Why PII Settings?
The PII Settings are used to set Smart Redaction-related general options available within your room. For example, you can choose the PII items that are ticked by default when applying auto-redaction to your documents or you can add words within lists to be redacted or excluded by default from redaction.
Redaction in Settings
To access the menu, Smart Redaction has to be enabled in your room and you need to enter the room as a Deal Manager. If redaction is not available already, please do not hesitate to get in touch with your Customer Success Manager.
Disabling isn't Removing
Disabling either one of the options (or both) means the action buttons will not be displayed for related users. All the redacted parts will remain as they are and they will not be editable.
Manual Redaction
This option must be ticked should you need to manually redact your documents (to manually redact words, lines, paragraphs, or entire pages). By unticking it, the related action button will be disabled within the document. As stated before, disabling the commands will not affect the redacted areas on documents. It will only prevent any further changes.
PII Items
The Personal Identifiable Information (PII) items are included as preset lists you can enable or disable at will. By disabling these at the Settings level, you won't be able to select and apply them to documents. To view them, expand the “Auto Redaction - Included Items” list and spot the ones marked as “Type: GDPR”.
The PII items that the Imprima VDR offers are:
- Company Name
- Person Name
- Address
- Telephone
- IBAN
- Date of Birth
- Social Security Number
- Passport
- Monetary Value
Additional specific words can be added or whitelisted in addition to these, and this is possible via the lists.
Lists
Lists are made for the Deal Managers to include or exclude words in the redaction automation. The same File Upload Manager can be found under:
- Auto Redaction - Included Items to upload words to be automatically redacted.
- Auto Redaction - Excluded Items to automatically exclude words from being redacted.
To proceed, prepare a list of words (one word per line) to be redacted or whitelisted and save it as a TXT file (UTF-8 by default). Then upload this text file to the platform and give a comprehensive name to your new list before clicking ‘Next’. Don't forget to save this new item and manage it from your list of included or excluded items.
Regexes
A regular expression (shortened as regex) is a sequence of characters that specifies a match pattern in the text. Usually, such patterns are used by string-searching algorithms for "find" or "find and replace" operations on strings, or for input validation. In our case, it can help automate the finding (and redaction) of strings of numbers or characters, such as specific invoice numbers, patterns registrations, etc.
Imprima doesn't provide Regexes but you can add these to the editor to then automate the redaction of these expressions. It works the same as for lists: enter a comprehensive name and don't forget to save your changes. You will then be able to apply this expression to your documents when choosing Auto Redact.
