Creating ‘Inquiry-handling system’ for Free ; Basic 3

Let's add a mechanism to get people to agree to the privacy policy!

Hi, there!

 

This is the third article in the series of “Creating ‘Inquiry-handling system’ for Free”, which are meant for people who want to make inquiry-handling work easier.

 

In the articles Basic 1 and Basic 2, we made a very simple inquiry form. And in this article, we are going to add a mechanism to get people to agree to the privacy policy.

 

agree-1728448

==Consent to the Privacy Policy==

 

In the first place, why do we need to get people to agree to the privacy policy?

 

In the inquiry form created in the 1st and 2nd articles, “inquirer name” and “phone number” are entered. These two items correspond to personal information. The act of accepting inquiries using this inquiry form is the same as collecting personal information.

 

In Japan, Amended Act on the Protection of Personal Information (promulgated in September 2015) is being prepared for enforcement by the spring of 2017. When this Act is enforced, all organizations are subject to this law.
* In the previous Act, small business operators handling 5,000 or less items of Personal Information were not subjected to this law.

 

In the Act on Personal Information Protection, the handling policy of personal information (hereinafter referred to as the privacy policy) that specifies its purpose of use etc. Must be explicitly specified when collecting personal information. Of course, the privacy policy needs to be properly understood by the person who provides personal information.

 

Based on these requirements, when collecting personal information through an Inquiry Form or the like, it is necessary to prepare a mechanism to clarify that the personal information provider (inquirer in the case of an inquiry) agrees to the contents of the privacy policy.

 

In the next section, I will explain how the inquirer can agree on the contents of the privacy policy and send inquiry contents.

==Make it checkable when agreed==

 

The appearance of the complete inquiry we will create this time is shown in the following image.

 

inquiry-step3-added-privacy-policy-item-form1

 

The Data Item of “Privacy policy” is added, and if the checkbox is not marked, it will prevent the entered information from being sent.

 

Let’s get started with the setting steps.

 

First, let’s log in to Questetra BPM Suite environment. If you have not yet acquired the Questetra BPM Suite environment, please refer to the Basic 1 article.

 

===Start the Process Modeler===

 

Although I have introduced the term Process Modeler suddenly, In fact, you have already used the Process Modeler in the articles Basic 1 and Basic 2.

 

The Process Modeler is a tool for creating a Process Model (something like an app), you drew a picture and set Process Data items in parts Basic 1 and Basic 2.

 
inquiry-step3-process-modeler

 

Since we will also use the Process Modeler this time, first I will explain how to start it.

 

After logging in, click where your name is displayed in the upper right corner and click on “Process Model Setting”.

 

go-to-process-model-settings

 

A page showing the Process Model list is displayed. You will see a Process Model name “Inquiry-handling” which you have created in the articles part Basic 1 and Basic 2. Clicking on the magnifying glass icon on the right of the name will bring up the detail screen of “Inquiry-handling” Process Model.

 

On the displayed detail screen of the “Inquiry-handling” Process Model, clicking on the “Edit” button right above the Process Model Diagram will start the Process Modeler.

 

inquiry-step3-process-model-details

 

===Adding Data Item of “Privacy Policy”===

 

When the Process Modeler is displayed, make settings by clicking on the “Process Data Item” tab on the top of the screen.

 

inquiry-step3-orocess-data-settings

 

Detailed settings are explained in the following procedure: (Look at the image below.)

 

  1. Click on the select box indicated as “Add” on the upper left side of the screen.
  2. Click to choose “Select” from the options in the drop down list.
  3. The new item is added to the bottom of the area on the left side of the screen. In the field to enter the name on the right half of the screen, modify the name to “Privacy Policy”.
  4. Click on the select box just beneath the name entry field and click to choose “Check box”.
  5. Mark the check box to the right of the word “Required”, just below this select box.
  6. There is a table beneath the “Required” checkbox, so click on the “Edit” button further to the right of this table.
  7. The setting window will be displayed. Two data have been set on the table in the setting screen. From these, delete the data at the bottom by clicking on the “-” icon to the left.
  8. Modify the value of the display label of the remaining data to “I agree” and close this window by clicking the X mark in the upper right of this setting window.
  9. There is an input column “Description” at the bottom right of the screen. Here, describe “Please read our <a href=”●● URL of where your Privacy Policy is published ●●” target=”_blank”>”Privacy Policy”</a>.

 

(Please substitute where ●● is indicated with the URL of where your Privacy Policy is published)

 

With the procedure indicated so far, a Process Data item named “Privacy Policy” has been added. Next, make this item checkable on the Inquiry form. Click on the “Process Diagram” tab at the top of the screen.

 

inquiry-step3-readwrite-settings

 

Detailed settings are done with the following procedure. (There is a moving image below.)

 

  1. The diagram created in Basic 1 and Basic 2 is displayed. Double click on the rounded symbol labeled Inquiry Form.
  2. The property screen will be displayed. The “Privacy policy” added earlier is displayed on the list of Data Items displayed in the lower half of the screen.
  3. To the right of “Privacy Policy”, there are radio buttons from which you can choose “Editable” or “No display”. Change it to “Editable”.
  4. Click on the “Close” button on the upper right corner of the screen to close the properties screen.

 

After that, press the Save button on the upper right corner of the screen to save the settings you’ve done so far. Then press the Close button on the right hand side. On the next screen, “Release” the Inquiry form following the method described in the Basic 2 article. After that, press the Save button on the upper right corner of the screen to save the settings you have done so far. Then press the Close button on the right hand side. On the next screen, “Release” the Inquiry form by the method described in the Basic 2 article.

 

I have created a video to help you understand because the procedure so far could be confusing using only written instructions. It also includes the method to Release it, so please refer to it as well.
 

==To confirm if it works==

 

The method of knowing the URL of the inquiry form is written in the Basic 2 article as well as the method to release it, so please refer to it. Do you remember, in the screen shown immediately after the Release, the procedure of double clicking on the rounded icon (FORM) in the Process Diagram?

 

Once you can check the URL, access the URL on your Web browser and check that the item “Privacy Policy” has been added.

 

In the item “Privacy Policy” you added, a checkbox allowing you to check “Agree” should be displayed. Below this checkbox, the sentence “Please read our “Privacy Policy” should also be displayed, and when you click on the text of the Privacy Policy, the page describing it should be displayed.

 

Remember that this text was described in the Description column when you added the Data Item “Privacy Policy”. If you write it in HTML format, you can create a hyperlink like this.

 

inquiry-step3-data-item-explanation

 

However, the reason to add it as a Data Item “Privacy Policy” here is to make it impossible to make inquiries unless the inquirer indicates he agrees to the Privacy Policy.

 

Let’s check how it works. If you click on the Submit button without checking “Agree”, the contents you entered will not be sent, the background color of the “Privacy Policy” item will change and the word “Required” will be displayed.

 

inquiry-step3-necessary-data-item

 

The procedure to check the behaviour is also shown in a video, so please refer to to it too.

 

◇◇

 

In this article (Basic 3), we added a mechanism to agree to the “Privacy Policy” to the simple inquiry form created in Basic 1 and 2. By doing this, it became an inquiry form that complies with the Act on Personal Information Protection.

 

In the next article, we will evolve it into a more convenient inquiry form, as we are going to add a mechanism to attach files at the time of making an inquiry.

 

By the way, the Inquiry-handling Process Model (Inquiry-handling app) created this time can also be downloaded from HERE. If you want to see the completed Model please download and import.
* Please refer to “Using Business Template for the First Time“, for the method of download and import.

 

That’s it for today!


 

Reference

About YAHAGI Hajime

幸せを生み出すITを追求するクエステトラの一味です。 国産の BPM ソフト Questetra BPM Suite で日本・世界を幸せにしたい。
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