Configure Priva settings

You can manage settings for Microsoft Priva by selecting the gear icon in the upper right corner of the screen. The options here allow you to set high-level preferences and customize key properties. This page provides an overview of the main Settings categories.


You can show anonymized versions of usernames within Privacy Risk Management features to users in certain roles. The anonymization feature replaces identifiable display names with a generic label in order to help mask your users’ identities while reviewing sensitive data. This option doesn't apply to the Subject Rights Requests solution.

User notification emails

Policies in Privacy Risk Management allow you to set parameters for evaluating potential privacy risks in your environment. When a policy match is detected, Privacy Risk Management can send an email to your users with recommendations on corrective actions to take and a link to privacy training. In Settings, you can enable or disable the email notification capability of Privacy Risk Management as a whole. If notification capability is turned off in Settings, all emails will be disabled. To learn more about policies, see Create policies in Privacy Risk Management.

Teams collaboration

Integrate Microsoft Teams capabilities with Priva Subject Rights Requests to enhance collaboration with stakeholders. Selecting the checkbox to Turn on Microsoft Teams capabilities for subject rights requests will automatically create an associated Teams channel for each request. Users can be added to the Teams channel from the request’s Collaborators tab.

Turning this feature on will apply Teams capabilities to all requests. Unchecking the box will turn these capabilities off for all requests. Learn more about collaboration during the data review process.

Data matching

Use this section to upload data schemas that describe attributes of your data subjects, which will help identify the correct data subject when searching for personal data within your Microsoft 365 environment. Schemas and rule packages are created and uploaded in XML format. Under Personal data upload, you can also submit personal data that matches a provided schema. You can create and upload your own file or choose to upload personal data from Azure. Learn more about Data matching for Subject Rights Requests.

Data retention periods

This setting is related to Priva Subject Rights Requests. It allows you to control your preference for how long you want to retain collected data and reports generated after the request is closed. This can be set to 30 or 90 days, and applies to all subject rights requests you create. We recommend verifying that your data retention periods comply with your organization's policies and legal obligations. Learn more about data retention for subject rights requests.

Data review tags

Data review tags can be used to mark content items that are retrieved in a subject rights request. This area of settings allows you to manage your tags. Priva provides three default tags: Follow-up, Delete, and Update. These tag names can't be edited, but you can provide a description for these tags that's meaningful for your organization.

Priva also provides two custom tags that you can name and define for your organization's use. You'll see these listed as Custom Tag 1 and Custom Tag 2 until you edit the names.

Follow the steps below to edit tag names and descriptions:

  • From the Priva Settings page, select Data review tags.
  • Find the tag on the list that you want to edit and select the Edit pencil icon next to its name.
  • In the flyout pane, make your edits in the available fields. For system tags, you can only edit the description. For custom tags, you can edit the name and description.
  • When you're done, select Submit to save your changes.

Tag settings apply to all subject rights requests.

Learn more about applying tags when reviewing data for a subject rights request.