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>"

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:

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.

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.

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 Case Management 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>".

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

Birth Re-Registration

Converting Civil Partnership to Marriage

Death Registration

Notice of Civil Partnership

Notice of Marriage

Room Bookings

Room bookings uses the same workflow process and history records as appointment bookings described above.

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.