How to Configure Sensitive Data Marker in Application Form Fields

How to Configure Sensitive Data Marker in Application Form Fields

Overview

The Sensitive Data Marker feature allows users to identify fields in the Application Form that contain personal/sensitive information like email, mobile number, gender, aadhar card details along with other relevant information. 
Once a field is marked as sensitive data, the system automatically masks the data which reflects in 
  1. Application Manager Listing
  2. Application Manager Downloads
  3. Application Manager Applicant Documents(View Documents)
This helps institutions ensure compliance with GDPR and other privacy regulations.

Plan & Permissions

Permissions:
  1. Users must have the Mask All Personal Data permission under the User Manager module.
  2. To view form fields, you should have access to the Form Manager and View College Documents permissions under the Form Desk module.

Step-by-Step Instructions

Step 1: Open Application Form Fields
  1. Search for Manage Form in the left navigation panel.
  2. Click on the icon under Action column header for the particular form where you want to mask the fields.
  3. Select Form Fields .
Step 2: View Fields in Data Marker Configuration Popup
  1. When the Form Fields pop-up opens, you can mark sensitive fields in two ways:
    1. Search directly – Use the search bar at the top to find a field by its Field Name or Field Key.
    2. Locate manually – Browse through the list of fields, which are grouped by form stages or sections (for example, Personal Details, Address Details, Exam Details, etc.)
  2. Alongside each stage, you will find columns like field name, field key along with type, Field Contains Sensitive Data, Type of Data & Sensitivity Level. 
  3. When you identify a field that captures sensitive or personal information you can turn ON the Field Contains Sensitive Data toggle next to that field.
  4. As soon as you enable it, two toggles will appear asking you to define:
    1. Type of Data – choose whether this field contains Personal data (like name, email, address) or Health data (like blood group,Age, Gender)
    2. Sensitivity Level – choose if the data is Low Sensitivity or High Sensitivity (e.g., Aadhaar number, medical info)
  5. Default selections will be "Personal" and "Low" sensitivity. You can change accordingly based on your requirements. 
  6. Once you select the fields, you can click on “Save” to mask those data.
Notes
Note:
If the field type is Email or Mobile, the system will automatically enable the Sensitive Data toggle and set it to Type = Personal and Sensitivity = High.
You can still change or disable this anytime based on your requirement.

Step 3: Where Will the Masking Reflect?
Once you save the sensitive marking for a field, wherever that field is visible, the data will now appear masked. 

You can see the impact in the following places:
  1. Application Manager – Listing View
    1. Go to Application Manager.
    2. If you customize columns and add any field that has been marked as Field containing sensitive data, the values in that column will appear masked.
  2. Application Manager – Download
    1. From Application Manager, click on the three dots setting icon to proceed for Download Applications.
    2. In the exported file, any field that was marked with sensitive data will appear as masked data.

  3. Application Manager - View Documents
    1. For any particular applicant, click on the three dots setting icon to proceed for View Documents.
    2. You will see the fields marked with sensitive data as masked. 

Conclusion

The Sensitive Data Marker configuration streamlines the way institutions identify and manage sensitive applicant information within the Application Form. By allowing users to define which fields contain personal data and automatically applying masking wherever those fields appear, it eliminates the need for manual intervention or multiple configuration steps. Once set up, the feature provides a seamless, compliant, and secure data experience—protecting applicant privacy while maintaining the integrity of your operational workflows.


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