Functional Overview

The system allows for customer to define allowed communication methods with regards to clearly defined purposes. The consents are recorded together with the exact description that is presented to the customer. The consents are given for a specific Data Controller.

The consents are stored within the following objects:

• Business Partner/Customer

• Service Resource Scheduling Order header

• Online Appointment Scheduling (OAS) & Customer Portal User master data

The consents can be updated by customers directly or on their behalf by authorized employees. The following applications provide access to the communication consents:

• Business Partner Maintenance

• OAS & Customer Portal user maintenance

• Mobile Service Advisor

• VSS Order processing (display only)

The Communication Framework respects communication preferences by not sending notifications in case consent was not given.

Settings

General Settings

The General Settings are defined in the “Logistics - General->Logistics Execution->Vehicle Sales and Service->Customer Data Management->Communication Consents Management->Define general settings” IMG node.

Mark the "Consent Mng Act" checkbox to activate consents management.

If you plan to set the data controller on the Division level, you need to specify relevant data controller id (please see next step).

Set the default consent lifespan. It will be used to calculate the end date for consent validity period.

Set the processing purpose that is to be used legacy communication preferences in the OAS application.

Optionally, allow communication if consents were not defined. If enabled, communication is permitted if no consent records are available and the consent model for the stated purpose is opt-out

Open

Data controllers definition

The communication consents are always given to a specific Data Controller.

The Data Controllers are defined in the “Logistics - General->Logistics Execution->Vehicle Sales and Service->Customer Data Management->Define Data Controllers” IMG node.

For each data controller there can be one or more assignments. An assignment is a link between a data controller entity in Consent Administration (represented as controller name) and a legal entity available in the system.

For more details please consult the data controllers definition help article.

Open

Sample Data Controller definition

Communication Channels

The channels define methods used to communicate with customers. They are defined in the “Logistics - General->Logistics Execution->Vehicle Sales and Service->Customer Data Management->Communication Consents Management->Define Communication Channels” IMG Node.

Communication Purposes

A purpose specifies the reason and the goal for the processing of a specific set of personal data. As a rule, the purpose references the relevant legal basis for the data processing

They are defined in the “Logistics - General->Logistics Execution->Vehicle Sales and Service->Customer Data Management->Communication Consents Management->Define Communication Purposes” IMG Node.

Placement of Communication Consents on application screens

Business Partner Maintenance

The communication consents are located on the bottom of the Address tab. When an entry is modified or added, the effective start date (“Date From”) will default to the current date unless specified.

OAS & Customer Portal user maintenance

The communication consents are located on the “Other Attributes GDPR” tab. When an entry is modified or added, the effective start date (“Date From”) will default to the current date unless specified. The consents are synchronized with the ones on the Business Partner if there exists a Business Partner assigned on the Customer data tab.

Customer Portal

The communication consents are located on the user’s profile and on the appointment scheduling user data screen.

The consents on the appointment scheduling screen are given to the Data Controller responsible for the plant associated with the selected location. Even if other Data Controllers are defined in the system, their information will not be displayed. The communication preferences are cloned to the corresponding BP or, if BP is not available stored against OAS user or if OAS user is not available, stored against the SRS order (appointment).

On the user’s profile screen, there is a separate communication consents section for each Data Controller with whom the user has interacted.

Mobile Service Advisor

The communication consents are located on the handover screen.

The consents on the handover screen are given to the Data Controller responsible for the plant associated with the selected location. Even if other Data Controllers are defined in the system, their information will not be displayed.

VSS Order

The communication consents are displayed on the customer details text box of the VSS Order transaction.

If user chooses to create a customer, the communication consents section will be displayed at the bottom of the address screen.

Rules of update of Communication Consents

The communication consents are versioned. A version cannot be changed after save. When a user or a customer updates the consents on a maintenance screen, the old version is terminated and a new one is saved.

Whenever an OAS & Customer Portal user is updated, the communication methods are cloned to the corresponding Business Partner (if changed). Consents on OAS user have to be equal to the ones on Business Partner. The table below describes the synchronization rule.

Displaying of consents versions

The application screens always display the latest version of consents. To see all version please use Manage Consents application from SAP Fiori Apps Reference Library .

Please see Application help for details.