Toggle menu

Core Product Data Storage

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 form_ (as they would appear in a process instance). These fields will not have the form_ prefix when found in history records.

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 "bookingv1". The process instance business key is the booking reference number. It writes a history record with "labela": "Booking v1", "labelb": "<businessKey>"

Field/VariableDescriptionWhereNotes
form_DATAA workflow process variable that includes all of the booking data, including the fields described belowBooking workflow process,
Booking history record
Generated automatically
form_EMAILThe email address of the person making the bookingBooking workflow process,
Booking history record
This is a required field
form_NAMEThe name of the person making the bookingBooking workflow process,
Booking history record
This is a required field
form_TELThe phone number of the person making the bookingBooking workflow process,
Booking history record
This field is optional and configured per event
form_USERIDThe internal user ID of the person making the bookingBooking workflow process,
Booking history record
Generated automatically. Non-logged in users will be recorded as your site's anonymous user
initiatorThe account username of the person making the bookingBooking workflow processEvery process records this. Non-logged in users will be recorded as your site's anonymous user
userIdThe account username of the person making the bookingBookings history recordThis 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:

KeyDescription
labelaWill always be "Booking v1"
labelbThe booking reference number for this booking
labelcWill always be "reporting"
createdThis will be the time the booking was made
eventIdThe article ID of the event
instanceReferenceThe business key of the event instance
packagesInformation about the packages that were purchased
ticketsThe ticket's that were purchased including the quantity and price
eventTimeISOThe date and time the event is scheduled to take place
locationIdThe article ID of the event's location. This may match the eventId
paymentMethodEither "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 "contributearticlev1". It writes a history record with "labela": "Contribute article V1", "labelb": "<businessKey>". It also creates an article in iCM and allows users to upload media items.

Field/VariableDescriptionWhereNotes
CONTRIBUTEARTICLE_CONTRIBUTEDMEDIAA list of media items uploaded with the form submission. These are created as media items in iCM and could contain anythingContribute 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_NAMEThis is designed to hold the name of the event, but is a free text field so could include personal dataContribute workflow process,
Contribute history record,
The event article
The value of this field will appear as the article heading
form_SUMMARYA short description of the event, a free text field so could include personal dataContribute workflow process,
Contribute history record,
The event article
This optional field appears as the article introduction text
form_BODYThe main content of the event article, a free text field so could include personal dataContribute 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 detailsContribute workflow process,
Contribute history record,
The event article
Social contacts relevant to the event or user creating it
initiatorThe account username of the person submitting the eventContribute workflow processEvery process records this. The Contribute process should never be started by anonymous users
userIdThe account username of the person submitting the eventContribute history recordThis 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 "thinginstancev1". It writes a history record with "labela": "ThingInstance v1", "labelb": "<businessKey>". These histories include the username of the person who scheduled the event but do not include any data about the people who book onto it.

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/VariableDescriptionNotes
citizenFullNameThe user's name, as set in their profileThis is the user's preferred name or first name, plus their last name, as set in their user profile
citizenUserNameThe user's account usernameThis value will generally be a GUID
form_ADDRESSTEXTThe address entered into the form that started the caseThis value is optional on start forms and may be updated during the case. See Create a Form to Raise a Case
form_EMAILADDRESSThe email address entered into the form that started the caseAs above
form_NAMEThe name field on the form that started the caseAs above
form_PHONENUMBERThe phone field on the form that started the caseAs above
initiatorThe account username of the person starting the caseEvery 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 "bpslotbooking" and write a history record with "labela": "BP Slot Booking", "labelb": "<businessKey>".

Field/VariableDescriptionWhere
form_TITLECaptures the title of the person the appointment is for. Defaults to blankSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe 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/VariableDescriptionWhere
form_BABYNAME1/2/3The name of the child/children being registeredSlot Booking workflow process,
Slot Booking history record
form_BABYDOB1/2/3The date of birth of the child/children being registeredSlot Booking workflow process,
Slot Booking history record
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_WEREPARENTSMARRIEDWhether or not the child's parents were married when the child was bornSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe mother's first nameSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe mother's last nameSlot Booking workflow process,
Slot Booking history record
form_MOTHEREMAILThe mother's email addressSlot Booking workflow process,
Slot Booking history record
form_MOTHERPHONEThe mother's phone numberSlot Booking workflow process,
Slot Booking history record
form_FATHERFIRSTTNAMEThe father's first nameSlot Booking workflow process,
Slot Booking history record
form_FATHERSURNAMEThe father's last nameSlot Booking workflow process,
Slot Booking history record
form_FATHEREMAILThe father's emailSlot Booking workflow process,
Slot Booking history record
form_FATHERPHONEThe father's phone numberSlot Booking workflow process,
Slot Booking history record

Birth Re-Registration

Field/VariableDescriptionWhere
form_BABYNAME1/2/3/4/5The name of the child/children being registeredSlot Booking workflow process,
Slot Booking history record
form_BABYDOB1/2/3/4/5The date of birth of the child/children being registeredSlot Booking workflow process,
Slot Booking history record
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_ADDRESSThe address of the person making the appointment if they would like a form posted to themSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe mother's first nameSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe mother's last nameSlot Booking workflow process,
Slot Booking history record
form_MOTHEREMAILThe mother's email addressSlot Booking workflow process,
Slot Booking history record
form_MOTHERPHONEThe mother's phone numberSlot Booking workflow process,
Slot Booking history record
form_FATHERFIRSTTNAMEThe father's first nameSlot Booking workflow process,
Slot Booking history record
form_FATHERSURNAMEThe father's last nameSlot Booking workflow process,
Slot Booking history record
form_FATHEREMAILThe father's emailSlot Booking workflow process,
Slot Booking history record
form_FATHERPHONEThe father's phone numberSlot Booking workflow process,
Slot Booking history record

Converting Civil Partnership to Marriage

Field/VariableDescriptionWhere
form_PARTNERSHIPDATEThe date of the original civil partnershipSlot Booking workflow process,
Slot Booking history record
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe partner's first nameSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe partner's last nameSlot Booking workflow process,
Slot Booking history record
form_PARTNEREMAILThe partner's email addressSlot Booking workflow process,
Slot Booking history record
form_PARTNERPHONEThe partner's phone numberSlot Booking workflow process,
Slot Booking history record

Death Registration

Field/VariableDescriptionWhere
form_RELATIONSHIPTODECEASEDThe booker's relationship to the deceasedSlot Booking workflow process,
Slot Booking history record
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe deceased's first nameSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe deceased's last nameSlot Booking workflow process,
Slot Booking history record
form_DATEOFDEATHThe date of the deathSlot Booking workflow process,
Slot Booking history record

Notice of Civil Partnership

Field/VariableDescriptionWhere
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PARTNERTWOFIRSTNAMEThe partner's first nameSlot Booking workflow process,
Slot Booking history record
form_PARTNERTWOLASTNAMEThe partner's last nameSlot Booking workflow process,
Slot Booking history record
form_PARTNERTWOEMAILThe partner's email addressSlot Booking workflow process,
Slot Booking history record
form_PARTNERTWOPHONEThe partner's phone numberSlot Booking workflow process,
Slot Booking history record

Notice of Marriage

Field/VariableDescriptionWhere
form_CONTACTFIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_CONTACTLASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_EMAILThe email address of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe first name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_LASTNAMEThe last name of the person booking the appointmentSlot Booking workflow process,
Slot Booking history record
form_PARTNERFIRSTNAMEThe partner's first nameSlot Booking workflow process,
Slot Booking history record
form_PARTNERLASTNAMEThe partner's last nameSlot Booking workflow process,
Slot Booking history record
form_PARTNEREMAILThe partner's email addressSlot Booking workflow process,
Slot Booking history record
form_PARTNERPHONEThe partner's phone numberSlot 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/VariableDescriptionWhere
form_EMAILThe email address of the person booking the roomSlot Booking workflow process,
Slot Booking history record
form_PHONEThe phone number of the person booking the roomSlot Booking workflow process,
Slot Booking history record
form_FIRSTNAMEThe 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_HOSTNAMEThe name of the person hosting the meeting (first and last name in a single field)Slot Booking workflow process,
Slot Booking history record
form_HOSTEMAILThe email of the person hosting the meetingSlot Booking workflow process,
Slot Booking history record
form_HOSTPHONEThe phone number of the person hosting the meetingSlot Booking workflow process,
Slot Booking history record
form_BILLINGNAMEThe name of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGEMAILThe email of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGPHONEThe phone number of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGADDRESS1/2/3The address of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGTOWNThe address of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGREGIONThe address of the person paying for the room (if billing is enabled)Slot Booking workflow process,
Slot Booking history record
form_BILLINGDETAILSThe 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 "contributearticlev1". It writes a history record with "labela": "Contribute article V1", "labelb": "<businessKey>". It also creates an article in iCM and allows users to upload media items.

Field/VariableDescriptionWhereNotes
CONTRIBUTEARTICLE_CONTRIBUTEDMEDIAA list of media items uploaded with the form submission. These are created as media items in iCM and could contain anythingContribute 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_ADDRESS1/2/3Address details of the serviceContribute workflow process,
Contribute history record,
The service article
These values are held in the article extras
form_PHONENUMBERPhone number of the service or the person creating itContribute workflow process,
Contribute history record,
The service article
These values are held in the article extras
form_EMAILAn email address of the service or the person creating itContribute workflow process,
Contribute history record,
The service article
These values are held in the article extras
form_NAMEThis is designed to hold the name of the service, but is a free text field so could include personal dataContribute workflow process,
Contribute history record,
The service article
The value of this field will appear as the article heading
form_SUMMARYA short description of the service , a free text field so could include personal dataContribute workflow process,
Contribute history record,
The service article
This optional field appears as the article introduction text
form_BODYThe main content of the service article, a free text field so could include personal dataContribute 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 detailsContribute workflow process,
Contribute history record,
The service article
Social contacts relevant to the service or user creating it
initiatorThe account username of the person submitting the serviceContribute workflow processEvery process records this. The Contribute process should never be started by anonymous users
userIdThe account username of the person submitting the serviceContribute history recordThis is the same as the initiator above

 

Last modified on January 11, 2024

Share this page

Facebook icon Twitter icon email icon

Print

print icon