Configuration

After installing the GDPR Data Management app, you need to configure it according to your organization's requirements and data processing needs.

GDPR Setup Configuration

Accessing GDPR Setup

1. Use Tell Me (Alt+Q) and search for "GDPR Setup"
2. Open the GDPR Setup page
3. If no records exist, a new setup record will be created automatically

Setup Fields

Personal Data Permission Set

• Field: Personal Data Permission Set (Code 20)
• Purpose: Defines which permission set contains personal data access rights
• Configuration:
  • Automatically created during initialization if not specified
  • Can be manually selected from existing permission sets
  • Links to Business Central's permission set system
• Impact: Determines which tables and fields are considered personal data

Initialization Process

Automatic Initialization

The initialization process sets up the base configuration:

1. Start Initialization
   • Navigate to GDPR Register List
   • Click Actions > Functions > Initialize
   • Confirm the initialization process
2. Progress Monitoring
   • Monitor the progress dialog showing current table processing
   • Process may take several minutes depending on data volume
   • Progress indicator shows completion percentage
3. Completion Verification
   • Check that documentation elements are created
   • Verify permission set is configured
   • Confirm no error messages appeared

What Initialization Does

Documentation Element Creation

• Scans all tables with personal data permissions
• Creates documentation elements for each table/field combination
• Establishes hierarchical structure (General > Department > Functional Area)
• Sets default categorization to "General"

Permission Set Management

• Creates or validates personal data permission set
• Links permission set to GDPR configuration
• Establishes table-level access control

Data Category Configuration

Creating Data Categories

1. Open GDPR Data Category List
2. Click New to create a category
3. Configure category properties:
   • Code: Unique identifier for the category
   • Description: Human-readable category name
   • Data Controller: Person/department responsible for this data
   • Retention Period: How long data should be kept
   • Legal Basis: GDPR legal basis for processing

Category Examples

Code: CUS-BASIC
Description: Customer Basic Information
Data Controller: Sales Manager
Retention Period: 7 years after last contact
Legal Basis: Contract Performance

Code: EMP-HR
Description: Employee HR Records  
Data Controller: HR Manager
Retention Period: 7 years after employment ends
Legal Basis: Legal Obligation

Documentation Element Configuration

Hierarchical Structure Setup

Department Configuration

1. Open GDPR Register List
2. Filter by Type = Department
3. Edit existing or create new departments:
   • Description: Department name (e.g., "Sales Department")
   • Level: Should be 1 for departments
   • Parent Entry No.: Leave blank for top-level departments

Functional Area Configuration

1. Filter by Type = Functional Area
2. Configure functional areas:
   • Description: Specific business function
   • Level: Should be 2 for functional areas
   • Parent Entry No.: Link to appropriate department

Element Assignment

For each table/field combination:

1. Review Current Assignment: Check which category it's assigned to
2. Evaluate Business Purpose: Determine appropriate department/functional area
3. Update Assignment: Move to correct hierarchical position
4. Document Rationale: Add notes explaining the classification decision

Permission Configuration

User Permission Assignment

1. Administrator Access: Assign GDPR-ADMIN permission set to GDPR administrators
2. User Access: Assign GDPR-USER permission set to business users who need to clean data
3. Read-Only Access: Create custom permission set for audit/compliance users

Custom Permission Sets

Create organization-specific permission sets:

Permission Set: GDPR-SALES
Description: GDPR access for sales department
Tables: Customer-related tables only
Access: Read, Modify for sales-specific personal data

Permission Set: GDPR-HR  
Description: GDPR access for HR department
Tables: Employee-related tables only
Access: Read, Modify, Delete for HR-specific personal data

Integration Configuration

Business Central Integration

• Application Insights: Telemetry is automatically configured if BC telemetry is enabled
• Translation Files: Language-specific translations are loaded automatically
• User Authentication: Uses BC's built-in user management

Custom Field Configuration

If you have custom fields containing personal data:

1. Extend Permission Sets: Add custom tables/fields to personal data permission set
2. Update Documentation: Run re-initialization to include new fields
3. Classify Elements: Assign new elements to appropriate categories

Advanced Configuration

Filter Configuration

Configure default filters for data cleaning operations:

1. Open QteamFilterSelector functionality
2. Set up organization-specific filter templates
3. Define commonly used filter combinations for efficiency

Session Management

Configure session settings for data cleaning: - Session Timeout: Maximum duration for cleaning sessions - Batch Size: Number of records to process in each batch - Error Handling: How to handle failed cleaning operations

Validation and Testing

Configuration Validation

1. Test Initialization: Run initialization on test environment first
2. Permission Testing: Verify users can access appropriate functions
3. Data Classification: Review classification accuracy with business users
4. Cleaning Process: Test data cleaning with sample data

Documentation Review

1. Hierarchical Structure: Ensure logical organization of elements
2. Category Assignments: Verify all elements are appropriately categorized
3. Permission Alignment: Confirm security permissions match data classification
4. Compliance Mapping: Ensure configuration supports audit requirements

Best Practices

Initial Setup

• Start with standard configuration and customize gradually
• Involve business stakeholders in classification decisions
• Document configuration decisions for audit purposes
• Test thoroughly before production deployment

Ongoing Management

• Regular review of data categories and assignments
• Update configuration when business processes change
• Monitor initialization performance with large datasets
• Maintain backup of configuration settings

Next Steps

After configuration is complete:

1. Permission Setup: Configure detailed user permissions
2. Data Classification: Begin classifying your data
3. Data Cleaning Process: Start using cleaning functionality