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Data agents in subject rights requests for data beyond Microsoft 365 (preview)

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Data agents help automate the fulfillment of export and delete tasks. Subject rights requests for data beyond Microsoft 365 integrates with Microsoft Power Automate through a Priva connector. To learn more about Power Automate, visit the Power Automate documentation.

Data agent lifecycle

A user in your organization can create a data agent to help automate task functions. For example, a privacy data engineer in your organization might want to automate the fulfillment of creation of export packages or deleting the records as required in the subject rights request. To create a data agent, the privacy data engineer follows these basic steps:

  • Create a data agent and assign assets to it

  • Create a Power Automate flow using the Priva Subject Rights Requests Power Automate connector.

  • Link the data agent using Power Automate flow ID and publish the data agent.

Create a data agent

Follow these steps to create a data agent:

  1. On the Data agents page, select New data agent to open the data agent builder.

  2. On the New data agent flyout pane, you can leave the Power Automate flow ID blank for now.

  3. Enter a Name and Description.

  4. Select the Subject rights type of Export or Delete.

  5. Enter a user's name as the Owner of the data agent.

  6. At Classifiers, select one or more classifiers that are in scope for the request, then select Apply.

  7. At Variable name in Power Automate flow, enter a variable name for each classifier you selected, which is how the the classifier will appear in your flow. Keep a note of the names, which should be in sync with the variable name in your Power Automate flow.

  8. Select Create.

The data agent you created is now listed on the Data agents page in Draft status. Select the name of the data agent to view its details page.

If you need to make any changes, select Edit on the data agent details page, make your updates, and select Update. Or select Cancel to exit without saving changes.

Create a Power Automate flow

Depending on the request type of export or delete, you can create a Power Automate flow using the Priva Power Automate connector. With the Priva connector, you can:

  • Get subject rights request details.

  • Report request task status.

  • Upload export data.

With the above capabilities, you can create automated cloud flows for various data sources to automate task fulfillment.

Get the Priva Power Automate connector

  1. Go to the Power Automate home page.
  2. Select Connectors from the left navigation.
  3. Search for Priva in the Search connector box, then select the Priva connector.

Once the Power Automate flow is turned on, copy the Power Automate flow ID.

Now that you've copied the Power Automate flow ID, link the data agent by following these steps:

  1. On the Data agents page, select the name of the data agent.

  2. On the data agent's details page, select Edit.

  3. Enter the Power Automate flow ID in the Power Automate flow ID field.

  4. Select Update.

  5. On the data agent's details page, select Publish in the upper right corner of the page.

Once the data agent is published, all tasks created for the classifiers that are in scope for the data agent will be picked and processed by the data agent.

Example flow creation

Here's an example of creating a Power Automate flow to extract data using a classifier within Contoso HealthCare Data System:

  1. Sign in to Power Automate.

  2. Create a new automated cloud flows and select the Priva connector as the trigger.

  3. Sign in to the organization's Microsoft Priva account.

  4. Initialize two variables: patient_ID.

  5. Add a scope named Execute SRR task and add an action to get subject rights request details from the Priva connector.

  6. Add a filter array action to filter the data subject identifier by the patient_ID variable.

  7. Add a set variable action to assign the patient_ID variable to the first item of the filter array output.

  8. Add a fetch row action and select <target> and <target> column with value equal to <classifier_variable>.

  9. Add an action CSV file to write the data from the previous step in the CSV file.

  10. Add an action Priva upload export data, to upload the data to the task.

Based on the requirements, you can add scope and extra error handling.

Microsoft Priva legal disclaimer