Set privacy cleanup on autopilot
Through connection with Azure Logic Apps you can create workflows between +1000 applications and platforms. DataMapper’s use Logic Apps extensive workflow engine that supports HTTP and REST API actions to perform custom operations. Use workflows to create file deletion automations, send e-mail notifications, move large amounts of data and much more.
Clean up big scale
Many organisations find themselves overwhelmed by the sheer volume of data they accumulate. Manual data management can be a resource-intensive process that diverts attention from core business activities. This is where workflows step in, facilitating seamless large privacy management cleanup.
Workflows can complement traditional DataMapper employee-centered cleanup processes. By implementing workflows as a preliminary cleanup step, you can significantly reduce the workload on your employees. Additionally, workflows can serve as an extension to your company’s privacy policy, enabling administrators to streamline cleanup tasks and enhance efficiency across the organisation.
How it works
Scenario: A company wants to get rid of all employee mails in Outlook containing the term “corona”. The mails needs to be deleted from its source location and a notification should be sent to the document owner.
1. Monitoring
DataMapper performs a daily scan and continuously monitors Outlook for the term “corona” along with other sensitive terms.
2. Notification
If DataMapper finds mails which meets the parameters or conditions set by the user – in this case containing “corona” – it would trigger an email notification to the DataMapper user.
3. Automated deletion
Via a Logic App integration, DataMapper executes a workflow that automatically deletes the identified mails from Outlook.
4. Background workflow
With the workflow activated, Logic App runs in the background, monitoring for new mails that meets the specified criteria and taking actions to mitigate risk continuously.
The use of workflows provides a powerful solution for user who want to proactively manage their large amount of data by automating the process of identifying and handling sensitive or personal data in a timely and efficient manner.
Features
Advanced integration options make workflows a powerful tools for automating data protection and compliance tasks
1. Trigger-Based Workflows Workflows can utilise triggers from DataMapper’s scanning results. For instance, when DataMapper identifies sensitive data that meets specific criteria (e.g., data past its retention period or data that violates compliance rules), it can automatically trigger a workflow.
2. API Integrations DataMapper supports HTTP and REST API actions, which allows it to call external APIs directly. Workflows can leverage these APIs to perform custom operations like data deletion, migration, or archival across various platforms and services.
3. Conditional Logic and Decision Making Workflows can incorporate complex conditional logic based on the data insights provided by DataMapper. This allows for dynamic decision-making in the workflow, adapting to different scenarios as dictated by the data’s nature and compliance needs.
4. Scheduled Scans and Routine Actions Integration can be set up to schedule regular scans with DataMapper and subsequently execute routine data management actions through workflows based on the scan results.
5. Custom Notifications and Alerts Workflows can use the data classification results from DataMapper to send customised alerts and notifications to relevant stakeholders within the organisation.
6. Data Remediation Workflows You can design workflows that not only detect and notify but also remediate data-related issues, using the combined capabilities of DataMapper and Logic Apps.
7. Power Automate While Logic Apps connectors usually require development Power Automate is a template of a workflow that can be operated and managed by office workers without needing a developer or IT support. With Power Automate regular workers can easily set up basic integrations. For more complex integrations, Logic Apps is the preferred solution.
Connect your platforms
DataMapper offers three types of connectors that allows you to create workflows with:
Native Connectors – These connectors are integrated using DataMapper’s Service Integration Engine and currently include Microsoft OneDrive, Microsoft Outlook, Microsoft SharePoint, Google Drive, Google Mail, Azure Blob Storage, Local Drives and Network Drives (Windows Fileshare).
Logic Apps – We have integrated DataMapper with Logic Apps to leverage their advanced workflow and integration engine that provides access to over 1000 connectors. See the full list here.
Custom Connector – Logic Apps allows for the integration of any RESTful API, providing flexibility for customers who have specific integration requirements.
Workflow inspiration
Here are ten examples of workflows that can be built using Azure Logic Apps integrated with DataMapper. These workflows can drastically reduce the manual workload on staff.
1. Sensitive Data Alert System: Automatically generate alerts when DataMapper identifies sensitive or private data in unexpected locations across your systems. These alerts can be sent to compliance officers or data stewards to take immediate action.
2. Automated Data Masking: When DataMapper detects sensitive information, trigger an Azure Logic Apps workflow to automatically mask or redact this data from view in production environments, enhancing data protection without manual intervention.
3. Data Retention Compliance: Use DataMapper to scan for data that has exceeded its legal or policy retention period. Logic Apps can then automate the deletion or archival process based on your company’s data governance policies.
4. Real-Time Data Classification and Tagging: As new data enters the system, DataMapper scans and classifies it based on privacy terms. Logic Apps can then tag the data in your storage systems, ensuring it’s handled correctly in future processes.
5. Privacy Policy Enforcement: When DataMapper detects data that violates privacy policies, Logic Apps can initiate workflows to notify administrators, log the incident, and, if necessary, quarantine the data until further review.
6. Automated Data Access Control Adjustments: If DataMapper finds sensitive data in areas with inappropriate access levels, Logic Apps can automatically adjust permissions, ensuring that only authorised personnel have access to sensitive information.
7. Incident Response Workflows: In the event of a detected privacy issue, trigger an incident response workflow that orchestrates the necessary steps across your security systems, from initial analysis to containment and remediation.
8. Third-Party Compliance Audits: Regularly scan data shared with or stored by third-party vendors using DataMapper. If non-compliance is detected, Logic Apps can automate the notification and remediation process with the vendor to ensure compliance.
9. Customer Consent Management: Use DataMapper to scan for changes in customer data usage consents stored across systems. Logic Apps can automate adjustments in how customer data is handled, ensuring compliance with customer preferences and legal requirements.
10. Automated Reporting for Compliance Reviews: Set up periodic scans with DataMapper for compliance audits. Logic Apps can compile these findings into detailed reports and distribute them to compliance officers and auditors, streamlining the review process.
Large scale data management
A common set-up for using DataMapper to delete data involves first scanning and identifying the sensitive data that needs to be removed. Once this data has been identified and categorized, we create a workflow that can automatically initiate the deletion process.
The workflow can be triggered based on specific criteria, such as the identification of sensitive data or the expiration of a retention policy. The app can then use DataMapper’s API to access and delete the identified data from various sources, including email systems, network drives, cloud storage solutions, and more.
Before implementing such a process, we need to carefully plan and test the workflow to ensure that it is accurately identifying and deleting only the intended data. Additionally, it’s important to involve some of your IT ressources who are knowledgeable about your systems involved, we will provide the ressources that have the expertise in implementing data management processes.
