1. Definitions:
  2. Login Screen & Credentials:
  3. GDPR Dashboard Overview.
  4. Overview Tab.
    1. GDPR Items.
    2. Data Sources.
    3. Build Up of Privacy Data Over Time.
    4. Progress.
  5. Landscape Tab.
    1. GDPR Risk Radar.
    2. User Group Access to Data Sources.
    3. GDPR Items Per Data Source.
    4. User Group Access to GDPR Items.
  6. Issues Tab.
  7. Object Review.
  8. Tags.
  9. Privacy Data Tab.

        1.    Definitions:

  • Data Record: a record from a structured data source;
  • GDPR Item (token): A personal data record (e.g. name, email or IBAN);
  • Data Record = Data type = GDPR item = GDPR token;
  • PII = Personally Identifiable Information;
  • Object: any record or file in the data set (e.g. email, PDF or presentation);
  • Issue: any Personally Identifiable Information (PII) matched by the GDPR engine;
  • GDPR Score: a fuzzy number that is calculated over the issues based on GDPR items’ variety, sensitivity and number within the object;
  • Data collection: a combination of data from different sources;
  • Data Source: a system or an application containing objects (e.g. CRM system, mail server, file share);
  • Resolved issue: an issue with the tag “Resolved”;
  • Unresolved issue: an issue with the tag “Unresolved”;
  • Data tab: a pre-set data collection visible as a tab in the user interface;
  • Open share alert: an alert triggered when an object containing PII is available to the high risk Active Directory (AD) groups;
  • Outgoing data alert: an alert triggered when an object containing PII is being transferred outside of the company.

        2.    Login Screen & Credentials:

Login to INDICA GDPR with your user credentials (username and password).


        3. GDPR Dashboard Overview

After login, you will be  redirected to INDICA  GDPR Dashboard section, which  consists of 3 main tabs:


1) Overview: High-level  summary of all GDPR information, activities and  numbers.

2) Landscape: Risk map  and personal data distribution across your company’s infrastructure. 

3) Issues: The list of  risk related objects and the progress. 


You can navigate between them on the  top of the screen. 


INDICA  GDPR Dashboard  section is a visual representation of all PII (issues) detected by  INDICA. Detailed description of INDICA Search interface is in the INDICA Object Review article. You can access the  INDICA Search interface at any time by pressing the ‘Open in INDICA’ button on  the top right side on the Status bar.

The Status Bar  is located under the main tabs. It shows the total number of issues, the amount  of resolved and unresolved issues, the open share and outgoing data alerts. 


Status bar remains the same in all  dashboards. 

Please note that the total number of issues will be  high by design as INDICA classifies any object containing PII as an issue unless configured  differently.

The INDICA administrator can make a list of email domains and IBANs that will be recognized as corporate, so that they will not be identified as issues. Using additional risk mapping the administrator can further fine-tune the results. You can read about how to do it in the GDPR Administrator guide. 


When an object is recognized as an issue, it is automatically tagged  as “Unresolved”. To resolve an issue, you need to delete all existing tags and manually  tag it as “Resolved”. Any changes you make will be automatically reflected on  the dashboard. 


An Open Share Alert is triggered when an object containing  PII is accessible to high risk AD groups. 


The INDICA administrator can create a  list of high risk AD groups in the Administrator panel.


An Outgoing Data Alert is triggered when an object containing  PII is being transferred outside of the company.


Your administrator will be able to  configure which personal information is safe to share with whom, as well as  what is to consider as a personal information.


On the left side of the screen  you can see filter options. You can  apply/cancel/reset filters by clicking on the corresponding circle. Your choices will be automatically reflected on the dashboard. To reset  all filters, you can reload the page.


Filters are applicable to all dashboards,  filters  will be  reset when switching to a different dashboard. Filters will also affect  the Status Bar.

4.    Overview Tab 

The Overview Tab provides the real-time  information about the personal data stored in your company and shows your  progress in resolving GDPR issues.


1)     GDPR Items


The table on the left side shows the amount of issues categorized per  GDPR token. The pie chart shows tokens attribution to the  total count. Inside the pie chart is  the total number of GDPR issues recognized by INDICA. 


GDPR Item/token is a personal data record (e.g. name, email or  IBAN).


To view all objects containing a certain type of GDPR item, click on the corresponding colour in the pie chart and you will be redirected to INDICA for object review. 

2)     Data Sources


In the right of Data Sources diagram, you can see  the total number of objects within your company. The table shows a list of data  sources connected to INDICA appliance and the number of objects stored in each  data source.


Please note that the data source does  not equal to the data collection. Data source refers to the real IT systems and  applications connected to INDICA (e.g. CRM system, mail server, file share).


To view all objects within a specific data source, click  on the corresponding colour and you will be redirected to INDICA. 


The number of results presented in the INDICA Search  interface might be different from the number of objects shown in the dashboard.  This happens because INDICA provides the data collection excluding duplicates.  To learn how to review duplicates please read Object Review article.

3)     Build Up of Privacy Data Over Time


In the left bottom  graph, you can see when the objects containing certain GDPR items were created. The  y-axis shows the amount and type of personal data created, and the x-axis  represents the timeline. Based on this information, you can detect trends.

To view all objectscreated in a specific time period,  click on the corresponding colour and you will be redirected to the requested  data collection in INDICA.

4)     Progress


In the Progress dashboard, you can see  the number of issues that were reviewed/not reviewed based on the creation date  of the object.

To view all solved/unresolved issues  corresponding to the objects created in a certain time period in INDICA, click  on the corresponding colour.


5.    Landscape Tab

Filters are  applicable to this tab. 


1)     GDPR Risk Radar


The GDPR Risk Radar maps the risk  severity of objects based on the GDPR score and the  number of users who have access to the objects. The higher GDPR score is and the  more users have access to the object the higher risk is considered. The GDPR  score is calculated based on the sensitivity, amount and the variety of GDPR  items detected within the object. 


GDPR items sensitivity can be  customized in the Administrator panel. 



You can hover over a  dot to see the exact GDPR score, the number of users and the number of objects.  A single dot represents one object. Bigger dot represents a collection of objects  grouped by the same GDPR score and accessibility. Click on the dot in the graph  to view the underlying objects in INDICA.


When you hover over  a small dot and see the [Count: 6] it means that an object has 5 duplicates. When  you click on this dot you will see all 6 identical objects in the INDICA Search  interface as if you have been reviewing duplicates. 


2)     User Group Access to Data Sources


The graph indicates which user groups  have access to which data sources. The lines in the dashboard tie the user  groups to the data sources they have access to.  

When you hover over  the line you will see how many objects a user group have access to within a  data source. 

General speaking, you only want to  see the user groups per IT system that should have access to that system.


3)     GDPR Items Per Data Source


The graph provides an overview of the GDPR items’  distribution per object type and their relative shares across data sources. To  see which GDPR items are detected within a certain object type click on the  corresponding part in the graph. 

4)     User Group Access to GDPR Items


This graph represents the availability of GDPR  items to user groups. Hover above an object type to gain more insight. Click on  a user group to see which GDPR items are available to what user groups. The  size of the section represents its relative share.

6.     Issues Tab


This tab is fully dedicated to  the privacy issues. It contains a full list of privacy  issues  and the graphs on the right side represents  your total progress. 


The pie chart is a visual representation of the workflow status. In the line chart below, you can see  the number of issues that were unresolved/resolved based on the creation date  of an object. To review all resolved/unresolved issues corresponding to objects  created in a certain time period, click on the corresponding colour.

You can filter  the privacy issue list by risk level, data type  or time period. You can preview an object from the list by hovering above the “Preview” button. Preview window will show the corresponding GDPR score, summary of the content and user groups access. To review an issue, click on it  and you will be redirected to INDICA. In the Object review  article you can read how to work with INDICA to review issues.

7.    Object Review

1) INDICA Home Page Overview


INDICA is the main workspace to review issues and gain  insight of your data. 

On the Home page, you can see the list of data  collections, list of objects, all possible filtering options, search options  and tagging functionality. 


The bar on top provides the list  of data collections with the number of objects they contain. The “GDPR” button on the right side leads to the Dashboard. You can further access your account settings and customer portal to find all user guides or ask questions.


Pre-set  data collections are visible only if the INDICA administrator enabled this  feature and set up queries to build them in the Administrator panel. In case Privacy  data tab feature is enabled, the data collection will also appear on the top  bar together with other data collections. 


You can navigate among data  collections by clicking on them. The “Start” tab shows objects  from all data sources except Privacy Data tab. On the  bottom of the page you can see the list of objects you are going to operate with.


On the top right side, you can see the number of unique objects in the list and the number of  duplicates. 



With INDICA you can narrow  down the list of objects and work with the most relevant objects. To work with a specific data collection you can apply searches, use filters or choose the pre-set collections. You can search through  the objects by typing in key words or phrases in the Search Bar. You will see a  list of results ranked by relevance. To learn more about the search options and engine capabilities please read eSearch  Overview article. You can also build  and save advanced queries to find specific objects. You can view the query list by pressing “Saved queries” button. Please read Advanced queries  article to learn how to build them. 


In case object does not appear in the  search result, it means that you either do not have the  right to access it or it does not exist (anymore).


You can follow your progress  on the workflow tab. Press the arrow to access it. You can navigate by clicking  on the stage you would like to review. As a result, you will get a list of  objects that belongs to the workflow step.


2) Filtering Capabilities.


On the left you can see most  of the filtering options with number of results within  each filter. You can apply several filters at  the same time. You can also choose a time period (under  the Search bar) to review the objects created in certain dates. 


You can search through the filtered  list. You can apply multiple filters to pre-set data collections.

In  case an object does not appear in the search results but filter count is not 0 it  means that you do not have the right to access it. In case the system does not provide you with the needed  filter, it means that there are no files corresponding to the certain  parameter.

Another option is to review  the data using built-it visual filters.  To access them press “Visual filters” button. In the pop-up window, you will be  able to choose the best suited visual representation of your data: 

  • World Map 
  • Relations
  • History
  • Email map



If you click on the element in  the visual you will be redirected to the object or list of objects  corresponding to it. To learn more about visual filters please read Visual Filters  article.

3) Tagging


Under the time span  there is an area dedicated to tags. It allows users  to  grant/remove/change tags to multiple objects (on the current page or all data  collections).  Tag names can be added/configured  in the INDICA admin section. 

Please read more about tags in the Object review.

4) Object review

This article will describe all  operation applicable to a single object or multiple objects. 


What you can do  without opening an object. Every object on the list have  the following instantly visible properties: 

  • Name
  • Date of creation
  • Size
  • Unique id
  • Location
  • Number of  duplicates
  • Tag


In case an object property is not  visible it means that this attribute is not applicable to this type of objects.


 You can undertake the  following actions:

  • Download the  original object on your computer
  • Find similar objects

When you  press a button “similar  document” INDICA automatically builds an advanced query using the first 30 key  words within the initial object. The results of this query will be presented as  similar documents. Results will be shown upon relevance. Accuracy of the  results depends on the length of the objects’ content, the longer the better.  Please review the results before performing an action. 


Press  on “Duplicates” to be redirected to the list of  duplicates. Duplicates are marked based on the actual content of a document.

  • What you can do  after object is open

To open an object,  simply click on it and you will be redirected to the Item details page.You  can move back and forth through the list of objects by pressing the arrows on the top right side of the page.

Item  details page allows to review content of the object, delete/change/ assign  tags, download PDF or original file. You can read more about tagging and its  usability in the Tags article.


Please note INDICA operates with the  mathematical model of your data. When opening an object in INDICA (Item page)  you are not working with the original object. You are never able to create,  delete, change or anyhow process the original data with INDICA. In case  original object is changed it will be reflected in INDICA if the (continuous) scanning feature is enabled.


Press on the arrow on the right above the document content to view meta  data of the object. It contains a variety of different properties depending on  the object type. 


Properties typical for every object – owner, creation date, GDPR items,  access control list.


The list of GDPR items contained in the object is located on the bottom  of drop down window. It is followed by the access control list. This  information might be useful to delegate risk mitigation to the object owner. 

8.     Tags

Tags are very important in the process of issue  and object review. Tags allow to sort issues and track the overall progress.  There are 2 default tags: “Resolved” and “Unresolved”.


INDICA  administrator can add as many tags as needed in the Administrator panel. 


All the objects containing GDPR Items are  automatically marked with the “Unresolved” tag unless it was configured  differently.

INDICA administrator can make a list of email  domains and IBANs that will be recognized as corporate and will not be  identified as issues. Using additional functionality, the Administrator can  teach INDICA to “skip” certain PII, so they are not identified as issues. You  can read how to do it in GDPR Administrator guide. 


Other tags are assigned manually. An object might  have multiple tags. 


To manipulate with the tags of a certain object,  open the Item details view. On the top left you will see the list of existing  tags assigned to the object. You can delete them pressing the cross. To add a tag  press “+ tag” button, choose the tag from the drop-down list and press the  “Save” button. The changes will apply automatically and will be reflected in  all dashboards and filer views. 


You can also manipulate with the tags of multiple  objects. This functionality is available on the main (Home) INDICA page above  the list of objects.


Before making changes, you need to select objects.  You can do it by ticking the box next to the file creation date. Alternatively,  you can press the “Select all” button and choose to select all objects or objects  listed on the current page. When you selected objects, you can manipulate with  the tags. 


Purposes  of tags: 


1) Resolve issues

  When you mark an object (issue) as resolved. It  will reflect on the progress dashboard. 

2) Create a list of objects to delegate the risk mitigation

You can assign a custom tag to an object or  multiple objects and then delegate their review to the object owner or  responsible employee. 

After the custom tag is assigned you can ask INDICA  administrator to export the list of objects with this tag. You can read how to do it in the GDPR  Administrator guide.

The list will contain object name, location and other object properties.  This list can be forwarded to responsible person, so he or she can take an  action. The changes will reflect in INDICA in case continuous scan is enabled. Otherwise  you can change objects status manually based on the results. You will be able  to access the list of objects with the certain tag by applying the filter.  

9.     Privacy Data Tab


This data tab is an automatically created  collection of identity cards and objects related to the data subjects. It is  build out of objects within the data set. It is presented as a separate data tab  (if configured) to enable and simplify an access to personal cards of data  subjects to guarantee the right to be forgotten, right of access and the right  of transportation. To export the data use “export tags” feature. You can read  about it in the “Tag” article.


Please note that your administrator should enable  the feature in the Administrator panel. Administrator can choose any name for this  data tab.