Generating a portable file

With the GDPR regulation, an entity has a right to access their data. The data must be provided in a portable, readable format. In Distribution SX.e, the portable file is an output of the selected records in a JSON output file.

The top level in the JSON file is the name of the individual or entity for which the search was performed. Below the name are entity sections that equate to a field in a database table that contains the name. Each entity section contains a data section, which lists the personal information stored in the database.

The JSON data is exported to a file in the print directory for your CloudSuite. You can then distribute it, based on the user's instructions.

When you create the JSON file, an audit record is created indicating the date, time, and action taken. The audit record is displayed in the History view. The audit records can be used to indicate when certain actions were taken should anyone want to verify GDPR rules compliance.

You can email the JSON file or send it to Dropbox.

See the online help for information about enabling report output to Dropbox.

  1. Select System Administrator > Administration > GDPR Compliance.
  2. Perform a search for the subject entity.
  3. In the grid, select the confirmed instances of personal data and click Print.
  4. If the Output Type field is available, select an output type. The Output Type field is available if you are set up to use Dropbox.
  5. If appropriate, specify the email address of the entity that requested the file.
  6. Specify a name for the file. We recommend that the file name be recognizable as a GDPR-related file. For example, prefix the file name with GDPR.