This article brings together our core products and summarises the data they collect. It does not list every field in a product that a user can enter data into, but does include all of the key fields you could query against to find a particular user.
Note that almost every product can be customised in some way, so you will need to review your installation and configuration, with a particular focus on the forms each product presents to users.
This list does not include products and templates that are purely CMS related and/or managed within iCM. For example, Service Directory is included because content can be submitted by registered website users (ie members of the public). Contact Directory is not included because articles using that template are created and managed in iCM by your staff members and does not involve workflow or the platform's history service.
Field Names
In the tables below process variables derived from form field are prefixed
Bookings/Events
This product has two elements that will record personal data, the booking form and events submitted by members of the public (if enabled).
For a more detailed look at individual history records, see Event and Event Booking History Records
Booking Form
The booking form starts a single workflow process instance called
Field/Variable | Description | Where | Notes |
---|---|---|---|
form_DATA | A workflow process variable that includes all of the booking data, including the fields described below | Booking workflow process, Booking history record | Generated automatically |
form_EMAIL | The email address of the person making the booking | Booking workflow process, Booking history record | This is a required field |
form_NAME | The name of the person making the booking | Booking workflow process, Booking history record | This is a required field |
form_TEL | The phone number of the person making the booking | Booking workflow process, Booking history record | This field is optional and configured per event |
form_USERID | The internal user ID of the person making the booking | Booking workflow process, Booking history record | Generated automatically. Non-logged in users will be recorded as your site's anonymous user |
initiator | The account username of the person making the booking | Booking workflow process | Every process records this. Non-logged in users will be recorded as your site's anonymous user |
userId | The account username of the person making the booking | Bookings history record | This is the same as the initiator above |
Reporting History
A reporting history is written for each booking which contains no personal data:
{
"labela": "Booking v1",
"labelb": "8180-2073-8216-0251",
"labelc": "reporting",
"labeld": null,
"labele": null,
"created": 1667209527097,
"lastupdated": 1667209527097,
"sealed": false,
"subject": {
"description": "Reporting Data"
},
"events": [{
"pos": [1, 1],
"event": {
"eventId": "1798",
"locationName": "Tim's house",
"discount": 0,
"description": "Reporting Data",
"instanceReference": "3073-9164-1528-7795",
"grossPrice": 0,
"packages": [{
"amount": 0,
"quantity": 1,
"tickets": [{
"quantity": 1,
"discountPercent": 0,
"vatRate": 0,
"netPrice": 0,
"discountAmount": 0,
"grossPrice": 0,
"costCentre": null,
"expenseCode": null,
"vatAmount": 0,
"expenseCodeDescription": null,
"costCentreDescription": null,
"vatCode": null,
"ticketId": 35966
}],
"netAmount": 0,
"name": "Adult Ticket",
"mandatory": false,
"vatAmount": 0
}],
"eventTimeISO": "2022-11-04T12:00:00Z",
"paymentRef": "N/A",
"discountCode": "",
"locationId": "1798",
"price": "0",
"eventTime": "Friday 4 November 2022 12:00",
"eventName": "Tim's event",
"paymentMethod": "Online",
"userRole": "customer",
"event": "Reporting Data",
"status": "AUTHORISED"
},
"fpos": [1, 1],
"timestamp": 1667209527097
}]
}
It records:
Key | Description |
---|---|
labela | Will always be "Booking v1" |
labelb | The booking reference number for this booking |
labelc | Will always be "reporting" |
created | This will be the time the booking was made |
eventId | The article ID of the event |
instanceReference | The business key of the event instance |
packages | Information about the packages that were purchased |
tickets | The ticket's that were purchased including the quantity and price |
eventTimeISO | The date and time the event is scheduled to take place |
locationId | The article ID of the event's location. This may match the eventId |
paymentMethod | Either "Online" or "Cash" |
Moving Bookings
If a staff member uses the Move, Update or Cancel Bookings form to move a booking, all of the details from the original booking will also appear in the "movebookingv1" workflow process instance.
Moving a booking cancels the previous booking and creates a new one. The Business keys of the two bookings are held in process variables called NEWINSTANCEBK and OLDINSTANCEBK. Both of these process instances will contain all of the personal data submitted in the original booking form.
Corresponding history records for all three processes (old, new and move) are also created with copies of the data.
Creating Events
Events can be created in iCM or via your website using the Contribute process. If you create events via your site, the following is collected in a process instance called
Field/Variable | Description | Where | Notes |
---|---|---|---|
CONTRIBUTEARTICLE_CONTRIBUTEDMEDIA | A list of media items uploaded with the form submission. These are created as media items in iCM and could contain anything | Contribute workflow process, Contribute history record, iCM Media Library | The IDs of media items held in the workflow process can be used to search for the media items in iCM |
form_NAME | This is designed to hold the name of the event, but is a free text field so could include personal data | Contribute workflow process, Contribute history record, The event article | The value of this field will appear as the article heading |
form_SUMMARY | A short description of the event, a free text field so could include personal data | Contribute workflow process, Contribute history record, The event article | This optional field appears as the article introduction text |
form_BODY | The main content of the event article, a free text field so could include personal data | Contribute workflow process, Contribute history record, The event article | The value of this field will appear as the article body text |
form_FACEBOOKURL, form_TWITTERUSERNAME, form_WEBSITEURL | Social media and website details | Contribute workflow process, Contribute history record, The event article | Social contacts relevant to the event or user creating it |
initiator | The account username of the person submitting the event | Contribute workflow process | Every process records this. The Contribute process should never be started by anonymous users |
userId | The account username of the person submitting the event | Contribute history record | This is the same as the initiator above |
Scheduling Events
Once an event has been created, occurrences of it are then scheduled. Each occurrence starts a process instance called
Bookings Plugins
Bookings can be extended by custom plugins. These present additional forms to users as part of the booking process.
You can create any form and add it as a plugin, so if you are using them, you will need to audit the data they collect.
Case Management
Any form you design can be used to start a case. That means any amount of personal data, even special category data, could be submitted and stored in the platform. Personal data could also be added to a case while it is active, either in the case notes or in attachments added to the case. You must make auditing and updating personal data inventories part of your form design and case configuration process.
Workflow Process
These are the standard fields found on most forms that start cases and can be set as contact details for the person who raised the case. Any number of additional fields containing personal data could be present, depending on your form design.
Field/Variable | Description | Notes |
---|---|---|
citizenFullName | The user's name, as set in their profile | This is the user's preferred name or first name, plus their last name, as set in their user profile |
citizenUserName | The user's account username | This value will generally be a GUID |
form_ADDRESSTEXT | The address entered into the form that started the case | This value is optional on start forms and may be updated during the case. See Create a Form to Raise a Case |
form_EMAILADDRESS | The email address entered into the form that started the case | As above |
form_NAME | The name field on the form that started the case | As above |
form_PHONENUMBER | The phone field on the form that started the case | As above |
initiator | The account username of the person starting the case | Every process records this. Non-logged in users will be recorded as your site's anonymous user |
History Records
Case Management writes six separate history records for every case raised. These records contain different information, and some contain no personal data at all, allowing you to target different sets of data with different retention policies.
See the History Records article in the Case Management documentation for more information.
Diary Planner Appointment Bookings
Diary Planner lets users of your site book appointments into a calendar of time slots. The forms used to book appointments can be customised, so you will need to review each form that is being used.
The following fields are part of the standard booking forms. Bookings start a process instance called
Field/Variable | Description | Where |
---|---|---|
form_TITLE | Captures the title of the person the appointment is for. Defaults to blank | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment (either email or phone must be provided) | Slot Booking workflow process, Slot Booking history record |
Registrars
Registrars uses the same workflow process and history records as appointment bookings described above. Each type of appointment collects the following additional information.
Birth Registration
Field/Variable | Description | Where |
---|---|---|
form_BABYNAME1/2/3 | The name of the child/children being registered | Slot Booking workflow process, Slot Booking history record |
form_BABYDOB1/2/3 | The date of birth of the child/children being registered | Slot Booking workflow process, Slot Booking history record |
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_WEREPARENTSMARRIED | Whether or not the child's parents were married when the child was born | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The mother's first name | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The mother's last name | Slot Booking workflow process, Slot Booking history record |
form_MOTHEREMAIL | The mother's email address | Slot Booking workflow process, Slot Booking history record |
form_MOTHERPHONE | The mother's phone number | Slot Booking workflow process, Slot Booking history record |
form_FATHERFIRSTTNAME | The father's first name | Slot Booking workflow process, Slot Booking history record |
form_FATHERSURNAME | The father's last name | Slot Booking workflow process, Slot Booking history record |
form_FATHEREMAIL | The father's email | Slot Booking workflow process, Slot Booking history record |
form_FATHERPHONE | The father's phone number | Slot Booking workflow process, Slot Booking history record |
Birth Re-Registration
Field/Variable | Description | Where |
---|---|---|
form_BABYNAME1/2/3/4/5 | The name of the child/children being registered | Slot Booking workflow process, Slot Booking history record |
form_BABYDOB1/2/3/4/5 | The date of birth of the child/children being registered | Slot Booking workflow process, Slot Booking history record |
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_ADDRESS | The address of the person making the appointment if they would like a form posted to them | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The mother's first name | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The mother's last name | Slot Booking workflow process, Slot Booking history record |
form_MOTHEREMAIL | The mother's email address | Slot Booking workflow process, Slot Booking history record |
form_MOTHERPHONE | The mother's phone number | Slot Booking workflow process, Slot Booking history record |
form_FATHERFIRSTTNAME | The father's first name | Slot Booking workflow process, Slot Booking history record |
form_FATHERSURNAME | The father's last name | Slot Booking workflow process, Slot Booking history record |
form_FATHEREMAIL | The father's email | Slot Booking workflow process, Slot Booking history record |
form_FATHERPHONE | The father's phone number | Slot Booking workflow process, Slot Booking history record |
Converting Civil Partnership to Marriage
Field/Variable | Description | Where |
---|---|---|
form_PARTNERSHIPDATE | The date of the original civil partnership | Slot Booking workflow process, Slot Booking history record |
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The partner's first name | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The partner's last name | Slot Booking workflow process, Slot Booking history record |
form_PARTNEREMAIL | The partner's email address | Slot Booking workflow process, Slot Booking history record |
form_PARTNERPHONE | The partner's phone number | Slot Booking workflow process, Slot Booking history record |
Death Registration
Field/Variable | Description | Where |
---|---|---|
form_RELATIONSHIPTODECEASED | The booker's relationship to the deceased | Slot Booking workflow process, Slot Booking history record |
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The deceased's first name | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The deceased's last name | Slot Booking workflow process, Slot Booking history record |
form_DATEOFDEATH | The date of the death | Slot Booking workflow process, Slot Booking history record |
Notice of Civil Partnership
Field/Variable | Description | Where |
---|---|---|
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PARTNERTWOFIRSTNAME | The partner's first name | Slot Booking workflow process, Slot Booking history record |
form_PARTNERTWOLASTNAME | The partner's last name | Slot Booking workflow process, Slot Booking history record |
form_PARTNERTWOEMAIL | The partner's email address | Slot Booking workflow process, Slot Booking history record |
form_PARTNERTWOPHONE | The partner's phone number | Slot Booking workflow process, Slot Booking history record |
Notice of Marriage
Field/Variable | Description | Where |
---|---|---|
form_CONTACTFIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_CONTACTLASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_EMAIL | The email address of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The first name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_LASTNAME | The last name of the person booking the appointment | Slot Booking workflow process, Slot Booking history record |
form_PARTNERFIRSTNAME | The partner's first name | Slot Booking workflow process, Slot Booking history record |
form_PARTNERLASTNAME | The partner's last name | Slot Booking workflow process, Slot Booking history record |
form_PARTNEREMAIL | The partner's email address | Slot Booking workflow process, Slot Booking history record |
form_PARTNERPHONE | The partner's phone number | Slot Booking workflow process, Slot Booking history record |
Room Bookings
Room bookings uses the same workflow process and history records as appointment bookings described above.
Field/Variable | Description | Where |
---|---|---|
form_EMAIL | The email address of the person booking the room | Slot Booking workflow process, Slot Booking history record |
form_PHONE | The phone number of the person booking the room | Slot Booking workflow process, Slot Booking history record |
form_FIRSTNAME | The name of the person booking the room (there is only a single field labelled "Booker" which holds first and last name) | Slot Booking workflow process, Slot Booking history record |
form_HOSTNAME | The name of the person hosting the meeting (first and last name in a single field) | Slot Booking workflow process, Slot Booking history record |
form_HOSTEMAIL | The email of the person hosting the meeting | Slot Booking workflow process, Slot Booking history record |
form_HOSTPHONE | The phone number of the person hosting the meeting | Slot Booking workflow process, Slot Booking history record |
form_BILLINGNAME | The name of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGEMAIL | The email of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGPHONE | The phone number of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGADDRESS1/2/3 | The address of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGTOWN | The address of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGREGION | The address of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
form_BILLINGDETAILS | The address of the person paying for the room (if billing is enabled) | Slot Booking workflow process, Slot Booking history record |
Service Directory
Articles describing services can be created in iCM or via your website using the Contribute process. If you create articles via your site, the following is collected in a process instance called
Field/Variable | Description | Where | Notes |
---|---|---|---|
CONTRIBUTEARTICLE_CONTRIBUTEDMEDIA | A list of media items uploaded with the form submission. These are created as media items in iCM and could contain anything | Contribute workflow process, Contribute history record, iCM Media Library | The IDs of media items held in the workflow process can be used to search for the media items in iCM |
form_ADDRESS1/2/3 | Address details of the service | Contribute workflow process, Contribute history record, The service article | These values are held in the article extras |
form_PHONENUMBER | Phone number of the service or the person creating it | Contribute workflow process, Contribute history record, The service article | These values are held in the article extras |
form_EMAIL | An email address of the service or the person creating it | Contribute workflow process, Contribute history record, The service article | These values are held in the article extras |
form_NAME | This is designed to hold the name of the service, but is a free text field so could include personal data | Contribute workflow process, Contribute history record, The service article | The value of this field will appear as the article heading |
form_SUMMARY | A short description of the service , a free text field so could include personal data | Contribute workflow process, Contribute history record, The service article | This optional field appears as the article introduction text |
form_BODY | The main content of the service article, a free text field so could include personal data | Contribute workflow process, Contribute history record, The service article | The value of this field will appear as the article body text |
form_FACEBOOKURL, form_INSTAGRAM, form_TWITTER, form_WEBSITEURL | Social media and website details | Contribute workflow process, Contribute history record, The service article | Social contacts relevant to the service or user creating it |
initiator | The account username of the person submitting the service | Contribute workflow process | Every process records this. The Contribute process should never be started by anonymous users |
userId | The account username of the person submitting the service | Contribute history record | This is the same as the initiator above |