Field Customizations

Overview

The Field Customizations feature lets you change certain ROPA fields in a way that best fits your organization's nomenclature. If you use organization-specific words or terms, you can include them in Relyance.

This allows Relyance administrators to adapt their own terminology and makes it easier to use Relyance information when communicating with others in the organization.

This screen allows you to rename or hide existing base ROPA fields in Relyance.

The field types that currently allow customizations are:

• Processing Activity
• Department
• Data Recipient Category
• Data Subject Category

Once the field is renamed or hidden, Relyance automatically updates all ROPAs with the change. One will need Administrator permissions to make changes using this screen.

When renaming a base field (such as Processing Activity or Data Subject Category), it is important to note that the conceptual meaning of the field must remain the same in order for Relyance’s machine learning to function correctly. Relyance machine learning models use base fields in Relyance (such as Processing Activity) to infer and make predictions on other ROPA fields (like Data Subject Category, etc.). If the base field name conceptually changes, the inferred information would be inaccurate. Therefore, please exercise caution when renaming a base field.

Screen Layout

The "Field Customizations" screen has four (4) columns: "Name", "Field Type", "Last Modified", and "Visible". Here's what each column means:

• Visible: Whether the field is hidden or not. Use this to toggle the visibility status.
• Name: The name of the field that can be customized.
• Field Type: The type of field that can be customized.
• Last Modified: The date when the field was last modified.

You can click on a row to open a slider to rename a field and view a field-specific Audit Log. The screen also has the following to allow you to filter and search for the field you are looking for.

• Search Box: A free-form search box to search for a field.
• Field Types: To filter the view in the grid below, select a specific field type.
• Show: Select a visibility status to view fields that are hidden, visible, or both.
• Audit Log: To view a global audit log of all changes made via this screen.

Navigating to the Field Customizations page

1. From the home page, click on Settings in the left-hand navigation area.
2. Select Field Customization in the left hand menu or from the Settings link list.

Renaming a Field

After renaming a field, you'll note that the Original Name appears in the field details page, the helps Relyance administrators refer to the originating field name.

The Description and Purpose of Processing are read-only for the end user providing context of what the field is meant for.

Steps to rename a field:

1. Click on the row of the field you want to rename.
2. A slider drawer will open, allowing you to edit the field's name.
3. Make the desired changes to the field name.
4. Click the Save button to save your changes.
5. A confirmation dialog will appear, click Yes.

Hiding a Field

Steps to hide a field:

1. Click on the row of the field you want to hide.
2. In the "Visible" column, toggle the slider switch to off.
3. A confirmation dialog will appear, click Yes.

When hiding a field, it’s important to remember that no user will see the hidden field anymore.

The hidden field won’t show up on any pages they were previously found, such as vendor pages or ROPA pages, and platform users will be unable to select the hidden field for future ROPA edits. Consult with your Relyance team if you have any questions.

Audit Log

The "Field Customizations" screen also includes an audit log that tracks who made what change for transparency.

The audit log can be seen in both the field edit drawer and the full audit log from the main page.

Click on the > to learn more about the change.