User Guide

The User Guide covers everything you do inside AccessPoint — from logging an access request to running a privacy assessment, handling an incident, or building a report. Jump to the area you work in below. Each page matches a screen you can open the in-app Help (?) button from.

Privacy note: Custodians and contributors always work from sanitized instructions and never see requestor personal information. Only coordinators, reviewers, and privacy staff see requestor identity.

Start here

• Case workflows — process & actors — how the four case types share one spine: their lifecycle stages, who does what, and where the work lives

Dashboards & views

• My Day — the prioritized personal feed and pinned report tiles (the default landing tab)
• Requests dashboard — searching, filtering, sorting, and managing the request list
• Assignments dashboard — a custodian's assigned work across requests and assessments
• Tasks dashboard — a contributor's task assignments, uploads, and completion
• Reviews dashboard — reviewing submissions, approving, or requesting changes
• Dashboard views — saving and switching between column, filter, and sort configurations
• Assessments dashboard — the PIA/AIA register list, stat cards, and starting a new assessment
• Incidents dashboard — the breach register, stat cards, and reporting a new incident
• Complaints dashboard — complaints and appeals with their statutory clocks, and registering from email
• Risks dashboard — the standalone risk register view and the risk portfolio analysis card

Access requests

• Creating requests — request type, requestor picker, and intake details
• Request overview — status, key dates, scope, extensions, and the lifecycle rail
• Requestor — requestor contact, communication preferences, and correspondence history
• Assignments — creating custodian assignments, instructions, and collection progress
• Documents — the review workspace: upload, tags, families, read tracking, and redaction
• Collaboration — advisors, readers, consultations, and internal comments
• Response & fees — the next-step card, fees, response method, closure with its completeness check, and the case audit export
• Activity — the audit trail of changes, status transitions, and user actions

Documents & redaction

• Documents workspace — upload, tag, triage, redact, and package records with exemptions
• Duplicate documents — decision-based duplicate handling with an authoritative copy and redaction propagation

Assignments, tasks & delegation

• Assignment details — instructions, tasks, documents, attestation, and approve/request-changes
• Task details — instructions, repository outcomes, documents, hours, and submit
• Repository details — a records source, its search outcomes, and task association
• Delegations — arranging a colleague to cover your work while you're away (an access overlay, not a reassignment)

Requestors & contacts

• Requestors & contacts — the contacts workspace: requestors, institutions, intake queue, and consultation contacts
• Requestor contact — identity, language, fee category, flow control, the Conduct (F&V) workspace, and merge
• Requestor institution — organization identity, affiliated contacts, active-request caps, and merge

Consultations & correspondence

• Consultations — consultation parties, statutory windows, correspondence, and outcome
• Correspondence — a logged or generated communication with the requestor and its thread
• Sending correspondence — the template library, merge fields, and send/capture with the PII firewall

Privacy assessments & ROPA

• Creating assessments — starting a PIA/AIA/Security assessment with a type, template, and screener
• Assessment details — sections filler, section assignments, risks, documents, review, and closure
• Section assignments — assigning a questionnaire section to a collaborator and merging their draft
• Privacy subjects & controls — the directory of reusable privacy subjects (programs, systems, and more), their Art.30 ROPA records, linked controls, and the vendor register
• Privacy subject details — identity, records of processing, and assessment/incident history

Incidents & breaches

• Creating incidents — logging a privacy incident or breach record
• Incident details — facts, containment, risk of harm, notifications, remediation, and closure
• Incident measures — a containment or remediation measure, its type, effectiveness, and progress

Complaints & appeals

• Creating complaints — registering a complaint or appeal record
• Complaint details — parties, statutory clocks, allegations and findings, correspondence, investigation, and closure
• Complaint workstreams — a delegated line of investigation: findings work product and the submit → review lifecycle

Risks & commitments

• Risk details — risk rating, management cards, treatment plan, KRI monitoring, and closure
• Risk treatment tasks — a mitigation action on a risk's treatment plan
• Risk indicators — key risk indicators (KRIs): thresholds, readings, and monitoring cadence
• Commitments — a tracked promise or measure with cadence and check-ins

AI Assist

• Ask AccessPoint (case assistant) — the read-only assistant on a case: grounded, cited answers, Draft this letter, and the My caseload mode

Reports & analytics

• Reports — the report period selector and grouped menu of fixed reports
• Case hygiene — open QA findings across every open case, from the same deterministic rules as the per-case Case check card
• AI systems register — deployment, risk class, human involvement, and derived approval position of ADM-flagged privacy subjects
• Custom reports & Report Studio — dashboards of report widgets: subject, groupings, measures, filters, and export
• Retention review — records past their retention period across all five registers, and the purge workflow

Notifications

• Notifications — the in-app feed of reminders and activity notices
• Notification preferences — per-category email and in-app opt-in and reminder settings