This article provides work instructions for Part 1 of the workflow, when a personal information gets placed into YakTrak by a user.
The first part of the YakSafe workflow is when a user enters a sensitive piece of information such as PII into a YakTrak form such as a goal or coaching form.
Every organisation has a different set of rules as to what information is not allowed to be entered into YakTrak.The information that is general not allowed for all organisations is any Personal Identifiable Information for any of your customers such as name, credit card numbers, passports, customer reference numbers or medicare numbers.
What is a YakSafe Breach
A YakSafe workflow will be set in motion when a team member enters a prohibited piece of information. As you can see in the example below, a team member has entered a medicare number into a free text field.
- Note that the system will highlight in red the breach and provide further information. In this case 'Potential Medicare Number Detected'.
- The team member will be unable to save the form until they have rectified the situation. There are two options as you can see by the bottom right corner of the image above.
- Ignore: Ignoring the the alert will prompt a pop up box where there user needs to note why they are ignoring it. This note will be sent to the client's YakSafe administrator for further examination.
- Remove: Clicking on the Remove button will remove the offending item from the free text field allowing the team member to save the item.
- Ignore: Ignoring the the alert will prompt a pop up box where there user needs to note why they are ignoring it. This note will be sent to the client's YakSafe administrator for further examination.
Any incident that is recorded whether ignored or removed is tracked and is reportable by the YakSafe administrator.
- Once the team member has ignored or removed the issue, information is sent to the administrators security dashboard for further review.
- Learn more in the "How does YakSafe work (Part 2) (Administrator)" article.
Breaches in attachments
Breaches can also be detected within attachments a user may attach to a form. (With the exception of photos). The image below shows an attachment that contains a breach.
- Once the attachment has been added, YakSafe automatically scans the document.
- If a breach is observed, the attachment will show a status of 'Under Review'.
- At this point a notification will be sent to the YakSafe administrator to review the form. They will have the option to remove the attachment or overturn it.
- Once that action has been completed by the administrator, the status will change.
Fig 1 to 3 below outlines the various status of uploading a document for the user.
Fig1. "Uploading"
Fig 2. "Pending"
Fig 3. "Under Review" by the administrator
