GDPR and external forms

Magnolia provides a sample implementation showing how you can collect leads (such as email addresses) on a web form, ask for consent, and push those leads to IBM Watson.

The example on this page makes use of the Privacy module, IBM Marketing cloud connector and External Forms modules.

In the sample implementation, the magnolia-external-forms-ibm module (sub module of External Forms) provides a page called watsonFormSample (and a followup confrmation page) in the Pages app.

This page contains a simple email field form linked to IBM Watson. The form is processed using an out-of-the-box processor called XXX

The visitor consent tracking mechanism is provided using the default implementation of the magnolia‐privacy‐visitor‐manager module (sub module of Privacy module). A dedicated visitor references searcher called info.magnolia.extforms.consent.WatsonReferencesSearcher processes GDPR-sensitive data from the forms.

Magnolia provides a sample for IBM Watson Campaign Automation but you can connect to any external form provider by writing custom forms, custom form processors in Javascript/Nashorn and your own implementation of the VisitorManager.

DIAGRAM

Configuring the sample 

To enable the sample with your implementation of IMB Watson follow the steps in the sections below.

Connect to the external database

1. If you do not already have one, create a database in your Watson Campaign Automation account. Make sure that Email is one of the fields in your database. 
2. Once created, open the additional details and copy the Database ID.
   
3. In Magnolia, open the configuration of the magnolia-privacy-visitor-manager module: Configuration app >/modules/visitor-manager/config/visitorReferencesSearchers/watson/databasesIds
4. Add a property node under databaseIds with the Database ID you copied previously as the value.
   The name of the property node is unimportant. You can add as many database ids as required. 
5. In Magnolia, open the configuration of the magnolia-external-forms-ibm module: Configuration app >/modules/external-forms-ibm/config
6. Add your IBM Watson credentials for the three property nodes:
   • clientId
   • clientSecret
   • refreshToken

XXXWhere would a customer get these credentials?

Create an external web form with a GDPR-aware email field

If you already have an IBM Watson Marketing Automation web form with an email field, connect to it directly in the watsonFormSample page External Form component. XXX

1. In your IBM Watson Automation Campaign database, create a new standard web form.
2. Keep the default fields in the new form and follow the instructions in the IBM wizard. 
3. Publish the form.
4. On the Publish Confirmation page, click Publish Site.
5. In the Site Settings, copy the site URL. For example: http://www.pages03.net/trial-magnoliainternational/<sitename>/Form
6. In Magnolia, go to the Pages app and open the watsonFormSample page: http://localhost:8080/magnoliaAuthor/.magnolia/admincentral#app:pages:detail;/watsonFormSample:edit. 
   
7. Edit the External Form sample component to add the URL of the site you just published.
   
   The External Form component can now fetch data from IBM Watson Automation Campaign.

When a visitor submits data in the published form, consent is requested (same as JCR forms in Magnolia)

Email requests consent confirmation (double opt-in)

See visitors app - new item, stored in visitors workspace (same consent process).

You can also view dependencies from JCR and from external sources such as IBM Watson. Clickable link takes you to Watson campaign automation dashboard (contacts list), where you can see the an entry for the visitor along with the consent recorded.

Other gdpr features also interact with external source: send all data (export from JCR but also JSON from watson), forget me, delete all my data (request sent to watson). 

1. Go to the sample page http://localhost:8080/magnoliaAuthor/.magnolia/admincentral#app:pages:detail;/watsonFormSample:edit. 
2. Edit the external form component. 
3. Choose Silverpop as external form.
4. Choose a database from Silverpop.
5. The form should be rendered from all columns of the chosen database.
6. Add a field to the database from the Silverpop admin central.
7. Go to http://localhost:8080/magnoliaAuthor/travel/subscribe.html. Your new field should be displayed.
8. You probably don't want to show all the field of the database such as system ones and want to change the order of field on the page:
   1. Create a selection field called LAYOUT in the database.
   2. Add the desired field names as values for selection.
   
9. Activate the page to the public instance.
10. Go to the activated page, fill in some fields (http://localhost:8080/magnoliaPublic/travel/subscribe.html) and submit.
11. Information will be stored in Silverpop.

Simple form processing compared to GDPR-compliant form processing

In an ordinary form, the data entered in the input field is usually processed directly upon hitting the submit button on the form.

A GDPR-compliant form needs to follow a more complex procedure called double opt-in:

• A form that contains personal data has to be submitted together with the user's consent for the processing of such data. This is usually done via checkboxes which the user has to tick off before submitting the form.
• In the second step, the user has to confirm the consent given. Typically the user receives an opt-in email with links to a web page where the user can finish the double opt-in procedure, that is confirm or reject the consent.

In the example below, we assume that we have a text input form field called fullname that must be handled in compliance with GDPR.

Data storage

Creating a GDPR-compliant form

In this section, you create a new GDPR-compliant form. You need the knowledge gained here in the second section where you already have a form and want to adapt it for GDPR.

The Magnolia Travel Demo bundle comes with a sample form component template called (GDPR) Store data form, which is provided by the privacy-sample submodule and designed for the purposes of GDPR.

This component template is preconfigured to:

• Ask for a user's consent before submitting the form by displaying consent checkboxes.
• Send the user an opt-in email.

Adding and configuring the form

1. Make sure that the page in which you want to create the form uses the Travel Standard page template.
2. Add a (GDPR) Store data form component to the page:
   
   
   Please note that if you want to create the page in the root, the root level should be at least a site's root, not the root in the Pages app due to MGNLDEMO-292 - Getting issue details... STATUS .
3. Click Edit in the Action bar to edit the form component. 
4. On the Opt-in Email tab configure the parts of the email which will be sent to the user in the second phase of the opt-in procedure:
   
   The largest text area in the dialog is where you can define with FreeMarker variables how the main message of the confirmation email will look like. The body of this email message should contain hyperlinks to a consent confirmation/rejection page. The Travel Demo comes with a sample of such a page at /travel/contact/confirmation. 
5. Copy and paste this path to the Confirmation page field of the dialog and save the changes.

Adding a GDPR-sensitive field

1. Add a new GDPR-sensitive input field component to the beginning of the form's field set.
2. In the input field's edit dialog label the field Full Name, name it fullname (this becomes the value of the internal JCR controlName property).
   
   
   
3. On the Advanced tab, set Full Name field's type to text.
4. Open the edit dialog of the Consent definition component.

5. Configure the option in which the user chooses consent duration in the Expiration options field. Use the following format <label>:<timeUnit>__<timeQuantifier> where
   <label> represents the label shown for the option.
   <timeUnit> defines the time unit. Use 1 for year, 2 for month or 10 for hour.
   <timeQuantifier> defines the actual length of consent for the time unit specified.
   For example, if you want to allow the user to choose from consent durations of 24 hours, 72 hours and 1 month, you need enter the following in the field:

   24 hours:10__24
   72 hours:10__72
   1 month:2__1

6. To set a default value to be selected when the form is loaded, enter the part that follows the colon in the Default expiration value field, for example 2__1.
   The actual selection box is rendered like this:
   

Updating Privacy module configuration

Both the email field, which comes preconfigured with the (GDPR) Store data form template, and the fullname field, added to the form's field set, must be database names registered in the system for GDPR-compliant data processing. This is done in the configuration of the Privacy module. 

Open the visitor-manager module configuration at /modules/visitor-manager/config/personalFields.

Add the newly added fullname field name as a property (which is in fact arbitrary) and value under the name/fieldNames node, which is already present in the configuration:

At this point, the newly created form is GDPR-compliant. The user is asked to give consent to process the data entered:

Making an existing form GDPR-compliant

In this section, we assume that we already have a form with a text input field labeled Full Name, internally fullname, and we want to adapt to comply with GDPR:

Changing and configuring the component template

First you need to change the form's template to use one that is designed for GDPR. In this example, we use the template called (GDPR) Store data form again.

Select the form and change its template to (GDPR) Store data form:

In the next step, switch to the Opt-in Email tab and configure the parts of the opt-in email:

After saving the changes the form contains two field sets:

Relocating the text input field

Now you have to make the Full Name field in the first field set a member of the other field set. With superuser role you can do that in the JCR Browser app:

After this operation, the Full Name field is located next to the Email field:

Updating Privacy module configuration

Again, the fullname field, added to the form's field set, must be a database name registered in the system for GDPR-compliant data processing. Ask your system administrator to do this for you if don't have access to the Configuration app.

Open visitor-manager module configuration at /modules/visitor-manager/config/personalFields.

Make sure that the relocated field's  fullname name is a property and value under the name/fieldNames node, which is already present in the configuration. If it isn't there yet, add it there. The relocated field is now also subject to the logic of the (GDPR) Store data form template and hence the GDPR requirements. When submitting the page, the user is asked to give consent for both text input fields in the form, Full Name and Email: