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How to create a Rejection Rule

The Rejection rule allows you to automatically reject requests using Mine email evidence as a trigger.

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This automation enables companies to reject deletion requests and prevents them from being carried out based on pre-chosen triggers.


Key terms:

  • Every automation rule has a trigger and an action (or multiple actions).
  • A trigger is an event you choose that sets the automation into motion.
  • Action is what occurs as a result of that trigger.

    For the Rejection rule outlined in this article:

    •  The trigger is the From address; and
    • The action is to close the request and, if desired, activate an automated Rejection reply.

    Let’s walk through an example:
    When the "From" address is notifications@{company_name}.com or noreply@{company_name}.com, the privacy request will be automatically closed with the closing reason Request rejected. 

    How to create a Rejection rule triggered by the “From address”:

    1. On the left sidebar, click your company’s logo


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    2. Click “Templates & Rules” →”Rules” → “Rejection rule”.

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    3. Defining the trigger - Enter the “From email addresses" you wish to automatically reject and press “Enter” (As shown in the example above notifications@{company-name}.com and noreply@{company-name}.com).

    Note: You can define up to five email addresses to be triggered by the Rejection rule.

    3. Choose if you wish to enable the automation to bulk reject all matching open privacy requests received in the past. 

    Note: If you check this option, the Rejection rule will be applied for every open matching request on your Request page. If left unchecked , the rule will be used only for new incoming requests. Learn more about applying an Automated rule for existing requests.


    4. Click on “Enable this rule” to activate the Rejection rule.

    On the Rejection Rule card under the Rules tab, you will see how many privacy requests were rejected using the automation after activating your Rejection rule.


    5. Click “Save”.

    Once enabled, every privacy request closed based on this automation will be shown on the request audit log as: “Rejected by auto reject rule” with the closing date, as shown below:

    Note:

    • For the rule to work, the request must be powered by Mine and include your latest email interactions in the evidence. 
    • If one of the email interactions "from" does not match the email addresses you defined, the automation will not apply.

    Tip:

    To fully automate your Rejection workflow, we recommend enabling an automated Rejection reply that will be sent whenever the rejection rule triggers and inform the user of their request status.

    Here is how:

    1.  On the left sidebar, click your company’s logo.
    2. Choose “Templates & Rules” → ”Rejection reply”. 
    3. Edit the rejection reply as you see fit.
    4. Enable the option to send users this reply when closing a request with API or rules, and click "Save".

    5. When enabled, for every request closed with the auto-reject rule, this message will be automatically sent to the data subject.

     

    If you have any questions about the rejection rule, talk to us at portal@saymine.com, and we'll be happy to help!🙂