Configure Data Policies and Policy Field Sets

Policy Field Sets group custom fields, and select standard fields, into sets that require either a Security Policy or a Data Retention Policy. Data Policies are either Security or Data Retention type, and define the rule that governs a Policy Field Set. Security policies set an action, such as edit, read, delete, or forbidden, scoped to specific roles, while Data Retention policies define a trigger and retention action. These policies are enforced at the lowest level of security, so the rule applies consistently whether the field is accessed from a record, a list view, or a report.

Who: Global administrators

When to Use Policy Field Sets and Data Policies

Use Policy Field Sets and Data Policies when:

• Your organization uses data sensitivity classifications and needs consistent visibility rules enforced across all fields in a category.
• Specific roles need to be restricted from viewing or editing sensitive field data at every access point, including list views and reports.
• A data retention action needs to apply to a defined group of fields, triggered by a comparison date field on the record.

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Policy Field Set and Data Policy Terminology

The following terms define the key objects and policy types used to configure Policy Field Sets and Data Policies.

Policy Field Set – Groups custom fields and select standard fields into sets that require either a Security Policy or a Data Retention Policy.

Data Policy – A Security Policy or a Data Retention Policy that defines the rule governing a Policy Field Set.

Security Policy – Sets an action, such as edit, read, delete, or forbidden, scoped to specific roles.

Data Retention Policy – Defines a trigger and retention action.

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Create a Security Policy

To create a Security Policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
2. Locate the Data Management Policies section and then click Data Policies.
3. Click the New Data Policy [+] button. 
4. Click the Name field and enter the applicable information.
5. Click the Description field and enter the applicable information.
6. Click the Policy Type field and select Security from the drop-down menu.
7. Toggle the applicable action on to determine the action applied by the policy.
8. Click Save. The Linked Policy Field Sets tab appears on the page.

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Create a Data Retention Policy

To create a Data Retention Policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
2. Locate the Data Management Policies section and then click Data Policies.
3. Click the New Data Policy [+] button.
4. Click the Name field and enter the applicable information.
5. Click the Description field and enter the applicable information.
6. Click the Policy Type field and select Data Retention from the drop-down menu.
7. Select the action from the drop-down menu to be applied by the policy.
8. Select the entity from the drop-down menu to which the policy should apply.
9. Click the Trigger After field and specify the delay to apply after the trigger date is reached, and then select the applicable option if the delay value refers to a day or month.
10. Click the Date Field to Compare field and select the date field on the record to compare against.
11. Click Save. The Linked Policy Field Sets tab appears on the page.

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Create a Policy Field Set

To create a Policy Field Set:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
2. Locate the Data Management Policies section and then click Policy Field Sets.
3. Click the New Policy Field Set [+] button.
4. Click the Name field and enter the applicable information.
5. Click the Description field and enter the applicable information.
6. Click the Type field and select Security or Data Retention from the drop-down menu.
   • If Security is selected, click the Data Mask field and enter the applicable information.
   • If Data Retention is selected, click the Entity field and select the applicable option from the drop-down menu.
7. Click Save. 
   • The page refreshes and shows three additional tabs: Standard Fields, Custom Fields, and Linked Policies.

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Link a Policy Field Set to a Data Policy

The relationship between a Policy Field Set and a Data Policy is displayed on both records, but the link can only be created from the Policy Field Set. 

To link a Policy Field Set to a Data Policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Security tab.
2. Locate the Data Management Policies section and then click Policy Field Sets.
3. Click the edit [pencil] icon next to the applicable policy field set.
4. Click the Linked Policies tab.
5. Click the search bar in the upper-right corner, enter the name of the data policy, and then click the applicable data policy from the results.
6. Click the Add [+] button to the right of the search bar. The record appears in the list.

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Add a Policy Field Set to a Custom Field

A Policy Field Set is added to a field from that field's own configuration page, not from the Policy Field Set record. The Policy Field Sets tab is available on all custom field settings pages and on specific standard fields for users. 

To add a Policy Field Set to a custom field:

1. Navigate to the custom field settings page.
   • For Organization and User custom fields: click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Organization or User tab.
   • For Level 1, Level 2, and Level 3 custom fields: click the Menu icon in the upper navigation bar, select the relevant UTA/module from the Applications drop-down menu, click the Configuration Settings gear, and then click the Level 1, Level 2, or Level 3 tab.
2. Locate the General Settings section, and then click Custom Fields.
3. Click the edit [pencil] icon next to the applicable custom field.
4. Click Policy Field Sets in the left navigation.
5. Click the search bar in the upper-right corner, enter the name of the data policy, and then click the applicable data policy from the results.
6. Click the Add [+] button to the right of the search bar. The record appears in the list.

The custom field now appears under the Custom Fields tab on the associated policy field set.

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