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Overview
Sometimes you will have to anonymize the content of a specific user, perhaps because he's leaving the company. We build our tool to not only make this possible. We also implemented some other possibilities for specific use cases. You can choose between various Options options for the anonymization as it fits your requirements.
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The “User Anonymizer” module allows you to change all the references in issue pickers (like assignee, reporter, etc.), user mentions in text fields (like description, comments, etc.), various ownership (like work log authors, attachment authors, etc) form a source user, to some target user. A source user is a person who should be anonymized. The target user could be a real person, who becomes an owner of all the content of the source user, or some special service user (read more about service user App configuration).
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Panel | Option | Description | ||
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Users to be anonymized | Source Users | User picker field. User (s) to be anonymized. It could be one person or multiple users from some group | ||
Content changes | A first tab represents all the content-related changes (in tickets, comment, attachments, work logs, etc.) | |||
Target User | User picker field. Only one user could be selected | |||
JQL | Scope definition. Anonymization will process only selected tickets | |||
Various fields (user pickers, text fields, etc.) … | Checkboxes. Fields to be changed. You should select at least one field to start anonymization | |||
Shared objects changes | The tab represents all the changes related to shared objects. In most cases it is very important to change ownership of shared objects from source user to some real user, who will be responsible for these shared objects | |||
Target User | User picker field. Only one user could be selected. Select some real person who will take care of all the affected shared objects | |||
Various shared object types (dashboards, filters, etc.) … | Checkboxes. Shared objects which ownership to be changed. You should select at least one type to start anonymization | |||
Global changes | The last tab represents all the changes that we can make in general with the source user.
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Quick anonymization process
Select one or multiple Source Users
Select “Content changes”
Select “Target User”, same as you “Service User”
Check all the content changing options
Click “Get affected content (dry run)”
Check the affected tickets
If everything OK - click “Execute” to start the anonymization
Get affected content (dry run) vs Execute
“Get affected content (dry run)” function does not make any changes in the Jira! It is just looking for affected content and shows it on the page.
“Execute” starts the anonymization process. Anonymization is permanent and irreversible. After successful anonymization, you will not be able to view previous content related to the Source User.
Erasure requests
Provide the ability for users to ask for delete\anonymize their personal data. This function is very useful if an employee leaves the company. In this case, he can make a direct request, for deleting his data.
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The user goes to his profile and clicks the button
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He confirms the request for erasure his data
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Now he confirms the erasure request
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The admin gets the erasure request and can get the act on it
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How a user can ask for erasure:
Open profile page
Click to “edit” for GDPR settings
Click “Request the erasure of my data” and confirm sending the request
Jira administrators will get all the anonymization requests in the “User Anonymizer” module or on the “GDPR and security home” page.