Automate tasks in Subject Rights Requests

Microsoft Power Automate is a workflow service that automates actions across applications and services. When you enable Power Automate flows for Microsoft Priva Subject Rights Requests, you can automate important tasks for cases and users, like creating tickets in ServiceNow or adding calendar reminders about due dates. To learn more about Power Automate, visit their documentation site.

Customers with Subject Rights Requests subscriptions do not need another Power Automate license to use the recommended Power Automate templates for Priva. These templates can be customized to support your organization and cover core subject rights request scenarios. If you choose to use premium Power Automate features in these templates, create a custom template using the Microsoft 365 compliance connector, or use Power Automate templates for other compliance areas in Microsoft 365, you may need more Power Automate licenses.

Create a new Power Automate flow from a template

  1. In the Microsoft Purview compliance portal, go to the Priva section of the navigation and select Priva Subject Rights Requests.
  2. Open the subject rights request you want to work with from the list and select Automate, then Manage Power Automate flows. This opens the Flows flyout pane.
  3. Use the New option and choose the template you want to use from the available options. From here, follow the prompts in the wizard to complete setup. Options will vary depending on your template type.

After you save an instance of the template, you must execute it from the subject rights request’s detail page so that the flow instance has the right context and ID. Open the request, return to the Automate menu, select the template, and select Run flow. You can see your past activities by selecting See flow run activity.

Power Automate templates in Priva

  • Create record for privacy management case in ServiceNow: This template is for organizations that want to use their ServiceNow solution to track subject rights request cases. You will be asked to enter your ServiceNow instance details, inclusive of an account to connect to ServiceNow. This account must have the ability to create an incident in ServiceNow and fill in incident details. Once connected to your instance, subject rights requests administrators will be able to create a record for the case in ServiceNow, and if needed, can customize what the template will populate into selected fields. For more information on the connector, see the ServiceNow Connector reference page.
  • Create a calendar reminder: This template is for setting due date reminders in your Outlook calendar for subject rights requests. The tool will populate certain details for you from the properties of the request, such as the name of the request and its due date. You can add descriptive details, specify recipients, and adjust other advanced settings.
  • Get files by tag for a subject rights request: This template allows you to search for files for your subject rights request that were given a specific tag. You can edit the flow to perform custom actions, or view the list of returned files to leverage for internal processes or tools.

Share a Power Automate flow

By sharing a Power Automate flow, you can add another owner and allow them to edit, update, and delete the flow. All owners can also access the run history and add or remove other owners. To share a flow, open the subject rights request you want to work with, select Automate, and then select Manage Power Automate flows. From this pane you can select an existing flow, then use the Share option to add a user or a group.

This pane also gives you the option to manage the embedded connections to services being used in the Power Automate flow. Changing these settings may affect your ability to execute the flow.

Edit or delete Power Automate flow

To adjust details of a Power Automate flow, open the subject rights request, select Automate, and select Manage Power Automate flows. From this pane, you can select an existing flow to view details. Use Edit in any section to change the properties, then save.

To remove the flow entirely, use the Delete option. It will remove the flow for all owners and uninstall it for all users. Previous flow instances will continue to run to avoid data loss. You can confirm your choice before the deletion is final.

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