GDPR and the impact to New Zealand Businesses

GDPR does not apply to me I am a New Zealand business. This is where you could be wrong. If you offer goods or services to citizens of the EU or if you hold data of EU citizens then GDPR applies to you. So are you ready for the introduction of GDPR on the 25th May?

What is GDPR, in a nutshell it is ensuring that the data of EU citizens is protected, data breaches are communicated and personal data is accessible by the person it belongs to.

In the context of GDPR, personal data relates to a natural person or data subject, that can be used to directly or indirectly identify the person. It can be anything from a name, a photo, an email address, bank details, posts on social websites, medical data or a computer IP address. If you hold data of data subjects under the age of 16, parental consent will be required to process the personal data for online services.

As an organisation you may be deemed as either a data processor or a data controller. A controller is the entity that determines the purpose, conditions and means for processing personal data, where the processor is an entity which processes personal data on behalf of the contoller. A simple example would be that you have a CRM system (data controller) that manages the personal data and you use a 3rd party marketing platform to send out emails (data processor).

If the above does fit you and you are not ready then the costs for non compliance and penalties are quite steep up to 4% of annual global turnover or $20 million Euros.

What are the key points that I need to be aware of?

  1. Breach Notifications – you must notify customers within 72 hours of a breach of personal data
  2. Right to Access – EU citizens can request whether or not you are using their data, for what purpose and can request a full copy of the personal data on file, free of charge to be supplied electronically.
  3. Right to be Forgotten – Also known as Data Erasure, the right to be forgotten entitles the data subject to have the data controller erase his/her personal data, cease further dissemination of the data, and potentially have third parties halt processing of the data.
  4. Data Portability – provides the right for a data subject to receive the personal data concerning them, which they had previously provided in a ‘commonly use and machine readable format’ and have the right to transmit that data to another controller.
  5. Privacy by Design – this is good practice for any implementation where personal data is being captured, but is now becoming a legal requirement. Basically it means that you must plan by design the inclusion of data protection systems rather than adding at a later date. In addition, you must hold and process only the data that is absolutely necessary for the completion of the process, as well as limiting the access to personal data to those needing to act out the processing.
  6. Data Protection Officers – you may need to appoint a Data protection officer if you meet the following prerequisites – you are a public authority, you are an organisation that engages in large scale systematic monitoring, or an organisation that engage in large scale processing of sensitive personal data.

So what is the impact and how do I prepare?

If you look at the key changes above their are a couple that catch my eye that says ‘umm how would I do that?” these would be the right to access and the right to be forgotten.

Both of these have a major impact on how you have currently designed and built your system. The right to be forgotten may have a knock on impact to related records and systems that requires a person record to exist for the record to be valid. Plus if you got a request to share the personal details that you have on a person, how would you process that? Can you print the details, can you isolate the specific fields required for the request?

This is where Privacy by Design is a key factor to consider when developing new systems, or reviewing existing systems, as you will need to now think of how will I do that if I was requested to do so. You need to think about downstream systems, data warehouses, integration pints, ERP systems, online channels, anywhere where personal data is stored.

A question I would ask of an organisation, is that are you currently capturing the citizenship of a person you are dealing with, can you identify the potentially impacted records in your system? A scenario that would not be to uncommon would be that you are selling goods in New Zealand to people residing or travelling in New Zealand who are EU citizens, if that person moves back to the EU then they could request their personal data or request to be forgotten, so the impact of GDPR is far reaching, especially with New Zealand being a tourist rich country.

Food for thought I am sure, make sure you are ready, and can comply, as I am sure there will be people who will test organisations once the 25th May hits us.

If you need assistance in getting ready for GDPR, get in contact.

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Removing the secondary series in a chart

So you want to create a chart that has both the estimated and actual revenue of opportunities, simple right, yes in principle.

When you configure this simple chart, by default you are left with 2 series right and left showing different scales for the $ amounts, based on the data like below:

Secondary Series post 1

What I really want is one series, one scale and easy comparison, so how do I remove the secondary column?

It’s simple of course, just need follow these simple steps:

  1. From the chart options menu, select export chart
  2. Open the chart in a text editor
  3. Search for the following string – YAxisType=”Secondary“
  4. Now delete this string but don’t remove the />
  5. Save the file
  6. Now back in Dynamics, select import chart and select the new file
  7. Follow the wizard for importing and you are done
  8. Your chart should now look like this.

Secondary Series post 2

Simple, you can now apply this to any chart with a secondary axis. Happy Charting.

How can I work out the time spent in each stage of a business process?

Business Problem: I want to know how long is spent in my business process by stage and by user how can I achieve this with no code?

The solution is actually quite simple if you are the latest release of Dynamics 365. The key to the solution is the fact that Dynamics now maintains the active stage and active start time for instance of a business process flow.

When you create a business process flow, a new entity is created to maintain the instances of the business process flow. So each time you start an opportunity, a business process record is created for the business process that is running that maintains the start time, active stage and status of that process. Thus when you switch process the previous process flow state is maintained.

So with this knowledge you now have a record that records the relationship to the business process and to the record it was initiated from.

Back to the problem. What I need is an entity to store the start and end time for each stage and a workflow that creates the record each time the stage changes. Simple as follows:

  1. Create a new entity, in my case I used an activity entity called Stage Duration. I used an activity entity, as it already has all of the fields that I need to record the stage duration i.e. Regarding, actual start, actual end, and subject. The one field that I did create is Stage duration, which is a decimal and is a calculated field. The calculation works out the difference between Actual End and Actual Start.
  2. Stage Duration
  3. Once I have published the entity I now need to create a workflow to fire each time the active stage changes for the business process that I want to monitor.
  4. Create a new process – workflow, select the newly created entity that corresponds to the business process that you want to monitor.
  5. Set the workflow to run on creation and when the active stage field changes.
  6. Now add action to create the stage duration activity, populate the subject with something like Stage: <<Active Stage>>, populate the actual start with the “Active Stage start time”, update the owner to the owner of the related record and set the regarding to the related record.
  7. Stage duration workflow 2
  8. Now add a wait step to wait until the active stage start time is not equal to the new activity creates actual start time.
  9. Then add the step to update the actual end time to that of the Active stage started on. (this is now the next stage started on time thus the end of the previous stage)
  10. That is it you now have a workflow that triggers at the start of the process and again each time the active stage is changed. That will record the start, end and duration of stage per process stage and user.
  11. Here is the workflow example below:
  12. Stage duration workflow 1
  13. Now each time I change the process a new activity is created as below:
  14. Opportunity stage
  15. Stage duration record
  16. This allows me to create charts as follows, i.e. by stage average time, and by user by stage average time.
  17. Stage reporting

 

The possibilities are now endless to the types of things I can do i.e. alert if a stage has not changed after a given time period, alert if average time is over norm, create a nice dashboard to show exceptions or enable me to identify focus stages to work on.

My New App Site Map is not saving my changes

If you do not use one of the supported 45 languages found here as your default user format (set in options) then you may encounter this problem.

Problem: When I click on the site map editor from the App Designer, I can not save my changes to the site map.

The simple fix is to change your format of your user to one of the supported 45 languages, then make your site map edits, save and publish, and then revert your format back to your preferred format. You can then open the new App and see your changes.

This simple video walks you through the issue and the fix that will enable you to create amazing new Apps.

Perform Action – Changing the business process via a workflow

So just taking a look at all of the available perform actions in workflows that are provided out of the box and found SetProcess.

SetProcess enables via a workflow to change the current business process of a record. For example, you are working on an opportunity and the decision timeframe is a year, this would most likely have a different sales approach to an opportunity closing in a month. Via a workflow we change the business process automatically.

So how do we do it? It’s easy follow these steps:

  1. Navigate to Settings->Processes
  2. Create a new process of type workflow, give it a name “Change process -long running opportunity” etc
  3. So for my example I create a condition on the Purchase Timeframe, if equal to This year then do action.
  4. I select perform action
  5. pefrom actiom
  6. I select SetProcess and click on properties. All I need to select is the business process and the record to apply it to.
  7. setprocess
  8. Save and close
  9. Finally Activate the process, all done.

When I navigate to my opportunity and update the purchase timeframe to This Year, once I refresh the record the business process will change.

setprocessoppty

 

How cool – creating word documents using a workflow

I just came across this feature the other day, using a pre-built action to generate a word document via a workflow. There are actually 100s of actions that you can explore in workflows that might actually remove some development.

So how do you generate a word document from a workflow, it’s really simple, just follow these simple steps. In my example I will use the OOB account summary template as an example.

  1. Navigate to Settings->Processes
  2. Create a new process of type workflow, give it a name “Generate Document” etc
  3. For my example I am going to make the workflow On Demand, jus to demonstrate the functionality, but think of these examples:
    1. Creating an opportunity summary at the develop stage of an opportunity
    2. Creating a campaign summary at the end of the campaign
    3. Creating a Case report
  4. At the end of the day this is a workflow so all workflow logic applies
  5. So for my example all I need to do is select Perform Action
  6. pefrom actiom
  7. Scroll down the many actions and select SetWordTemplate
  8. setwordtemplate
  9. Leave the Entity as None
  10. Click on Set Properties
  11. Select the template from the dropdown list
  12. Select Account
    1. NOTE: if you are using a custom entity, the entity is required to be enabled for Business Process Flows to be able to be added
  13. stewordproperties
  14. Save and Close
  15. Activate

That’s it, simple. Now when you go to an account record and select to run an on demand workflow, the Generate document will display.

Runworkflow

The document is stored as a note attachment against the record.

docgenerated

At the moment this solution does not attach to SharePoint, but I am sure clever people could expand this capability!

 

How to enable editable grids in D365

A great new feature in Dynamics 365 is the ability to make a view editable without the need for code, 3rd party solutions with security that is applied out of the box.

Editable grids work in the web and mobile clients, and work across main entity views, sub grids and associated views. When you configure editable grids on the main entity, you enable editable grids for the main entity forms. To enable on sub grids you need to open up the specific form and edit the properties of the sub grid to add the editable grid control.

Editable grids support:

  • In-grid editing of records at the entity or sub-grid level
  • Web and mobile clients
  • Navigation using a keyboard or mouse
  • Grouping and Sorting (Able to group by/sort by any column on current view)
  • Filtering
  • Moving and resizing columns
  • Pagination
  • Lookup configuration
  • Calculated fields and Rollup fields
  • Business rules
  • Hierarchical view
  • Enabling or disabling of cells based on security role

The Editable Grids control is available for Dynamics CRM Online and Dynamics CRM On-Premises.

Read the complete guide to setting up editable grids at https://blogs.technet.microsoft.com/lystavlen/2016/10/30/editable-grids-is-here/ by