Integrate and extend through Microsoft Graph API and Power Automate

You can integrate Priva Subject Rights Requests for data within Microsoft 365 with your existing business processes and tools by using the Microsoft Graph Subject Rights Request API. You can also extend the automation capabilities of Subject Rights Requests by using built-in Power Automate flows for tasks such as setting calendar reminders and creating cases in ServiceNow.

Microsoft Graph Subject Rights Requests API

The Microsoft 365 Subject Rights Request API offers a simple yet powerful way to introduce automation to your existing subject rights strategy. When an individual requests information from your organization, our APIs allow you to create those requests within Microsoft 365 based on the criteria for that request. You can create the subject rights request in Microsoft 365, keep track of its progress, and acknowledge when the request has completed processing and the content is ready to retrieve.

Our APIs are available for anyone to use to make their solutions more extensible, such as ISVs, partners looking to accommodate Microsoft 365 in their solutions, and organizations looking to use the APIs with their line of business applications.

View the full documentation at Use the Microsoft Graph subject rights request API.

Power Automate templates for Subject Rights Requests

Microsoft Power Automate is a workflow service that automates actions across applications and services. Subject Rights Requests includes built-in Power Automate templates to help users manage subject rights requests. Users can set up automation flows for processes like creating tickets in ServiceNow and adding calendar reminders about due dates. To learn more about Power Automate, visit the Power Automate documentation.

If you've purchased a Subject Rights Requests subscription, you don't need a separate Power Automate license to use the recommended Power Automate templates. These templates can be customized to support your organization and cover core subject rights request scenarios. However, you may need extra licenses to use premium Power Automate features in these templates or to create your own template.

Available templates

  • Create record for Priva privacy management case in ServiceNow: This template is for organizations that want to use their ServiceNow solution to track subject rights request cases. You'll be asked to enter your ServiceNow instance details, inclusive of an account to connect to ServiceNow. This account must have the ability to create an incident in ServiceNow and fill in incident details. Once connected to your instance, subject rights requests administrators will be able to create a record for the case in ServiceNow, and if needed, can customize what the template will populate into selected fields. For more information on the connector, see the ServiceNow connector documentation.

  • Add a calendar reminder to follow up on a Priva privacy management case: This template is for setting due date reminders in your Outlook calendar for subject rights requests. The tool will populate certain details for you from the properties of the request, such as the name of the request and its due date. You can add descriptive details, specify recipients, and adjust other advanced settings.

  • Get files by tag for a Priva subject rights request: This template allows you to search for files for your subject rights request that were given a specific tag. You can edit the flow to perform custom actions, or view the list of returned files to use for internal processes or tools.

Create a new Power Automate flow from a template

  1. In the Microsoft Purview compliance portal, select Priva Subject Rights Requests in the left navigation.

  2. Find the subject rights request you want to work on and select it from the list to open its details page.

  3. In the upper right corner, select Automate, then select Manage Power Automate flows to open the flows flyout pane.

  4. Select New and choose the template you want to use from the available options. From here, follow the prompts to customize and add steps to finish building the flow. Options will vary depending on which template you use (see template types below).

  5. When you're done, select Save.

After you save an instance of the template, you must run it from the request’s detail page so that the flow instance has the right context and ID. Open the request, return to the Automate menu, select the template, and select Run flow. You can see your past activities by selecting See flow run activity.

Share a Power Automate flow

Sharing a Power Automate flow lets you add another owner and allows them to edit, update, and delete the flow. All owners can access the run history and add or remove other owners.

To share a flow, open the subject rights request you want to work with, select Automate, and then select Manage Power Automate flows. From this pane you can select an existing flow, then use the Share option to add a user or a group. This pane also gives you the option to manage the embedded connections to services being used in the Power Automate flow. Changing these settings may affect your ability to run the flow.

Edit or delete Power Automate flow

To adjust details of a Power Automate flow, select Automate in the upper right corner of a request's details page, then select Manage Power Automate flows.

From the Power Automate flows pane, select the flow you want to edit, and select Edit from the command bar to edit or add steps. When done, select Save.

To delete a flow, select it from the list on the Power Automate flows pane and select Delete from the command bar. The flow will be removed for all owners and uninstalled for all users. Previous flow instances will continue to run to avoid data loss. You'll be asked to confirm before the deletion is final.

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