User Consent
The Consents tab in the Extra tab from Client and Contact screen, allows users the ability to manage consents using the extra fields which are applied to GDPR Consent scope in the Extra Fields screen. The Consents only displays the GDPR Consent extra fields which have a value within the Extra tab from Client or Contact screen:
The following columns are available in the Consents grid:
Date Received: Users can enter the date when the consent from the client or contact is received. This field is mandatory, and the following message is received if a date is not entered:
Description: This field represents the name of the GDPR Consent extra field and it is by default populated in the Consents grid if the extra field has a value set within the Extra tab from Client or Contact screen.
Consent: This field is populated with the value of the GDPR Consent extra field set within the Extra tab from Client or Contact screen.
Source: Users can select an option for the consent source:
Expiry Date: Users can set when the consent expires.
Consent Document:
- If CCH Document Management is installed, users can associate a document to the consent.
- On the Consent Document line, click on the ellipsis,
. - Select a document from the or search a file by typing the name in the Search For field
- Click OK to save the change and close the dialog.
- The name of the selected file is displayed in the Consent Document field and it represents a hyperlink to the file.
- The file set in the Consent Document can be deleted by using the Remove Link option from the right click menu.
- If CCH Document Management is not installed, when the user clicks in the Consent Document then a message is displayed: This operation is not possible as the practice is not licensed for Document Management.
Withdrawal Document: If CCH Document Management is installed, users can associate a withdrawal document to the consent. The Withdrawal Document field has the same functionality as the Consent Document.
Users cannot delete the consents directly from the Consents grid. A consent can be deleted if the user removes or changes the value of the GDPR Consent extra field from the Extra tab within the Client or Contact screen. The following message is received in the Extra tab if a user changes or removes the value of a consent that is in use:
The history of changes made to the Consents grid from the Client and Contact screen is recorded in the Audit Trail which can accessed via main menu File > Maintenance > Audit Trail if the user has the permission to access this area.
Reporting - Consent Fields
Consent Fields enables users to report on the consents defined on contacts and clients. When creating a new report under the Reporting area, the following fields will be available:
Include/Exclude Expired Consents
Expired Consents is available in the Parameters section when creating or editing a grid or pivot report that contains fields from the Contact > Extra Fields area, allowing users the ability to include or exclude extra fields used as Consents with an Expiry Date in the past within the report.
Users can define GDPR consents using Extra Fields. For this purpose, a new scope, called GDPR Consent, has added in the Applies To (bottom section) within the Extra Fields screen, allowing users the ability to define consents using extra fields
Click on the main menu File > Maintenance > User Defined > Extra Fields to create a new Extra Fields.
The following rules are applied for the GDPR Consent scope from the Extra Field screen:
- The GDPR Consent scope can only be applied for the Extra Field or Category Extra Fields that were applied for Contact. The following message is returned if the GDPR Consent is ticket on an Extra Field which is not applied to a Contact.
- The GDPR Consent scope cannot be applied on the Category Extra Fields with the Data Type: Flag. The following message is returned if the GDPR Consent is applied on a Flag Category Extra Field.
Note: GDPR consent can be applied when a singular Extra Field has a Data Type: Flag.
- The following message is received if the user tries to untick the GDPR Consent option from an extra field if the consent is in use:
- The following message is received on the Extra Fields screen when a user tries to delete a GDPR Consent extra field that is an open consent:
- The following message is received when an extra field is applied to GDPR Consent scope is selected in the Bulk Update Wizard from the Find Clients or Find Contacts screen:
- The following message is received when a user tries to mark as inactive a GDPR Consent extra field which is in use:
This icon is displayed on the GDPR Consent extra fields within the Extra tab from Client or Contact screen.
Bulk Update Wizard: Consent - Expiry Date
Consent – Expiry Date is available in the Bulk Update Wizard for Clients and Contacts, giving users the ability to bulk update the Expiry Date for the Consents set on Clients or Contacts.
To update the Expiry Date for a consent, select the clients or contacts from the Find Clients or Contacts screen then click on Bulk Update option from the ribbon.
In Step 1 of Bulk Update Wizard, select Consent – Expiry Date from the Field Name drop down list and click Next.
In Step 2 set values for the following fields and then click Next:
- Extra Field/Category Name: Select the Consent for which you want to update the Expiry Date.
- Expiry Date: Select an expiry date for the selected consent.
In Step 3 the Confirmation tab of Bulk Update Wizard, displays the number of records that will be updated. Click Finish to update the Expiry Date for the selected consent.
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If the Expiry Date is successfully updated for all the selected clients, the following dialog will be displayed:
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If the Expiry Date cannot be updated, a dialog will appear displaying the name of the clients or contacts and the reason for which the selected consent cannot be updated. Export to Excel is available on this dialog, allowing the ability to export to Excel the details from the grid.
