impact Assessment Database Name Enter a name fr AvePint Privacy Impact Assessment Cnfiguratin Database. If the database des nt exist, it will be autmatically created in the specified database server. b. Database Credentials Select whether Windws Authenticatin r SQL Authenticatin fr the AvePint Privacy Impact Assessment Cnfiguratin Database is t be used when cnnecting t the SQL server. 10 AvePint Privacy Impact Assessment User Guide

11 Windws Authenticatin Use this methd when yu want the user identity t be cnfirmed by Windws. SQL Authenticatin SQL server will cnfirm the user identity itself accrding t the specified accunt and passwrd. c. Advanced Database Settings Enter a failver database server name t specify it as a ht standby database server fr the AvePint Privacy Impact Assessment Cnfiguratin Database t maximize the database availability and minimize the dwntime. Yu must set up database mirrring in SQL server befre cnfiguring the Advanced Database Settings t ensure the availability f the failver database server. If yu select Built-in Database in the Database Type drp-dwn menu, n additinal cnfiguratin is necessary. *Nte: AvePint Privacy Impact Assessment uses the 64-bit r 32-bit English versin f SQL express with built-in databases. Select Next. Set up the Advanced Cnfiguratin t select a Secure Scket Layer (SSL) certificate. Built-in Certificate Use the certificate prvided by AvePint Privacy Impact Assessment. N additinal cnfiguratin is necessary. User-defined Certificate AvePint Privacy Impact Assessment accepts user-defined certificates, but AvePint cannt guarantee full AvePint Privacy Impact Assessment functinality if a user-defined certificate is used. AvePint strngly recmmends yu use the prvided built-in certificate. In the Ready t Install AvePint Privacy Impact Assessment page, all f the infrmatin cnfigured in the previus steps is listed. Select Install t begin the installatin. Select Back t return t the previus interface. Select Cancel t exit the installatin wizard withut saving any f the cnfiguratins. After the installatin is cmplete, select Finish t exit the installatin wizard. AvePint Privacy Impact Assessment is installed. Installing AvePint Privacy Impact Assessment autmatically If yu have selected INSTALL in the AvePint Privacy Impact Assessment Installatin Wizard, cmplete the Custmer Infrmatin, License Agreement and Installatin Lcatin settings, refer t step 1 t step 4 in the Cnfiguring Installatin Settings Manually fr details. Then, select Next. The installatin prcess starts based n the default settings. The default settings include: Installatin Rule Scanning AvePint Privacy Impact Assessment perfrms a brief prescan f the envirnment t ensure that all hardware and cnfiguratins meet the minimum system requirements. The checking rules include: Operating System Editin AvePint Privacy Impact Assessment User Guide 11

12 Available Physical Memry Available Disk Space.NET Framewrk Features Net.Tcp Prt Sharing Service Windws Prcess Activatin Service Wrld Wide Web Publishing Service Web Server (IIS 7) Rle.NET Framewrk Versin If the related features r services are nt installed, AvePint Privacy Impact Assessment will install them autmatically; if the rule Operating System Editin, Available Physical Memry and Available Disk Space d nt meet the requirement, the install will fail. Service Cnfiguratin The fllwings are the Service Cnfiguratin default settings: AvePint Privacy Impact Assessment Hst The hst is the machine where AvePint Privacy Impact Assessment will install. IIS Website Settings A new IIS website APIA will be created, the default prt is If there is a website whse name is APIA r APIA + Number, a new website APIA + Number + 1 will be created, the prt is the APIA + Number s prt + 1. Fr example: if there is website whse name is APIA5, its prt number is 17002, the created website name will be APIA6, and prt number is If there is n website name cnflict, but there is a prt whse number is 17000, the created website s prt will be Applicatin Pl Settings The applicatin pl will be created. It will have the same name as the IIS website. If that name already exist, the created pl name will be the existed name plus 1. Fr example: if the IIS website name is APIA, but there is already an applicatin pl whse name is APIA, a new applicatin pl whse name is APIA1 will be created. AvePint Privacy Impact Assessment uses the identity ApplicatinPlIdentity as the applicatin pl accunt. Cnfiguratin Database Settings AvePint Privacy Impact Assessment uses the built-in database by default. SSL Certificatin AvePint Privacy Impact Assessment uses the built-in certificatin. After the installatin is cmplete, select Finish t exit the installatin wizard. AvePint Privacy Impact Assessment is installed. 12 AvePint Privacy Impact Assessment User Guide

13 Uninstalling AvePint Privacy Impact Assessment There are three methds t uninstall AvePint Privacy Impact Assessment. Use the Uninstall buttn n the Start menu by cmpleting the fllwing steps: Open the Start menu in Windws n the Server where AvePint Privacy Impact Assessment is installed. Navigate t All Prgrams > AvePint Privacy Impact Assessment. Select Uninstall. The AvePint Privacy Impact Assessment Uninstallatin Wizard appears. Select Remve t start the uninstallatin prcess. AvePint Privacy Impact Assessment is uninstalled. Yu can specify whether r nt t remve the related SQL Server instance and the AvePint Privacy Impact Assessment built-in database files by selecting the Remve all existing data checkbx. Use the Uninstall functinality in Cntrl Panel by cmpleting the fllwing steps: Open the Start menu in Windws n the Server where AvePint Privacy Impact Assessment is installed. Select Cntrl Panel. Select Uninstall a prgram under Prgrams in the Cntrl Panel windw. Right-click AvePint Privacy Impact Assessment in Prgrams and Features windw. Select Uninstall/Change. The AvePint Privacy Impact Assessment Uninstallatin Wizard appears. Select Remve t start the uninstallatin prcess. AvePint Privacy Impact Assessment is uninstalled. Yu can specify whether r nt t remve the related SQL Server instance and the AvePint Privacy Impact Assessment built-in database files by selecting the Remve all existing data checkbx. Use the Setup.exe file by cmpleting the fllwing steps: Lcate the AvePint Privacy Impact Assessment directry. Open the extracted installatin flder and pen the Setup.exe file. The AvePint Privacy Impact Assessment Uninstallatin Wizard appears. Select Remve t start the uninstallatin prcess. AvePint Privacy Impact Assessment is uninstalled. Yu can specify whether r nt t remve the related SQL Server instance and the AvePint Privacy Impact Assessment built-in database files by selecting the Remve all existing data checkbx. Using AvePint Privacy Impact Assessment Cnfiguratin Tl After yu install AvePint Privacy Impact Assessment, yu can pen the Start menu, and then find AvePint Privacy Impact Assessment Cnfiguratin Tl. Select AvePint Privacy Impact Assessment AvePint Privacy Impact Assessment User Guide 13

14 Cnfiguratin Tl. The AvePint Privacy Impact Assessment Cnfiguratin Tl Interface appears. Yu can edit the related settings. Fr details abut the settings, refer t Installing AvePint Privacy Impact Assessment. *Nte: If yu have selected INSTALL in the AvePint Privacy Impact Assessment Installatin Wizard, yu will see tw radi buttns in the Service Cnfiguratin step in the cnfiguratin tl: Default Mde Cnfiguratin and Advanced Mde Cnfiguratin. Yu can change the mde t Advanced Mde Cnfiguratin and cnfigure the related settings; if yu have selected ADVANCED t cnfigure Installatin settings manually in the AvePint Privacy Impact Assessment Installatin Wizard, yu cannt change it t the Default Mde Cnfiguratin in the cnfiguratin tl. 14 AvePint Privacy Impact Assessment User Guide

15 Lgging int AvePint Privacy Impact Assessment T lg int the AvePint Privacy Impact Assessment, cmplete the fllwing steps: Open the AvePint Privacy Impact Assessment icn n yur desktp t begin using AvePint Privacy Impact Assessment. On the AvePint Privacy Impact Assessment Sign In page, enter the fllwing infrmatin: Lgin ID Enter admin. Passwrd Enter admin. Authenticatin Mde Select Lcal System in the drp-dwn list. Rember my lgin ID Select whether r nt t remember the lgin ID n this cmputer. This accunt will allw yu t cnfigure ther users (administratrs and nn-administratrs) within the system. Fr mre infrmatin, refer t Accunt Management. Select Lgin t lg int AvePint Privacy Impact Assessment. AvePint Privacy Impact Assessment User Guide 15

16 Settings The Settings page allws yu t custmize cnfiguratins that affect AvePint Privacy Impact Assessment as a whle, r cnfigure settings that may be relevant t certain features. Lg int AvePint Privacy Impact Assessment, and select Settings t launch its interface. If yu are already in the sftware, select Settings n the tp f the interface. System Security Settings System Security Settings is used t cnfigure hw lng a user can be inactive befre being autmatically lgged ff. Select System Security Settings under the System Settings heading t access the System Security Settings interface. Enter an integer int the Lgn will expire in: text bx, and then select either Minutes r Hurs in the drp-dwn menu. Select Save t save the settings. Accunt Management The Accunt Management interface includes settings fr Authenticatin Manager, Grup Management, and User Management. Refer t the fllwing sectins fr details. Authenticatin Manager Authenticatin Manager allws yu t view and manage integrated authenticatin methds that are used by AvePint Privacy Impact Assessment. This means that AvePint Privacy Impact Assessment can leverage and custmize yur pre-existing authenticatin methds, including: Lcal System Allws the users t lg int AvePint Privacy Impact Assessment. Windws Authenticatin Allws users t lg nt AvePint Privacy Impact Assessment using their Windws Authenticatin credentials. AD Integratin Allws users t lg nt AvePint Privacy Impact Assessment using their Active Directry authenticatin credentials. T access Authenticatin Manager fr AvePint Privacy Impact Assessment frm the Settings interface, select Authenticatin Manager under the Accunt Management heading. Cnfiguring Windws Authenticatin T leverage users Windws Authenticatin credentials t access AvePint Privacy Impact Assessment: In the Windws Authenticatin field f the Authenticatin Manager interface, select Edit, and then select an Authenticatin Type frm the drp-dwn menu: 16 AvePint Privacy Impact Assessment User Guide

17 NTLM Negtiate (Kerbers) *Nte: The Kerbers authenticatin methd must be previusly cnfigured in the perating system befre yu select the Negtiate (Kerbers) ptin. Otherwise, NTLM authenticatin methd will be enabled. Select Save after the Authenticatin Type drp-dwn menu t save yur changes, r select Cancel t cancel any changes. Select Set as Default next t the methd t set the default authenticatin methd. Select Disable r Enable after Windws Authenticatin t disable r enable the authenticatin methd. Select the retract ( ) buttn r expand ( ) buttn befre Windws Authenticatin t retract r expand the authenticatin infrmatin. Cnfiguring AD Integratin T leverage users Active Directry authenticatin credentials t access AvePint Privacy Impact Assesement: Cnfigure yur Active Directries in the AD Integratin field f the Authenticatin Manager interface. Yu will see a list f previusly cnfigured Active Directries under the AD Integratin field. Yu can custmize hw these Active Directries are displayed in the fllwing ways: Search Filters the Active Directries displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the Active Directries, enter the keywrd fr the Active Directry yu want t display. Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Select the select all ( ) buttn befre the Dmain clumn t select all f the Active Directries. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer right crner. T add a new Active Directry, cmplete the fllwing steps: Select Add n the tp f the table displaying the Active Directries. The Add AD Integratin interface appears. Enter the Dmain, Username and Passwrd in the crrespnding textbx. Select Save t save the changes r select Cancel t return t the Authenticatin Manager interface withut saving any changes. AvePint Privacy Impact Assessment User Guide 17

18 Select Enable after AD Integratin. The Active Directry has been integrated with AvePint Privacy Impact Assessment. It will be shwn in the Authenticatin Mde drp-dwn list f the AvePint Privacy Impact Assessment lgin page. T make changes t a previusly cnfigured integrated Active Directry, cmplete the fllwing steps: Select the Active Directry, the Edit AD Integratin interface appears. Make the necessary changes. Select Save t save the changes and return t the Authenticatin Manager interface, r select Cancel t return t the Anthenticatin Manager interface withut saving any changes. T delete a previusly cnfigured Active Directry, cmplete the fllwing steps: Select the Active Directry by selecting the crrespnding checkbx. Select Delete n the tp f the table displaying the Active Directries. A warning message will appear t cnfirm the deletin. Select OK t delete the selected Active Directry, r select Cancel withut any changes. T allw the use f credentials frm the crrespnding Active Directry t access AvePint Privacy Impact Assessment, cmplete the fllwing steps: Select the Active Directry by selecting the crrespnding checkbx. Select Enable n the tp f the table displaying the Active Directries. T disallw the use f credentials frm the crrespnding Active Directry t access AvePint Privacy Impact Assessment, cmplete the fllwing steps: Select the Active Directry by selecting the crrespnding checkbx. Select Disable n the tp f the table displaying the Active Directries. Additinally, yu can: Select Set as Default after the methd t set the methd as the default authenticatin methd. Select Disable r Enable after AD Integratin t disable r enable the authenticatin methd. Select the retract ( ) buttn r expand ( ) buttn befre AD Integratin t retract r expand the authenticatin infrmatin. 18 AvePint Privacy Impact Assessment User Guide

19 Grup Management Grup Management allws yu t apply r change the same permissin levels fr all users within the same user grup. Yu can als change the permissin levels f a user by changing the grup that the user resides. T access Grup Management, cmplete the fllwing steps: Navigate t AvePint Privacy Impact Accessment > Settings. The Settings interface appears. Select Grup Management under the Accunt Management heading f the Settings interface. In the Grup Management interface, yu will see a list f previusly cnfigured user grups. The Administratrs grup cmes pre-cnfigured and users f this grup have Full Cntrl permissins fr all mdules. Yu can custmize hw these user grups are displayed in the fllwing ways: Search Filters the Active Directries displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the Active Directries, enter the keywrd fr the Active Directry yu want t display. Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Select the select all ( ) buttn befre the Grup Name clumn t select all f the Active Directries. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer right crner. Adding r Editing Grups T add a new grup t AvePint Privacy Impact Assessment, cmplete the fllwing steps: Select Add Grup in the Grups page. T mdify a previusly cnfigured grup, select the grup. In the Add Grup r Edit Grup interface, cnfigure the fllwing settings: Grup Name Enter a grup name. Descriptin Enter an ptinal Descriptin fr future references. Permissins Select any f the permissins fr the grup: Questin Definitin Gives users in the grup access t use Questin Bank and Questin Cllectin in AvePint Privacy Impact Assessment. Prject Manager Gives users in the grup access t use Prject Manager in AvePint Privacy Impact Assessment. AvePint Privacy Impact Assessment User Guide 19

20 Answer Questin Enables users in the grup t answer questins. The users can view the Need Answers tab in the My Tasks in AvePint Privacy Impact Assessment. Review Answer Enables users in the grup t review answers. The grup user can view the Need Review tab in My Tasks in AvePint Privacy Impact Assessment. Reprt Manager Gives users in the grup access t use Reprt Manager in AvePint Privacy Impact Assessment. Settings Enables users in the grup t cnfigure settings in AvePint Privacy Impact Assessment. Select Save t save the changes, r select Cancel t return t the Grups interface withut any changes. If yu are editing a grup, select the Save As buttn t save the grup as anther ne. Viewing Users T view users in a grup, cmplete the fllwing steps: Select a grup, and then select Shw Users. The Shw Users interface appears. All the existing users are listed in the interface. Yu can select Add User t Grup t add anther users t the selected grup. Select Remve User frm Grup t remve the users frm the selected grups. Every user must belng t at least ne grup. Deleting Grups T delete grups, cmplete the fllwing steps: Select the grups that yu want t delete. Select Delete A warning message will appear t cnfirm the deletin. Select OK t delete the selected grups, r select Cancel t return t the Grups interface withut deleting the selected grups. If the selected grup cntains sme users, the grup cannt be deleted. User Management T access User Management, cmplete the fllwing steps: Navigate t AvePint Privacy Impact Accessment > Settings. The Settings interface appears. Select User Management under the Accunt Manager heading f the Settings interface. Custmize hw these users are displayed in any f the fllwing ways: Search Filters the Active Directries displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the Active Directries, enter the keywrd fr the Active Directry yu want t display. 20 AvePint Privacy Impact Assessment User Guide

21 Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Select the select all ( ) buttn befre the Username clumn t select all f the users. Filter the clumn ( ) Filters which item in the list is displayed. Yu can filter whichever item yu want, rather than search based n a keywrd. Hver ver a clumn name, and then select the filter buttn ( ) f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer-right crner. Adding r Editing Users T add a new user t AvePint Privacy Impact Assessment, cmplete the fllwing steps: Select Add User in the Grups page. T mdify a user, select n the user. In the Add User r Edit User interface, select a User Type t cnfigure the methd fr authenticatin: Lcal User Select Lcal User in the User Type sectin t manually enter the authenticatin credentials fr this user. Cnfigure the fllwing settings t add a lcal user: Username Enter the Username. Enter the f the user yu are adding. Descriptin Enter the descriptin fr further reference. Passwrd Enter the passwrd. Cnfirm Passwrd Re-enter yur passwrd. Add t Grup Set the permissins fr this user by adding the user t a previusly cnfigured AvePint Privacy Impact Assessment grup. The user will have all f the permissins f the specified grup. Active Directry User Select Active Directry User in the User Type sectin t utilize the user s active directry authenticatin credentials fr this new user. Cnfigure the fllwing settings t add an active directry user: AD User Enter the name f the user yu wish t add int the AD User Name field, and then select Validatin Test t verify that the username yu entered is valid. Descriptin Enter an ptinal Descriptin fr future references. Add t Grup Set the permissins fr this user by adding the user t a previusly cnfigured AvePint Privacy Impact Assessment grup, the user will have all f the permissins f the specified grup. AvePint Privacy Impact Assessment User Guide 21

22 Windws User Select Windws User in the User Type sectin t utilize the user s Windws authenticatin credentials fr this new user. Cnfigure the fllwing settings t add a Windws user: Windws User Enter the name f the user yu wish t add int the Windws User Name field, and then select Validatin Test t verify that the username yu entered is valid. Descriptin Enter an ptinal Descriptin fr future references. Add t Grup Set the permissins fr this user by adding the user t a previusly cnfigured AvePint Privacy Impact Assessment grup, the user will have all f the permissins f the specified grup. Select Save t save the changes, r select Cancel t return t the Users interface withut any changes. Deleting Users T delete users, cmplete the fllwing steps: Select the users yu want t delete. Select Delete. A warning message will appear t cnfirm the deletin. Select OK t delete the selected user, r select Cancel t return t the Users interface withut deleting the selected user. Applicatin Settings The Applicatin Prfiles interface includes settings fr Outging Settings and Template. Fr mre infrmatin, refer t the fllwing sectins. Cnfiguring Outging Settings T access Outging Settings fr AvePint Privacy Impact Assessment, in the Settings interface, select Outging Settings under the Applicatin Settings heading. The utging server must be cnfigured fr AvePint Privacy Impact Assessment t send ut ntificatins. T cnfigure the utging settings, cmplete the fllwing steps: Cnfigure the fllwing settings: Outging Server (SMTP) Enter the address f the utging server. Prt Enter the SMTP prt. The default SMTP prt is 25. Fr SSL authenticatin, the default prt is 587. Sender Enter the address fr all AvePint Privacy Impact Assessment s t be frm. Username n SMTP Enter the sender s username n the SMTP server. 22 AvePint Privacy Impact Assessment User Guide

23 Passwrd n SMTP Enter the sender s passwrd t lg nt the SMTP server. SSL authenticatin Cnfigure this ptin accrding t yur settings. Select Save t save yur cnfiguratins, r select Cancel t exit the interface. Cnfiguring Template Settings Template allw yu t custmize ntificatin s sent by AvePint Privacy Impact Assessment, such as when ntifying the assignee t answer questins r when ntifying reviewer t reviewing answers. T access Template in the Settings interface, select Template under the Applicatin Settings heading. Yu can custmize hw these users are displayed in the fllwing ways: Search Filters the Active Directries displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the Active Directries, enter the keywrd fr the Active Directry yu want t display. Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Select the select all ( ) buttn befre the Template Name clumn t select all f the templates. Filter the clumn ( ) Filters which item in the list is displayed. Yu can filter whichever item yu want, rather than search based n a keywrd. Hver ver a clumn name, and then select the filter buttn ( ) f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer-right crner. Adding r Editing Templates T add a new template t AvePint Privacy Impact Assessment, cmplete the fllwing steps: Select Add Template in the Template Settings interface. T mdify a previusly cnfigured template, select n the template. In the Add Template r Edit Template interface, cnfigure the fllwing settings. In the General Settings field: Template Name Enter a name the fr template. Descriptin Enter an ptinal Descriptin fr the template fr future reference. AvePint Privacy Impact Assessment User Guide 23

24 Template Type Select a template type frm the drp-dwn menu t designate when the template can be used in AvePint Privacy Impact Assessment. Subject Enter a subject name f the ntificatin fr the template. Yu can insert reference in the Subject by selecting the Insert Reference hyperlink. A Reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. In the Messsage Bdy field: Under the Basic Mde tab, enter the cntent f the message bdy f the ntificatin fr the template. Yu can insert reference in the message bdy by selecting the Insert Reference hyperlink. A reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. Under the Text Mde tab, the message bdy f the ntificatin fr the template is displayed in the HTML frmat. Custmize the bdy by editing r inserting the attributes. Yu can custmize t insert an image, table, etc. Yu can als insert reference in the message bdy by selecting the Insert Reference hyperlink. A reference is a parameter that will call up the crrespnding bit f infrmatin fr which it is named specific t each individual service request. Select Save t saving the settings, r select Cancel t exit the interface withut saving any changes. Deleting Templates T delete templates, cmplete the fllwing steps: Select the templates yu want t delete. Select Delete. A warning message appears, asking yu t cnfirm the deletin. Select OK t delete the selected templates, r select Cancel t return t the Template Settings interface withut deleting the selected templates. 24 AvePint Privacy Impact Assessment User Guide

25 My Tasks My Tasks displays all tasks (including questins and questin grups) that are assigned t yu. The questins that require an answer are displayed under the Need Answers tab. The questins that have been answered by anther user and require yur review are displayed under the Need Review tab. Managing My Tasks In the My Task interface, custmize hw these questins r grups (under the Need Answers tab and Need Review tab) are displayed in any f the fllwing ways: Search Filters the questins r grups displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the questins r grups, enter the keywrd fr the questins r grups yu want t display. Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Filter the clumn ( ) Filters which item in the list is displayed. Yu can filter whichever item yu want, rather than search based n a keywrd. Hver ver a clumn name, and then select the filter buttn ( ) f the clumn yu want t filter, then select the checkbx next t the item name t have that item shwn in the list. T change the number f prfiles displayed per page, select the desired number frm 5 (default value), 8, 10, 15, 25, 50, 100 in the Shw rws drp-dwn menu at the tp f the table displaying the questin cllectins. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer-right crner. Answering Questins T answer questins, cmplete the fllwing steps: Under the Need Answers tab, select a questin r a grup. The Answer Questin interface appears. Answer each questin in the interface. Optinally, yu can select Add File after each questin, and then select a file frm the pp-up windw t add an attachment fr helping answer yur questin r prviding mre infrmatin. Yu can als uplad multiple attachments. *Nte: Restricted file types are nt supprted t uplad t AvePint Privacy Impact Assessment. Fr mre infrmatin, refer t Appendix C: Cnfiguring Restricted File Types t Uplad as Attachments. *Nte: By default, the size f each upladed file cannt exceed 50 MB. The allwed maximum size f uplading a file can be changed by editing the APIASetting.cnfig file. Fr mre AvePint Privacy Impact Assessment User Guide 25

26 infrmatin, refer t Appenidx B: Mdifying the Allwed Maximum Size f Upladed Attachments. If the questin is a Text type ne, yu must select a risk level frm the Risk Level drp-dwn list fr the questin. Select Submit.If yu have answered the questin and then select Submit, yu can view the questin s histry. Select Cancel t return t the My Tasks interface withut saving any changes. Yu can view the questin r questin grup s status in the Status clumn under the Need Answers tab. If yu have submitted yur answers, yu cannt edit yur answers. If the reviewer rejects yur answers, the status f the questin r questin grup will be Rejected and Need t Answer, and yu must answer the questins again. After yu answer a questin, yu can select the questin and g t the Answer Questin interface t view the questin s histry. Reviewing Answers T review answers, cmplete the fllwing steps: Under the Need Review tab, select a questin r a grup that needs t be apprved. The Review Answer interface appears. Review the answer t the selected questin r reivew the answers t the questins in the selected questin grup. Yu can view the attachments upladed by the answerer. Yu can als view the risk value f each answer. Optinally, add a cmment in the Review field. Yu can als select Add File in the Review field, and then select a file frm the pp-up windw t add an attachment fr prviding mre infrmatin. The answerer can view the attachment after yu apprve r reject the answers. Yu can uplad multiple attachments. *Nte: The restricted file types are nt supprted t uplad t AvePint Privacy Impact Assessment. Fr mre infrmatin, refer t Appendix C: Cnfiguring Restricted File Types t Uplad as Attachments. *Nte: By default, the size f each upladed file cannt exceed 50 MB. The allwed maximum size f uplading a file can be changed by editing the APIASetting.cnfig file. Fr mre infrmatin, refer t Appendix B: Mdifying the Allwed Maximum Size f Upladed Attachments. Apprve r reject the answers by selecting Apprve r Reject n the tp f the interface. Select View Histry t view the histry f the questins. Select Cancel t return t the My Tasks interface withut saving any changes. 26 AvePint Privacy Impact Assessment User Guide

27 Questin Bank The Questin Bank is used t create r edit questins and create categries fr classifying questins. Launching the Questin Bank T launch the Questin Bank, cmplete the fllwing steps: 1. Lg int AvePint Privacy Impact Assessment. 2. Select Questin Bank t launch its interface. 3. If yu are already in the sftware, select Questin Bank n the tp f the interface. Managing Questins All previusly added questins are displayed in the Questin Bank interface. T change the number f questins displayed per page, select the desired number frm the Shw rws drp-dwn menu. T g t the next page, select the > buttn in the lwer-right crner. T return t the previus page, select the < buttn in the lwer-right crner. Adding a Categry T add a categry, cmplete the fllwing steps: Select Add Categry abve the table listing the questins. The Add Categry interface appears. Enter a categry name. Select Save t save the created categry, r select Cancel t exit the Add Categry interface withut saving any changes. Adding a Questin T add a questin, cmplete the fllwing steps: Select Add Questin abve the table listing the questins. The Add Questin interface appears. Cnfigure the fllwing settings fr adding a questin: Categry Select a categry fr the questin. Select Create New Categry t create a new categry. Questin Text Specify the questin. Descripin Enter a descriptin fr further reference. AvePint Privacy Impact Assessment User Guide 27

28 Plicy URL Enter a URL that will link t a website that inrduces the questin s related rules. Training Tpic Select the training tpic that is used t prvide infrmatin fr answering questins. This is ptinal. Questin Type Select a questin type frm the drp-dwn list. Answer Chice If Multiple Chice (Mutiple Answers) r Multiple Chice (Only One Answer) is selected as the questin type, the Answer Chice field appears. Enter a answer chice in the Chice textbx, and enter the crrespnding risk values that are used t evaluate the risk cnditin in the Risk textbx. Select Add. The chice recrd is added int the table f the Answer Chice field, which will be the questin s chice. Select the delete ( ) buttn t delete a recrd frm the table, select Add t add anther chice fr the questin. Privacy Risk If Text r Yes/N is selected as the questin type, the Privacy Risk field appears. If Text is selected as the questin type, yu must enter three risk values in the Pass, Warn, and Fail textbx, which are used t evaluate the risk cnditin. The answerers must select a Risk Level (Pass, Warn r Fail) fr the questin when they answer this questin, but the answerers cannt view the risk values f each risk level. The reviewer can view the risk values. By default, the risk values in the Pass, Warn and Fail textbx are 0. If Yes/N is selected as the questin type, yu must enter the risk values fr Yes r N. By default, the risk values fr Yes and N are 0. Answer Cmment Select whether r nt t allw the answerer t add cmment t this questin by selecting r deselecting the Respnder may add a cmment t this questin. Select Save t save the questin, r select Cancel t exit the interface withut saving any changes. Select Preview t preview the created questin. Editing a Categry r Questin T edit a categry r a questin, cmplete the fllwing steps: Select n a categry r questin in the Questin Bank interface. The Edit Categry r Edit Questin interface appears. Edit the settings accrding t yur wn requirement. Select Save t save the changes, select Save As t save the categry r questin t anther ne. Select Cancel t exit the Edit Categry r Edit Questin interface withut saving any changes. 28 AvePint Privacy Impact Assessment User Guide

29 Deleting Categries and Questins T delete categries and questins, cmplete the fllwing steps: Select Delete t delete the selected categries r questins. A warning message will appear t cnfirm the deletin. Select OK t delete the selected prjects, r select Cancel t return t the Questin Bank interface withut deleting the selected categries r questins. Dwnlading Questins AvePint Privacy Impact Assessment allws yu t dwnlad the selected questins. T dwnlad questins, cmplete the fllwing steps: Select the questins. Select Dwnlad. The selected questins are included in a ZIP file named Questin.zip. Save the ZIP file. Check the questins in the ZIP files. Yu can edit the dwnladed questins, r use the dwnladed questin as a template fr creating new questin. Refer t Cnfiguring the Questin File fr details abut cnfiguring the questin file. Uplading Questins AvePint Privacy Impact Assessment allws yu t uplad the custm questins t AvePint Privacy Impact Assessment > Questin Bank. T uplad questins, cmplete the fllwing steps: Select Uplad. A pp-up windw appears. Select the custm ZIP file that cntains the custm questins. Select Open in the pp-up windw. The questins are upladed t AvePint Privacy Impact Assessment. If there are sme questins whse IDs are same as thse f the custm questins that yu want t uplad, a cnflict ccurs. A windw appears after yu select Open: AvePint Privacy Impact Assessment User Guide 29

30 Figure 1: Questin cnflict windw. Select Details in the windw t view the detailed cnflict questins. Select the checkbxes befre the questins,and then select Replace. The selected questins will replace the existing nes in AvePint Privacy Impact Assessment. Select Cancel t quit uplading the questins. 30 AvePint Privacy Impact Assessment User Guide

31 Questin Cllectin The Questin Cllectin feature cllects all questins fr a particular reviewer; the cllected questins are sent t a reviewer via a review and apprve wrkflw in AvePint Privacy Impact Assessment. Questins can be added t a questin cllectin, r added t a grup and then added t a questin cllectin. Launching Questin Cllectin T launch the Questin Cllectin interface, cmplete the fllwing steps: 1. Lg int AvePint Privacy Impact Assessment. 2. Select Questin Cllectin t launch the interface. 3. If yu are already in the sftware, select Questin Cllectin n the tp f the interface. Managing Questin Cllectins In the Questin Cllectin interface, yu will see a list f previusly cnfigured questin cllectins. Yu can custmize hw these questin cllectins are displayed in the fllwing ways: Search Filters the questin cllectins displayed by the keywrd yu designate; the keywrd must be cntained in a clumn value. At the tp f the table displaying the questin cllectins, enter the keywrd fr the questin cllectins yu want t display. Srt Select the ascending ( ) buttn r descending ( ) buttn t srt the clmn values in an ascending rder r descending rder. Select the select all ( ) buttn befre the Questin Cllectin clumn t select all f the questin cllectins. T change the number f prfiles displayed per page, select the desired number frm 5 (default value), 8, 10, 15, 25, 50, 100 in the Shw rws drp-dwn menu at the tp f the table displaying the questin cllectins. T g t the next page, select the > buttn at the lwer right crner. T return t the previus page, select the < buttn at the lwer-right crner. Adding a Questin Cllectin T add a questin cllectin, cmplete the fllwing steps: Select Add Questin Cllectin abve the table listing the questin cllectins. The Add Questin Cllectin interface appears. AvePint Privacy Impact Assessment User Guide 31

32 Cnfigure the settings in the Add Questin Cllectin interface. Questin Cllectin Name Enter a questin cllectin name. Descriptin Enter an ptinal descriptin. Questin Order Type Select the questin rder type: Sequential If yu select Sequential, the questins r questin grups added in the questin cllectin have the rder. They will be assigned t the assignees in rder. Parallel If yu select Parallel, the questins r questin grups added in the questin cllectin have n rder. They will be assigned t the assignees at the same time. Cnfigure Questin Cllectin Cnfigure settings in the Cnfigure Questin Cllectin field. Refer t Cnfiguring a Questin Cllectin fr details. Select Save t save the questin cllectin, r select Cancel t exit the Add Questin Cllectin interface withut saving any changes. Cnfiguring a Questin Cllectin Yu can add grups and questins t a questin cllectin. The questins can be firstly added t a grup, r they can directly be added t a questin cllectin. All f the questins in the grup are assigned t ne persn. Refer t the fllwing sectins fr details. Adding Grups t a Questin Cllectin T add a grup t a questin cllectin, cmplete the fllwing steps: Select Add Grup in the Cnfigure Questin Cllectin field. The Add Grup interface appears. Enter a grup name in the Add Grup interface. Select Save t save the created grup, r select Cancel t exit the windw withut saving any changes. Adding Questins T add questins, cmplete the fllwing steps: Select Add Questin in the Cnfigure Questin Cllectin field. The Add Questin interface appears. All f the created questins in Questin Bank are displayed in a table f the windw. Yu can select a questin t view details abut the questin. Select yur desired questins, r select entire categries by selecting the checkbxes befre the questins r categries. Select Add n the upper-left crner r frm the lwer-right crner f the interface t add the selected items directly t the questin cllectin. 32 AvePint Privacy Impact Assessment User Guide

33 T add questins t a grup, select a grup in the Add t grup drp-dwn list, and then select Add n the upper-left crner r frm the lwer-right crner. All f the added questins and grups are displayed in the table f the Cnfigure Questin Cllectin field. If yu have selected Sequential as the Questin Order Type, yu can change the rder f the grups and questins in the questin cllectin by selecting the drp-dwn list in the Order clumn. Deleting Questins Select Delete t delete the selected questins. If yu select a grup and select Delete, all f the questins in the grup are deleted. Editing Questin Cllectins T edit questin cllectins, cmplete the fllwing steps: Select n a questin cllectin in the Questin Cllectin interface. The Edit Questin Cllectin interface appears. Edit the settings accrding t yur wn requirement. Select Save t save the changes, select Save As t save the questin cllectin t anther ne, r select Cancel t exit the Edit Questin Cllectin interface withut saving any changes. Dwnlading Questin Cllectins AvePint Privacy Impact Assessment allws yu t dwnlad selected questin cllectins. T dwnlad questin cllectins, cmplete the fllwing steps: Select the questin cllectins. Select Dwnlad. The selected questin cllectins are included in a ZIP file named QuestinCllectin.zip. Save the ZIP file. The questin cllectin files and the related questin files are all cntained in the dwnladed ZIP file. Yu can als edit the dwnladed files, r use the dwnladed file as a template fr creating new questin cllectin. Refer t Cnfiguring the Questin Cllectin File fr details abut cnfiguring the questin cllectin files. Uplading Questin Cllectins AvePint Privacy Impact Assessment allws yu t uplad the custm questin cllectins t AvePint Privacy Impact Assessment > Questin Cllectin. T uplad questin cllectins, cmplete the fllwing steps: Select Uplad. A pp-up windw appears. Select the custm ZIP file that cntains the custm questin cllectins. AvePint Privacy Impact Assessment User Guide 33

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