PRIMA // CHANGELOG

New Feature: Rollouts

• Users can now upload files or easily send important documents via Planit // Prima. With Rollouts, you can send files to specific recipients. Additionally, recipients have the option to confirm receipt of the files to ensure that the information has been received properly.

• Enter general information such as the name and a description visible to the recipients.
• Add documents or upload new files.
• Specify a list of recipients who should receive the rollout.
• Configure automatic reminders to be sent via email.
• Recipients have the option to view files directly in the browser and confirm receipt.

New Feature: Customizable Columns

• Expansion of Configurable Tables:
• Introduction of Custom Columns: Users can now add their own columns to their tables.
• Direct Linking to Document Contents: Contents from documents can be directly linked to the new columns, allowing for a faster overview of important information without the need to open each document individually.

• Improvements in Sorting and Filtering:
• Advanced Sorting Options: Users have more flexibility in sorting their table entries to access needed information more quickly.
• Enhanced Filtering Functions: The filtering options have been expanded to enable more efficient searching and selection of documents.

• Goals of the Updates:
• Productivity Enhancement: These innovations are intended to significantly improve users' workflow and efficiency.
• Usability Optimization: The new features make the handling of our application more intuitive and user-friendly.

Policy on deletion and blocking of personal data

This new blueprint contains everything you need for a complete deletion concept.

It contains the annex "Deletion periods", the content of which is automatically generated from the processing activities. In addition to the deletion and blocking periods, these now also optionally include the retention and storage periods. Optional comment texts can also be inserted in all fields.

New Feature: Direct Access and Search within GDPR

Users can now explore and search the GDPR directly via the right navigation bar. This feature facilitates the quick finding of relevant
data protection information without having to leave the user interface. 

Some documents now include links that lead directly to the corresponding legal texts. These links provide quick and direct access to relevant
legal information.

Latest Update

We are pleased to introduce the latest enhancements in PLANIT // PRIMA that enable a more comprehensive and flexible user experience. Here are the highlights of the current version:

New Feature: Customizable Table View

• Expanded Column Selection: Users now have the ability to personalize their table view with a variety of new columns to highlight the information that is relevant to them.
• Dynamic Column Expansion: The table view can now be individually customized by creating your own setting via the gear icon in the upper right corner.
• New Filter Functions: A new filtering system allows users to navigate through their data more efficiently. You can now filter precisely for specific content within the table, which significantly simplifies the search and analysis of data.
  

New Feature: Tagging

• It is now possible to create tags within a PRIMA folder and assign a color to them. This facilitates the organization and retrieval of information.
  

New Feature: Folder Templates

• Users can create templates for the creation of a Prima folder and link them with blueprints and corresponding document templates.
  
  

  New Feature: Repositories

PRIMA documents now work together so that entered data can be reused in other documents. If, for example, the documents "Record according to Art. 30(1) GDPR" and "Data Protection Impact Assessment" are created for a processing activity, a lot of information overlaps and has to be entered twice. Another example would be vendors that are referenced in different processing activities.

With the new repositories, this is no longer necessary. We have created a central database for all data that can be referenced in this way by several documents. For example, lists of IT systems or any other data objects can be created, imported and exported.

Four repositories are preset in PRIMA for this first release: Data categories, Data types, Periods and Events. These are linked to all "Description according to Art. 30 para. 1 GDPR" documents and replace the previous drop-down questions. Information that has been set can now be easily reused and both data categories and optionally all data types with deletion and retention periods (incl. triggering event) can be created. These are then also displayed dynamically in the deletion concept in a compact table.

New Feature: Interactive Data Protection Roadmap

We are pleased to introduce a new function in PLANIT // PRIMA: The Legal Roadmap. This takes you by the hand right from the start and shows you which documents you need to create. The roadmap has integrated status tracking and a new ribbon that becomes active as soon as you start the guide within your profile. This ribbon, anchored to the top right corner, allows you to activate the roadmap with one click. It serves as a guideline that clearly marks your progress and thus ensures precise control of your data protection project.

Improvements:

• Direct access: In your profile, the "Guides" section provides an immediate overview and starting point for the data protection roadmap.
• Visual progress indicators: Open and completed tasks are clearly differentiated, simplifying the tracking of your activities.
• Interruption-free working: The progress of your work is seamlessly recorded, allowing you to efficiently resume unfinished tasks.

Utilize this roadmap to review, adjust, and continuously improve your data protection management.

Start now by launching the guide from your profile.

New Blueprint: Pre-Check Tool Implementation

New document approval system

With our latest update, we are pleased to introduce a comprehensive document approval system that significantly improves for our users. Here are the highlights of the update:

Task assignment

1.  Author: Responsible for completing the document
2.  Reviewer: Responsible for reviewing the content
3.  Approver: Has the task of giving final approval to the document

Note: All assigned persons have read and write access to the document.

Deadlines and reminders

A deadline can be set for each task. In addition, reminders can be set up to inform the assigned people if their tasks have not yet been completed.

Visual indicators

If a document has an active task, the corresponding task is now indicated by a small icon next to the document name as soon as the document is open. This allows you to quickly recognize which task is currently being is currently being processed.

Change history

The version that the assigned person had when they completed their task is now displayed

Comments section

Each document now has a comments section that allows you to write messages that can be viewed by other team members. team members can view.

Settings

It is now possible for the "owner" of the document to activate or deactivate the need for confirmations. (For example, a reviewer can only start once all authors have completed their tasks.)

Training area

• The admin permission for the training area can now be explicitly assigned without the person also having to be a company admin.
  
• The role-based authorization system now also includes all training content and participants, which can now be grouped and invited in groups.

More features

• Premium customers can now more easily import new training courses into their instances.
  
• Premium customers can deactivate entire areas (e.g. data protection documentation) in the settings.
• In the "Export" tab of PRIMA documents, all uploaded files are now displayed in an overview.
• The following blueprints have been updated and translated:
• Reply to a Data Subject Request
• Data Subject Request Documentation
• Checklist for IT systems (Data Protection & IT security)
• Confidentiality Agreement (NDA, unilateral)

New menu for data protection documentation

For us, the focus was on: simpler, better and faster. With the new menu structure in the data protection documentation area, we have improved the clarity. Instead of the very detailed tree view, the categories are now displayed in groups. So that you don't lose your orientation, you can see where you are both in the heading and in the highlighted area.

Dashboard of the data protection documentation

Finally, the data protection documentation area has also received its own dashboard. Here, the latest, most recently edited and updated documents are clearly displayed. Area admins can also see additional statistics for a complete overview.

An abridged version of this information can also be found in each area and folder.

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Dynamic Documents: Deletion Periods

This update brings the first expansion stage of a new system. With this system, document data can now be referenced from other documents. As a proof-of-concept, we are publishing a preview version of the blueprint "Deletion Periods", which can be used, for example, as an attachment to the deletion concept. In this document, all already existing deletion and blocking periods, as well as the data categories and types from the procedure directory are then automatically aggregated - of course completely compatible with our versioning system.

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New Blueprints
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Now available for all white label customers:

- Data transfer impact assessment (new version)
- Affected party request to EU representative
- Intensive Check: Data Security/TOM (according to BayLDA)
- Checklist Check AVV (German supervisory authorities)
- TOM checklist

The following blueprints have also been released for all customers:

- Response Letter Inquiry of Concern
- Authority request

Performance

PRIMA was not yet optimised very well in many places, so that large amounts of data or long blueprints, long loading times had to be accepted.
had to be accepted. This is not only annoying, but also directly contradicts the basic idea of PRIMA contradictory to the basic idea of PRIMA: to take care of everything to do with data protection. With this update we havea fundamental overhaul of the blueprint and document system, which automatically system, which automatically makes many areas much faster.  In addition, we have focused on greatly improving the loading times of the folder and document view. This is especially  noticeable with folders that contain many subfolders and documents contain.

3 in 1 Data Protection Package

Data protection, but how? With our current offer 3-in-1 data protection package, you get everything you need for the necessary knowledge and data protection documentation. This includes a PRIMA annual license (data protection software), the DSGVO practice commentary (Freund, Schmidt, Heep, Roschek) and online access to jurisAllianz. Now you can easily get started in the world of data protection.

​Access the offer and get more information.​

Improved search

PRIMA's global search was already able to find PRIMA documents, blueprints, trainings, folders and files. Now it also searches in document contents, so you can quickly and clearly find all places where a certain term occurs and makes your work even easier.

Participants list in the training area

The previous list of participants has been replaced by a new, structured list. It now always remains clear - regardless of the number of available trainings. With the search and filter function, you can either get a general overview or search specifically for certain participants and/or trainings.

Custom templates for PRIMA documents

A creation of PRIMA documents is now even easier. These can be selected in a document list afterwards and used as a basis for a new document. For example, you can create a document with specific data of your company and do not have to enter all data again. This option is now available for Pro customers in all PRIMA documents under Settings.

Other improvements

• The new public page for the training area gives a better overview of all features and content.
• The document list in the blueprint editor can now be exported.
• License upgrades can be requested directly from the user interface. In the next step we will create the possibility to book upgrades directly as well.

Training content

• A new interactive version of the "Data Privacy in Germany" training course is available.
• The new training courses "Safe Behavior at Customer Meetings" and "Working Safely in Public" are now available.

Licenses

• The new Free license has been implemented, so that some areas of PRIMA can now be used completely free of charge.
• In the Premium license the Superadmin mode has to be switched on explicitly.
• Current licenses and their features are better communicated.
• Previous licenses have been converted to their new equivalent.
• The different licenses as well as their renewals and upgrades can now be requested in one form.

New features

• The design of the info center has been revised, it is clearer and has a more uniform look.
• A first version of the support page has been implemented and is accessible via the help button at the bottom right of the screen.
• For the intialization of document blueprints, XLSX or CSV files with texts and positions of the questions can now be uploaded.
• Arbitrary invitation links can now be generated and assigned specific permissions.

Bugfixes and improvements

• Assigned documents are displayed correctly on repeated visits to the profile dashboard page.
• Companies that only function as groups are correctly displayed as such.
• The layout of all dashboards has been simplified and is now always two-column.
• All tour steps leading through PRIMA's user interface now correctly wait until all necessary data has been loaded before selecting items.
• The crop tool when uploading images is now much larger and placed in its own dialog window.
• File questions can now upload multiple files at once in PRIMA documents.
• SSO login attempts and error messages are better displayed and communicated.

New Look for the Profile Overview

In line with the company and training dashboards, the personal overview page has been given a new look, too. Existing content is now presented in a clearer and more appealing way. Additional space has been created for new functions, such as guides and tasks!

Guides

No matter if you are a data protection beginner or a GDPR professional: PLANIT // PRIMA supports you in the best possible way to quickly reach your desired goals. In order to meet the various requirements, we have implemented a new guide system with allows the vast majority of processes to be implemented concisely and easily. Both, for data protection documentation and for PRIMA-specific functions!

PRIMA now offers a short and a long guided tour through the user interface. After that, further steps are displayed in the task area of the overview page.

This modular system is filled with content by PLANIT's data protection professionals so that users can focus on the essentials and leave the boring details to PRIMA.

Login and Registration Page

The new login and registration page was released with this update! Besides a nicer look, it is now clearer and has been unified with more pages for accepting invitations. We also made the SSO integration more intuitive and easier to use.

Rich Text Editor

PLANIT // PRIMA has long supported optional formatting of almost all content. For example, formatting from word processors can be copied and pasted directly. This function has internally used a format that is easy to use, but has some limitations. We have finally taken the step of converting all content to a better format, as well as adding a more streamlined and user-friendly editor. Why don't you give it a try when you create your next PRIMA document?

Blueprint Editor

All users with a Pro license (formerly Standard license) have access to the Blueprint Editor in PLANIT // PRIMA to create their own PRIMA documents. We have given it a general overhaul and a new coat of paint. In particular, we have put a lot of emphasis on performance and clarity, which plays an important role especially for large documents with a lot of content.

Globally available placeholders in Blueprints

In order to automatically carry over the content of an answered question in a generated document or contract, any placeholders can be set up. From now on, preset placeholders are also available, which can be used in the same way at any point.

Training Area

After the company section received a new dashboard last month, it is now the training area's turn. From now on all own trainings are visible here. With admin permissions, a short statistic and an improved list of all trainings are now also included. The loading of this information has been optimized so that it is now quickly available even with many hundreds of participants. From now on, it is also possible to set the visibility of individual trainings within the company.

Improved Display on Small Screens

The last update included the first new guide to lead new users through the most important features of PRIMA. At the same time, this represented the test run for many more guides that will show common workflows and help. In addition to the ever-present navigation on the left edge of the screen, these guides will be placed on the right edge. On smaller notebooks, tables or smartphones, however, there is often not enough space left to display the content well. PRIMA now detects this and hides the two areas. They can then be expanded when needed, as with many other mobile applications.

Other Improvements

Besides many small improvements and bugfixes we would like to present the most important new features of PLANIT // PRIMA! Many thanks to all the people who give us valuable feedback. PRIMA is getting a little bit better every day and we are happy to share this progress with you!

Company Dashboard

One of the great new features of PLANIT // PRIMA is the new overview page for companies. In addition to the most important figures for the company itself and the areas of data protection management and training, it shows upcoming tasks and the latest documents at a glance. Training statistics are also clearly presented in diagrams and tables. In the next PRIMA updates, the dashboard will be continuously expanded and relevant information will also be made available on new overview pages for the areas of profile, data protection documentation and training.

Trainings

PLANIT // PRIMA supports trainings in all sizes, shapes and colors. Until now, however, the range of proprietary training content was quite manageable. This is now changing in the form of a new marketplace site which provides an overview of all new training courses available. These can be tried out free of charge and booked according to individual needs. Furthermore, existing own trainings are of course also supported. Is a certain topic not included or do you wish a customized training? Feel free to contact us.

Demo Accounts and Guides

All functions of the Basic license can now be tried out with a demo account. We have also implemented a system for guides that walk you through different processes. With upcoming updates, we will make topics from "Creating a Company" to "Booking a Training" and "Creating Data Protection Documentation" to advanced processes such as data protection incidents or service provider management easier and faster to access.
Register your demo account

Notifications

PRIMA documents can already be assigned to people for processing and given a deadline. If the persons do not think about the processing in time, reminder emails are now sent. This function represents the basis for a planned system that can be used to map extended review and approval processes. Which notifications are sent when and to whom will be adjustable in detail.