Skip to main content

Entity Checks

Entity Checks provide a way to identify entities within the system that meet very specific (configurable) criteria and a process managed on the system to take specific actions in order to manage these entities. Entity Checks have been introduced into Fenergo SaaS to act as a system control and backstop to ensure that Data Protection obligations are being met. The first Entity Check introduced in Fenergo SaaS is the Orphan Entity check.

Orphan Entity​

An Orphan Entity is defined as an entity in the system that is NOT a client and is not connected to any clients within the system - it represents and entity that likely should be flagged for eventual deletion. The Entity check feature allows a client to define the specific criteria in Fenergo SaaS to identify Orphan Entities in the system so that they can be put through Offboarding in order to have a "Data Deletion Process" created for them (putting those entities in run-off for eventual data deletion).

Data Protection Dashboard​

A new Dashboard has been introduced to help users manage entities that were processed via an Entity Check. The new "Data Protection Dashboard" can be found in the Dashboard Shelf. Access to this dashboard is controlled via the "Data Protection Dashboard Access" permission.

Data Protection Dashboard

The "Data Protection Dashboard" has two sections:

  1. Matches: Displays entities that meet the Entity Check Criteria when the 'Action' specified is "Show Entities on Dashboard"
  2. Actioned: Displays entities that have been actioned for Data Protection (this includes entities that meet the Entity Check Criteria when the 'Action' specified is "Initiate Full Offboarding" and entities that are actioned from the Matches dashboard

Data Protection Dashboard, Matches & Actioned

Entities that are listed on the "Matches" portion of the dashboard can be actioned by the user to initiate a Full Offboarding and once actioned, the Offboarding Journey is initiated and the entities are removed from the "Matches" portion of the dashboard and moved to the "Actioned" portion of the dashboard.

Data Protection Dashboard, Interaction

Configuring Entity Checks​

Within the Data Protection domain, the user can to navigate to the "Entity Checks" page.

Entity Checks

From the "Entity Checks" page, the user can interact with the "Add" button to create a new Entity Check. At this time, on ONE entity check configuration can exist per tenant (given that only one Entity Check 'type' currently exists).

Add an Entity Check

The user creates the Entity Check by specifying the key information:

  1. Name: The name of the Entity Check
  2. Type: The type of the Entity Check (Presently, only one value exists - "Orphan Entity")
  3. Check Frequency: The frequency that the system will execute the Entity Check against the specified conditions/criteria
  4. Expiry Period: How long an actioned (offboarded) Entity Check should display on the 'Actioned' tab of the Data Protection dashboard
  5. Action: The type of action that the system will take when identifying entities
  6. Save: Saving the configuration
  7. Add: Adding conditions to the configuration

Entity Check Configuration

For the Orphan Entity Check, two actions are possible:

  1. Initiate Full Offboarding - this will result in all of the entities identified through the Entity Check to have a Full Offboarding Journey automatically initiated for them
  2. Show Entities on Dashboard - this will result in all of the entities identified through the Entity Check to be added to the Data Protection dashboard for review and actioning by an operational system user

The Entity Check feature allows the user to select from specific fields that are tied to the "Source" Entity Check that were specifically introduced to help identify an entity that could be considered an "Orphan" in the system. The following attributes have been included:

  1. Entity Age: Criteria to identify entities of a certain age (e.g. Older than 30 days)
  2. In-Flight Journeys: Criteria to identify entities that do not have any in-flight journeys
  3. Is Client: Criteria to identify if the entity is a Client
  4. Policy Status: Criteria to identify if the entity has any In-Scope Policies
  5. Relationship Has: Criteria to identify entities that do not have any "Has" Related Party connections
  6. Relationship Is: Criteria to identify entities that are not an "Is" Related Party to another entity

A recommended configuration for the appropriate conditions to identify Orphan Entities can be seen here:

Entity Check Configuration