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Manage Search Requests

The Searches interface may contain multiple requests. This section contains information on how to work with searches to address specific tasks.

NOTE: To manage the search requests, users require sufficient access rights that are assigned by the Super User (DSAR Administrator). See DSAR Roles for details on the available roles, their rights and permissions.

Customize View​

You can filter your requests by status. Select one of the following under Display Status:

  • Active – shows all requests with "Processed" status (default view).
  • Completed – shows all completed requests. Review the View Search Query Results section for instructions on how to complete your request.
  • Canceled – shows all canceled requests. See Cancel Search for more information.
  • All – shows all search requests.

In addition to status, a DSAR Manager can filter search requests by owner. Select one of the following under Owner:

  • All – shows search requests submitted by anyone.
  • Me – shows all requests submitted by current user.

In addition to filtering capabilities, you can sort search request by any column, e.g., Percentage Complete, Updated Date, etc.

If a search request is pending, you can cancel it — this will prevent the search terms from being included in the search when it runs.

To cancel a search request, do the following:

  1. In administrative web console, navigate to Data Analysis → DSAR.
  2. Locate the Searches tab.
  3. Select queued search and click Cancel on the right.

You can use previous searches as a template i.e., clone the parameters of a previous search in order to minimize the time required to initiate a similar (or identical) search.

To template search request, do the following:

  1. In administrative web console, navigate to Data Analysis→DSAR.
  2. Locate the Searches tab.
  3. Select search and click Template on the right.

A new search window will appear, pre-populated with exactly the same criteria as above.

Create Search Requests

Search requests are generally batched and run as one (with the scheduled time set by the Super User/s), as this will deliver maximum performance, minimize impact across the estate and prevent delays caused by queuing. You can create as many search requests as needed.

To create a search request:

  1. In administrative web console, navigate to Data Analysis → DSAR.

  2. Locate the Searches tab.

  3. Click Add on the right.

  4. Complete the following fields:

    OptionDescription
    Case IDEnter Case ID. The Case ID is the unique ID given to the request, to allow tracking throughout the process. NOTE: If you choose an existing Case ID, you will be prompted to confirm that you want to run another search for the same ID. This will prevent multiple identical searches from being run for the same search request.
    Last Name*Enter the last name to associate search results with a particular individual. NOTE: The last name alone will be passed as a clue – the first name/s alone will not. The field is not case sensitive.
    First Name*Enter the first name to associate search results with a particular individual. NOTE: The field can be used only in conjunction with the last name.
    Email AddressEnter email address. Email addresses are unique, so if they are identified within a file, it should be deemed relevant to the request. NOTE: The field is case-sensitive.
    ReferenceSpecify additional references to identify an individual. You can add as many additional parameters as needed. For example: Customer reference, Account reference, Claim reference, Account number, etc.
    Enable Date SearchLimit your search by specific date range.

* - see Example

TIP: After discussion with stakeholders and customers, it has become clear that many subject access requests (SARs) are initiated as a means of finding specific information (e.g. former employees looking for a particular email trail, etc.). In this scenario, the data is far easier to find and collate if the only data retrieved pertains to a specified date range rather than ALL data.

Example​

This example describes the search mechanism for First name and Last name combination.

A search for First name(s) John Richard with the Last name Smith will be searched for as:

  • John R Smith
  • John Smith
  • John Richard Smith
  • J.R. Smith
  • J. R. Smith
  • Smith, J.
  • Smith, J R
  • Smith, JR
  • Smith

See also: