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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.

This automation allows companies to reject the deletion requests of some users based on triggers that prevent the deletion request from being carried out.

  • For example, your company does not hold the user’s data requesting because you are a data processor such as a third-party payment provider.
  • For example, your company needs to retain the user’s data for a specific period due to local regulations.

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 activate an automated Rejection reply

    Let’s walk through an example: when 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”:

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

    1. On the left sidebar click on “Templates& Rules” →”Rules” → “Rejection rule

    2. 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 that were received in the past. 

    Note: If you check this option, the Rejection rule will be applied for every matching request on your Open request page. If left unchecked , the rule will be applied 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 be able to 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”

    Be advised:

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

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