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Understanding the personal data warning

SmartFiles scans every readable document for personal data. If the document contains a Turkish ID number, IBAN, card number, phone, email, or other potentially sensitive data, the PERSONAL DATA section appears in the details panel and triggers a warning when creating an external sharing link for the document. The actual values are not displayed or stored; only their counts are visible. Details: authorisation.

  • User
  • Read permission in the area

How to understand the personal data warning?

SmartFiles scans every readable document for personal data. Who can do this: User; Read permission in the Area. The section does not appear at all in documents containing no personal data. If the document contains a Turkish ID number, IBAN, card number, phone, email or potentially special category data, the PERSONAL DATA section appears in the details panel and triggers a warning when creating an external sharing link for the document.

Steps

  1. Select the document; if it contains personal data, the PERSONAL DATA section appears in the details panel 1.

  2. Read how many types of personal data were found in the section.

  3. If you need to send a document outside the organization, heed the warning in the external sharing window; use a password and short duration if necessary.

Personal data section in the detail panel: types and counts of personal data found in the document
  1. 1Only numbers are displayed; values are not stored.
With demo data.
"Result The section does not appear in documents that contain no personal data.
"Tip The organization administrator sees all documents containing personal data in a single list on the Reports page in settings.

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