Set up workflow and email templates

Two kinds of template do the repetitive work for you: workflow templates create the right tasks automatically, and email templates control the wording of every message a requester receives.

Workflow templates

A workflow template is a checklist of collection tasks (each pointing at a data source) that is applied automatically when a matching request arrives.

You can scope a template by request type and by jurisdiction. When several templates match, the most specific one wins. A sensible starting set:

• A general "Access request" template that creates one task per major data source.
• An "Erasure request" template that also includes a task to confirm deletion in each system.

Each task inherits the request's deadline, and tasks routed to a contact owner send that secure email link automatically.

A template can also carry its own SLA in days. If it's shorter than the request's legal deadline, the due date is tightened to match your internal target. It never loosens the legal deadline.

Set these up under Settings, then Workflow templates.

Email templates

Every subject-facing email (confirmation, verification, delivery, refusal, and the rest) has a default wording that you can override per template under Settings, then Email templates.

• Placeholders like {{reference}} and {{due_date}} fill in per request. Required placeholders are marked, and you can't save a template without them.
• Links can carry a friendly label, written as Track my request, so requesters see a button-style link instead of a raw URL.
• The preview uses your organisation's real branding and a realistic sample request, so what you see is what a requester gets.

Next

Time to run a request end to end.