During the current Development Sprint, we are focussing on some updates which will assist you in getting your CMAP data ready for the new Data Protection Legislation coming at the end of May 2018. Here's a heads up on the CMAP developments that will be going live w/c 14th May.
GDPR is a new EU Regulation coming into effect from the 25th May 2018 which aims to give control to EU Citizens and Residents over their personal data.
As CMAP is used to store data relating to individuals, e.g. contact records, we have completed an extensive review of CMAP functionality to ensure that you have all of the tools required to remain GDPR compliant.
The good news is, the majority of the tools required are already in CMAP, however, there are a couple of things which we are about to introduce which will help you with this process. See below for more information.
We recommend that you take this opportunity to tidy up your CMAP contacts if you haven't done so already.
Previously, when you selected to delete a contact in CMAP, the record will have been removed from view but in reality, they were simply archived behind the scenes so that any dependent data would be protected.
Dependent data would be things like projects, invoices or activities that the record may have been attached to.
As part of GDPR legislation, we are now required to offer a full and final Delete facility in CMAP.
The functional changes for you are minimal, contacts will still be removed in the same ways as before; by using the delete facility in the actions menu of an individual contact, or by using the select and delete facility in the contacts grid.
However, when you do this, the record will be fully deleted from CMAP and any dependent projects or invoices etc. will have the contact details removed from them. These fields will simply be blank and ready for you to update again.
You will also see a different warning message when deleting, aiming to make sure that this is only done when absolutely sure, as any records deleted will be completely irretrievable.
If you choose not to permanently delete a contact, you could of course edit the record to anonymise the details. Edits can be made either in the individual contact record or by using the contacts grid.
Deleting contacts will be controlled by the 'Full Control' security permission on Contact Details, so only users with this level of permission will be able to permanently delete contact records.
As part of this, we will be removing all current archived contact information from all CMAP Databases which means that any archived data will no longer appear on projects, invoices etc.
The second update we will be making is related to individuals who do not wish to be contacted. You may need to keep their details for valid reasons but you will be able to mark them as ‘do not contact’ using the Actions menu in the contact record.
We will be updating the name of the 'Email Marketing Status' panel to be 'Contact Preferences' which is where you can see the status of the contact and other useful contact preference information.
And finally, this one isn't GDPR related, but we are also making some changes to what happens when you run reports in CMAP.
It used to be that a number of CMAP reports would run automatically as soon as you selected the report from the menu, and yet some would ask you to select filter options first.
We're looking to make this more consistent for all reports. It can be frustrating when a report takes time to run, for you then to have to apply a filter and run it again. So we think it would be better for you to select the filter options first and once you have selected these, you'll just click 'Run' to get the report results you need the first time around!