Set up a sensitive list

Sensitive lists are non-regulatory lists. This can be used for projects concerning sensitive information or proactively for information that can be considered as inside information later on.

Create a new sensitive list

1. To open a new sensitive list, click the new list button.
   
2. Enter the name of the client related to the list. You can choose from a client already registered in the system from the dropdown list. For new clients, enter the name of the business manually.
3. Enter the corp reg. no of the client. If you chose an already registered client in the previous step, this field will be auto-filled.
4. Start filling in all the fields under basic information and add a project title. The project title will be visible for the persons you add to the list.
5. Under the sensitive information, specify what the information is concerning in further detail. For example, 'Confidential information regarding X'. This will not be visible to the persons added to the list.
6.  The date created field is auto-populated with the current date and time. Make sure that the correct date and time for when the information was identified is entered. Enter the time in UTC or local timezone depending on your settings.
7. Add the person who is responsible for the list.
8. Add additional notes if needed.
9. At the bottom of the form, add the email addresses of the sub-admins you want to give access to the list. The sub-admin who are not added here won’t be able to access or manage the list.
   
10. Once all relevant sections are complete, click the create list button.
    

Add persons

Now that your list is created, you can start adding persons to the list.

1. Press add person.
2. Enter the email address(es) of the person(s) you want to add. You can also add a contact group name. Contact groups can be created under the contacts tab.
3. Enter the date and time when the person(s) received the information. Enter the time in UTC or local timezone depending on your settings. 
4. Choose which email to send to the added person(s): 
   1. Send email with notice of obligations and link to form (to collect confirmation and personal details). 
   2. Send custom email instead of using the standard template. This will allow you to edit the email before sending it.
   3. Uncheck all boxes to avoid triggering an email to the person.

Proceed to Add member(s) to list.

Member status

Under Status in the list view, you can see if the status is complete or incomplete, which shows whether the person has or hasn’t filled in the form and confirmed that they’ve received and understood the information in the email. 

Edit added persons

If you click on edit next to a person’s email address in the list, you’ll access the person's form with their personal information. Here, you may make changes, if needed.

As an administrator, you are able to fill in the form for the person by entering all fields. Before saving, you may choose if you want to save the person as complete or incomplete. 
Remember that if you fill this out before the person has responded you need to separately notify the person of its obligation and collect a confirmation that it has received and understood.

At the bottom of the form, you can find the email history connected to this person. You can find which email has been sent out as well as the date and time stamp.  

Send reminders

1. If you want to send a manual reminder or a customised email to all persons on the list, use the send reminders button. 
   
   
   Use the default email template as content for your reminder or edit the template how you wish.  
2. To send a reminder to just one person, click edit next to their name in the list.
   
   Click send reminder to send the message to just that individual.
   

Delete list member

1. Click delete next to the person's name in the list.
2. A dialog box will ask you to confirm the deletion. Click proceed to delete the person.

List settings

1. To access the list settings, click the settings button.
   
   From the settings page, you can change the list's title, change the admin group managing the list, set the frequency at which you send reminders to members yet to confirm their details and add notes.
   
   

Audit trail

1. To access the audit trail, click the history button.
   

Here, you can find a full audit trail of changes and events made in the list, when they happened, and who actioned them. 

Export list

1. To export the list, click the export button.
   
   
   
2. Using the checkboxes, you can choose the content of your export. You also have the option to download the list as an Excel file. By default, it will be exported in pdf format.
3. Use the dropdown menu to choose the language in which you want the file to be.
4. Choose the date you want the export to reflect using the calendar function.
5. Click proceed to begin the download.

If your sensitive list is now considered as inside information? Read the article on how to convert your sensitive list.