How to Configure Sensitive Data Marking for Lead Fields?
Overview
This article guides you through configuring Sensitive Data Marking (also known as Personal Data Identification) for your Lead Fields. This configuration is a crucial step toward maintaining compliance with global data privacy regulations (like GDPR) and enhancing internal data security. By flagging fields as sensitive, you enable the system to automatically mask this data based on user-level permissions.
Plan & Permissions
Step by Step Instructions
Step 1: Go to Settings > Institute Configuration > Lead Fields from the navigation menu or directly search for Lead Fields in the search box.
Step 2: Open the field configuration. This can be done either while creating a new field or while opening an existing field. To open the configuration for an already created Lead field, click on the field title or click the three vertical dots (⋮) and selecting Edit Lead Field.
Step 3: In the field configuration window, navigate to Other Settings and find the toggle labeled "Field Contains Sensitive Data". Enable this field.
Step 4: After enabling the toggle, you must choose the Type of Data (Personal or Health) and the Sensitivity Level (Low or High).
Note: If the field you are configuring is of type Email or Mobile, the system will automatically enable this toggle and default the Type of Data to Personal and Sensitivity Level to High. You can still change these automatic selections if necessary.
Step 5: Click Save to successfully apply the Sensitive Data Marking to the lead field configuration.
Step 6: Lastly, you will need to enable the "Mask all sensitive data" permission in Manage Permissions. Users included in that permission template will then see masked data in those fields that are configured as sensitive.
Points to Keep in Mind
Mandatory Step: Marking the field is only the first step. To activate data hiding, an administrator must ensure the relevant user roles have the "Mask all sensitive data" permission
Automatic Settings: For fields of type Email or Mobile, the Sensitive Data toggle is automatically enabled, defaulting the data type to Personal and sensitivity to High. You can change these automatic selections if necessary.
Once configured and the masking permission is applied, the sensitive data will be masked from the user in Lead Manager, Lead Manager Download, Lead Profile, Lead Timeline Activity, Lead Audit Trail, Application Manager and Application Manager Download etc.
Conclusion
You have successfully configured Sensitive Data Marking for a Lead Field. By utilizing this feature, you proactively enhance your data security posture and ensure you have the tools necessary to comply with modern data privacy mandates by controlling who can view sensitive information within your CRM.
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