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Configure Priva settings

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Note

The settings explained on this page pertain only to Privacy Risk Management and Subject Rights Requests for data within Microsoft 365.

The Priva Settings page is where you can adjust various settings related to Privacy Risk Management and Subject Rights Requests for data within Microsoft 365. The access point for settings depends on which portal you're using to access Priva:

  • In the new Priva portal (preview): Select the gear icon at the top of the page, then on the Settings flyout pane, select Microsoft Priva.

  • In the classic Microsoft Purview compliance portal: On any page within Privacy Risk Management or Subject Rights Requests, select Settings, next to Learn more, near the top of the page.

Anonymization

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

For Privacy Risk Management policies, you can elect to have user notification emails sent to users when a policy match is detected. These emails bring users' attention to an action or event that met the policy's conditions, and contains recommendations on corrective actions to take and a link to privacy training.

In Settings, select User notification emails on the left navigation. Email notifications are enabled by default, which gives you the ability to send email notifications on a per-policy basis. To disable emails, uncheck the box next to Send user notification emails to users, which doesn't allow you to send emails for any of your policies.

The User notification emails section in Settings is also the place from which you can designate an internal email account as the sender of the emails.

Get full details on how to set up and customize user notification emails:

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 automatically creates an associated Teams channel for each request. Users can be added to the Teams channel from the request’s Collaborators tab.

Turning on this feature grants Teams capabilities to all requests. Unchecking the box turns off these capabilities 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. The attributes 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. There are 23 total tags. Two are default tags: Follow-up and Update. The default tags' names can't be edited, but you can provide a description that's meaningful for your organization. The other 21 tags are custom tags that you can name and define for your organization's use.

Follow these steps 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.

Microsoft Priva legal disclaimer