General settings
As an administrator, you can customise the GDPR functionality to suit your workflows, under the Settings tab. Manage general settings for the GDPR module, such as whether you want to use the GDPR label "File without a GDPR status" on all files and whether you want to hide files that are not GDPR-managed in Media Portals, plugins and integrations. If you do not want to show a person's name in the register, you can activate ‘Use ID numbers’. This automatically generates an ID number every time you add a new person to Mediaflow.
Custom GDPR field
Under GDPR fields, you can create your own fields to specify the type of information you want to store about individuals in your index of persons, such as fields for phone numbers or email addresses. These fields are visible in the index of persons when you tag a new person and can also be included when you send a digital request for consent. To add a new field, click on New GDPR field. Then, input the name of the field and select the type of field you want to create. Under visibility, select which groups in Mediaflow should be able to see these fields.
Managing consent templates
This is where you create the templates used when sending out a digital consent request or other agreement. To create a template, click on New consent template. Name the template, set a title, and fill in the body text with the content of the agreement. You can also choose whether the agreement may be edited before sending it out. This can be useful if, for example, you want to add the date of a photo shoot or a film event to the agreement. You also choose how you want the recipient to sign the agreement and what text the recipient sees once the signing is complete. You can create several different templates for different purposes.
Authorisation for managing the GDPR module
Working with the GDPR module requires authorisation set at group level in Mediaflow. Under Settings/Groups, you choose which user groups gain access to the module and its functions.