Integrating with Direct Contact

Capabilities

DataGrail's Direct Contact Integration provides the following capabilities:

Product	Capability
Request Manager	Request Types Access (Direct Contact), Deletion (Direct Contact) Identifier Categories Email

Before You Start

To successfully configure this integration, please ensure you have sufficient privileges:

• DataGrail User Role: Super Admin, Connections Manager

Transactional Mailer

Direct Contact integrations rely on a transactional mailer in order to connect with DataGrail and function normally. Without a transactional mailer connected, DataGrail will not be able to complete this connection and no emails will be sent to Direct Contact owners.

Selecting a Processor Email

The Direct Contact Processor is generally a system owner or someone who has access to both access and delete Data Subject PII in response to a Privacy Request.

When deciding what email to utilize for the processor, there are a few different options:

1. Enter in the email address of an internal employee who has admin access to this system. This approach generally leads to more high response rates and quick response time.
2. If an internal employee is unable to retrieve or delete data from the system, you can enter the privacy inbox of this 3rd party system, which can typically be found on the privacy policy linked on their website.

Email Groups

It is also possible to enter a group email address/alias to allow multiple system admins to be contacted to complete the request, instead of a single admin responsible for all requests.

Connect to DataGrail

With the Direct Contact Processor selected, configuring the integration in DataGrail is straightforward:

1. From the DataGrail Integrations Page, select Configure New Integration and locate the desired system. If you are unable to locate the system you would like to integrate, please contact support@datagrail.io to request a new integration.
2. Select the Recipient type.

Recipient Types

• Third Party Processor: External contact (e.g. account manager at another company) to facilitate the processing of this privacy request. If you have a data processing agreement with the vendor, the vendors email should be the ‘Email Address’ below.
• Internal System Owner: Internal contact (e.g. Salesforce Admin at your company) to facilitate the processing of this privacy request. If the internal contact is a DataGrail user, this option allows SSO to be enabled for direct access to the privacy requests for this system.

3. Enter the Direct Contact Email. This will be the Processor Email you selected above.
4. Configure your Deadline Automation settings.

Deadline Automation Options

• Automatically continue processing the request and skip this integration: When the 14 days pass and the Integration has not responded, this Integration will be skipped and the request will continue to process per the normal workflow.
• Pause processing the request: When the 14 days pass an email will be sent to Super Admin users on your team notifying them that the 14 days have passed and DataGrail has not received a response. At this point, there are two options:
  • Follow-up with the Integration's processor outside of the DataGrail platform
  • Manually stop the Integration from processing
    • This can be done by clicking on the request, locating the Direct Contact integration towards the bottom, and clicking Stop Processing for the integration in question.

5. Optionally, enter any additional Information for Processor. Responses to these fields will be included on the forms received by the direct contact processor.

Additional Fields

• Account Name (optional)
  • Displayed in the form that goes to the processor. This can be used to help the processor distinguish between multiple accounts of the same system.
• Account ID (optional)
  • Displayed in the form that goes to the processor. Can be used to verify that the controller holds the account.
• Instructions for Recipient (optional)
  • Displayed in the form that goes to the processor. Can be used to verify that the controller holds the account and/or provide processing instructions.
  • Entering the name of an internal system in the notes can be helpful for internal employees managing multiple direct contact integrations.

6. Select Configure Integration.

Next Steps

Now that you've successfully connected the integration, check out the following resources:

• Request Manager Overview
• Customizing Intake Forms
• Request Wizard Flow