Persons search report and GDPR

Microsoft has published its guide to GDPR compliance for Dynamics 365 for Finance and Operations (D365FO).
You can read the guide here.
A key tool in identifying and reporting on a person’s data is the Person search report. This tool allows an administrator to identify one or more persons through a specialised search engine. The Person search report can be found under System administration / Inquiries / Person search report.
Based on a request, a new search project is created by clicking on the New button in the ribbon. This brings up the search definition dialogue.

Give the search project a name, in this case it is “Andrew Dixon”. Enter a date for the search request.
Define the search criteria. =example, using the name search, but it is also possible to search on:

• E-mail address.
• User ID.
• Personnel number.Customer account number.
• Address.
• Etc.

Press Execute search to see the results. The results are presented across the person data categories available in D365FO.
In this example, Andrew Dixon is found in the following data entities:

• Address.
• System user.
• Worker.

Expand the Worker section, to see the reference to Andrew Dixon’s personnel record as well as his party record as shown below.

If the person has requested an export of the information we hold on him or her, the administrator is able to export the data to Microsoft Excel by using the Process report function in the ribbon as the following screen shows.

As you can see from the above screen, we have selected “Person search” as the report template. when the drop-down is empty it is because you have not imported the default templates into the Data management module.
You may have to tweak the template slightly as not all data entities are enabled for all countries
When a data entity is not enabled for your country, just remove it from the template.
Click OK, and a data management project is created based on the “Person search” template and run the data project, it starts executing as shown below.

Once the project has executed export the result to a data package by clicking on Download package.
This create a .ZIP file containing a spreadsheet for each data entity. As you can see from the following screenshot, the list is quite long.

The “Worker” spreadsheet contains a record of all the personnel master data we hold on Andrew Dixon as shown below.

Please note: When a search request has been processed, the Date processed and Project name fields are populated on the search project.

This gives the administrator an audit trail of when a request was processed and what data project was used to process the request.

The Person search report function is  a strong tool to help companies identify personal data across D365FO without having to visit each module individually.

Sj:

1.needless to say the security of who can run this report needs to be tightly controlled.

2. Consider how/ whether it will pick up data from customisations e..g our payroll