Case Actions

The Case Summary page provides various actions to process and manage each case effectively.

Case Timeline - Track all activities and communications for each case ☀️ Light 🌙 Dark

Quick Actions

The Quick Actions panel provides one-click access to common operations:

Close Case

Finalize the case with an appropriate closure status.

• Select closure reason (Fulfilled, Rejected, Withdrawn, etc.)
• Add closing notes
• Confirm closure
• Case moves to read-only state

Mark Verified

Confirm the data subject’s identity has been verified.

• Use after confirming identity through documentation
• Important security step before sharing personal data
• Records verification in audit trail

Request Info

Ask the data subject for additional information.

• Compose message to the subject
• System sends email notification
• Case status changes to “Awaiting Information”
• Subject can respond through email or portal

More Actions Menu

Additional options available:

Extend Deadline

• Request additional time for complex cases
• Select extension duration (up to 2 months)
• Add reason for extension
• Subject is automatically notified

Resend Last Email

• Re-send the most recent communication
• Useful if subject didn’t receive it
• Creates audit trail entry

AI Guidance

The AI Guidance section provides intelligent recommendations:

Get AI Recommendations

Click to receive:

• Suggested next steps based on case status
• Risk assessment for the request
• Complexity evaluation
• Relevant GDPR article references

GDPR Reference Links

Quick access to official guidance:

• Official EU GDPR Text - Link to the regulation
• EU Guidelines (EDPB) - European Data Protection Board guidance

Timeline

The Timeline shows a chronological history of all case activities:

Event Types

• Case Opened - When the case was created
• Status Changes - All workflow transitions
• Documents Uploaded - Files added to the case
• Communications - Messages sent/received
• User Actions - Changes made by team members

Timeline Details

Each event shows:

• Date and time
• Description of the action
• User who performed it (for manual actions)

Document Management

Uploading Documents

1. Click the upload area or drag files
2. Supported formats: PDF, Word, Excel, Images
3. Files are scanned for viruses
4. Uploaded documents appear in the documents list

Document Actions

For each document:

• View - Open in browser
• Download - Save locally
• Analyze - Run AI PII detection (Starter/Pro)
• Redact - Apply redactions
• Delete - Remove (admin only, with audit trail)

Batch Operations

Select multiple documents to:

• Analyze all for PII
• Apply batch redaction
• Download as ZIP

Case Details Panel

View and edit case information:

Subject Information

• Name, email, phone
• Edit if corrections needed

Request Details

• Request type
• Date received
• Due date
• Current status

Priority

• Set or change priority level
• High priority cases are highlighted

Notes

• View case notes
• Add additional notes
• Notes are timestamped and attributed

Communication History

Track all correspondence:

• Emails sent to subject
• Responses received
• Portal messages
• Internal notes (not shared with subject)

Risk Assessment

For cases analyzed by AI:

Risk Score

Visual indicator of case complexity:

• Low - Straightforward request
• Medium - Some complexity
• High - Complex or sensitive
• Critical - Requires careful handling

Risk Factors

AI-identified considerations:

• Sensitive data categories involved
• Legal complexities
• Third-party data concerns
• Potential exemptions

Best Practices

Regular Timeline Review

• Check the timeline to understand case history
• Verify all required steps completed
• Identify any gaps or delays

Document Everything

• Add notes for phone calls
• Record verbal communications
• Document decision rationale

Use AI Guidance

• Get recommendations before making decisions
• Review suggested next steps
• Reference GDPR articles when needed

Verify Before Disclosing

• Always mark as Verified before sharing personal data
• Document the verification method
• Especially important for email/phone requests