How to create search templates in Data Cleaner
Overview
Our guide helps Jira administrators to create simple search templates in Data Protection and Security Toolkit for Jira to search for personal user data easily.
Find out how to set up templates for searching different types of user-identifiable data like email addresses, phone numbers, and credit cards numbers in no time!
Data Cleaner Dashboard
Open the Manage apps tab and navigate to the section Data Protection and Security Toolkit/Home. Find the Data Cleaner button, click on it and see the Data Cleaner — Dashboard page.
Search templates creation page
Find Custom anonymization templates at the Dashboard.
You can create your own template with the Create Custom template button, or use a predefined template to search for Personally Identifiable Information (PII) by clicking on the Create PII cleanup template button. Let’s use the last one and click on it.
Notice our announcement about rules and click Create.
Take a look at the Edit Template page. As the template is predefined, all its parameters are already set up, and you can directly start using it.
Scope configuration
Let’s take a look at the Scope configuration parameters in detail:
Parameter Name | Default Value | Description |
|---|---|---|
Template name | Personally Identifiable Information Template | The name is predefined and will be displayed at your Dashboard. |
Scope (JQL) | project is not EMPTY | Here you can set where the search should go through. This JQL request involves all the tickets in the instance. |
Fields | Summary, Description, Comment, History | Here you can set which Fields the search should go through. |
Data Processing Rules
At this tab, you can define what exactly you are going to search for. Rules for Standard international phone numbers, Email addresses and Standard credit card numbers are already added and enabled.
Post Functions
At this tab, it’s set how you can react to search results. See the enabled parameter Add comment to the ticket. You can disable or delete it with Actions menu/Disable or Actions menu/Delete if you want just to find the personal data and analyze the scope of affected tickets.
Reporting Options
The tab for this template is empty by default.
Scheduling
The tab for this template is also empty by default.
Click the Save button at the top of the page to save your changes and see the Dashboard again.
Search with Personally Identifiable Information template
At your Dashboard, you can see the created template.
Click on the Search button at Action's column to start the search of personal user data. It can take some time depending on the amount of content and tickets in your Jira.
When the search is done, you see its dates and the message “Task finished“ at the Status column. Click on it, and you’ll see the results on the Data Cleaner — History page.
On this page, you can see all names of the affected tickets (Issue column), fields where the data was found (Field column) and the data itself (Affected content column). We’ve found two tickets in our example with an email address in the Comment field and a credit card number in the Description field.
All found elements can be directly anonymized with the Start anonymization button at the top of the Data Cleaner — History page. You can also anonymize it one by one using the Actions menu/Anonymize option for anonymization only those elements which should be anonymized.
Open a ticket by clicking on the name, and you’ll find the ticket details if you need to check the information:
After everything is set up, you can go back to the Data Cleaner — History page and start searching again with a Search button (loupe picture at the top of the page). It can be very useful if you need to check the differences and find new existing content which matches your search pattern.