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Step-by-Step: Processing Activity Documentation Flow

Each processing activity is documented through a guided 8-step flow. You don’t need to complete it all at once — all changes are saved automatically.

The flow ensures you meet GDPR requirements, including your Article 30 record.

The 8 Documentation Steps

  • General information – Name, tags, and purpose
  • Data subjects and security – Who is affected, and how they’re protected
  • Organisational details – Owner, company, business area
  • Personal data categories – What types of data are used
  • Legal basis and retention – Why you’re allowed to process and how long
  • Linked systems (assets) – Tools or software used
  • Data sharing – Vendors, recipients, controllers
  • Policies and references – Linked documents or audits

Navigation and Flexibility

You can jump between steps freely. Incomplete steps are highlighted so you know what still needs attention. Document what you know and return later to complete.

processing-activity-flow

Complete steps in any order — progress is saved as you go

Personal Data Types

Personal data is registered as categories — contact details, health information and so on. If you need to be more precise, personal data types let you name the individual data points inside a category: "Name", "Email address", "Physical address".

The feature is optional. If categories at the higher level are enough for you, nothing needs to change.

  1. Go to Settings > Master Data > Data Categories and activate the function.
  2. Define the individual personal data types you need.
  3. Map each type to the personal data category it belongs under.

Data categories under master data with personal data types mapped to a category

Because types are mapped onto the categories you already use, you build on your existing structure without losing anything.

Legal Basis on Several Data Categories at Once

When you add a legal basis to a personal data category on a disclosure in step 7, Transfer of personal data, you are asked whether the same legal basis and national law should apply to the remaining categories. Accepting saves repeating the same choice where it applies across many.

Who Can See Transfer Names

Whether a user can see and edit transfer names is controlled by a sub-permission on their role, set under Settings > Manage Roles. It applies to all transfer types on processing activities.

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